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Tag: Justification

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Written by

Neftaly Malatjie

in

  • SayProP380-6-1-1-1-5 SayPro Project Justification Guidelines

    SayProP380-6-1-1-1-5 SayPro Project Justification Guidelines

  • SayPro Vacancy Justification Form

    SayPro Vacancy Justification Form

    SayPro Vacancy Justification Form

    🧾 Section A: Position Details

    FieldInformation
    Position Title
    Department
    Reporting To
    Employment Type☐ Full-Time ☐ Part-Time ☐ Contract ☐ Temporary
    Replacement or New Role☐ Replacement ☐ New Position
    Proposed Start Date

    📋 Section B: Justification for Vacancy

    1. Reason for Vacancy (tick one or more):
      • ☐ Resignation
      • ☐ Promotion/Transfer
      • ☐ New Role Created
      • ☐ Workload Increase
      • ☐ Project Requirement
      • ☐ Other (please specify): ____________
    2. Explain the need for this role and its impact on department performance: [Write here]
    3. Consequences of not filling this position: [Write here]

    📊 Section C: Budget & Resources

    Is this position budgeted for?☐ Yes ☐ No
    Salary Band/Range
    Cost Center/Project Code
    Funding Source☐ Internal Budget ☐ Donor-Funded ☐ Other: ___________

    ✅ Section D: Approval Workflow

    NameDesignationSignatureDate
    Requesting Manager
    Department Head
    HR Manager
    Finance Approval
    CEO/Executive Director

    📎 Attachments (Optional)

    • ☐ Updated Job Description
    • ☐ Organizational Chart
    • ☐ Budget Approval Document
    • ☐ Exit Interview (if replacement)

    📁 Format Options

    Would you like this form:

    • As a fillable Word document?
    • As an Excel form?
    • As a PDF form?
    • Or in Google Forms format for digital submission?
  • SayPro Recruitment Justification Sheets (if requesting new roles)

    SayPro Recruitment Justification Sheets (if requesting new roles)

    📄 SayPro Recruitment Justification Sheet

    Use this form to propose the addition of new roles to the SayPro structure.

    SECTION A: Requestor Information

    FieldDetails
    Department / Unit[e.g., Community Training Division]
    Submitted By[Full Name]
    Job Title[e.g., Senior Program Manager]
    Contact Email / Phone[email@example.com / +27 000 0000]
    Submission Date[DD/MM/YYYY]

    SECTION B: Position Request Details

    FieldDetails
    Proposed Job Title[e.g., Youth Development Officer]
    Number of Positions Requested[e.g., 2]
    Employment Type☐ Full-Time ☐ Part-Time ☐ Contract ☐ Internship
    Proposed Salary Band[e.g., R240,000 – R280,000 annual]
    Intended Start Date[DD/MM/YYYY]
    Reporting Line[e.g., Reports to Regional Program Lead]
    Duty Station / Location[e.g., Limpopo Office / Remote]

    SECTION C: Strategic Justification

    CriteriaNarrative Justification
    Alignment with Strategic Goals[e.g., Supports Pillar 2: Scaling Training Access in Rural Regions]
    Evidence of Need[e.g., Current staff-to-project ratio exceeds 1:6, affecting quality]
    Budget Availability[e.g., Funded through Q2 donor allocation; verified by Finance]
    Programmatic / Operational Impact[e.g., Will increase youth participation by 40% in targeted areas]

    SECTION D: Role Profile Summary

    Key Duties & ResponsibilitiesEssential Qualifications & Experience
    – Deliver training workshops– Bachelor’s in Education / Development Studies
    – Support community mobilization efforts– 3+ years fieldwork experience
    – Collect and report program data– Strong facilitation and M&E skills
    – Coordinate with regional program staff– Local language proficiency preferred

    SECTION E: Alternative Options Explored

    Have alternatives to recruitment been considered?
    ✅ Yes ☐ No

    If yes, explain:

    • Internal reassignment explored but no qualified candidates available
    • Outsourcing considered but cost and quality risks identified

    SECTION F: Approval Workflow

    Approver NamePositionSignatureDateDecision
    Line Manager☐ Approve ☐ Reject
    Department Director☐ Approve ☐ Reject
    HR Business Partner☐ Approve ☐ Reject
    Finance Representative☐ Confirmed Budget

    SECTION G: HR Office Use Only

    FieldDetails
    Job Description Finalized?☐ Yes ☐ No
    Vacancy Approved for Posting?☐ Yes ☐ No
    Recruitment Timeline (Estimated)[e.g., 4 weeks]
    HR Remarks[e.g., Recommend bundling with Q2 recruitment drive]

    📌 Notes:

    • Attach a draft job description and organogram showing where the role fits.
    • Final approvals must be logged in the SayPro HRIS and Quarterly Workforce Plan.
    • Submit to HR & Strategic Planning Office for processing.