Appointment Type: Full-Time Contract (Subject to Annual Review)
Tenure Duration: Five (5) Years, Renewable
Commencement Date: 2025
Expiry Date: 2030
The Manager shall serve as a pivotal administrative and operational officer at the African Centre for Indigenous Phenomenon Studies (ACIPS). This role encompasses daily operational oversight, strategic development, institutional compliance, and cross-functional coordination aligned with ACIPS’s vision and mission. The Manager will collaborate with the Executive Director, Board members, academic researchers, and external stakeholders to enhance ACIPS’s capacity, visibility, and sustainability.
2.1 Coordinate all human resources activities, including recruitment, orientation, performance evaluations, professional development, and employee relations.
2.2 Lead and streamline administrative operations to support research, teaching, community engagement, and policy development within ACIPS.
2.3 Ensure the efficient operation of institutional systems such as financial management, IT services, logistics, and information security.
2.4 Oversee the planning, implementation, monitoring, and evaluation of internal projects and external collaborations, ensuring timely and quality delivery of objectives.
2.5 Maintain accurate and comprehensive institutional records, archiving data relevant to administration, finance, human resources, and program execution.
2.6 Provide management support to research teams by assisting with proposal development, budgeting, scheduling, and data management systems.
2.7 Prepare institutional documentation including policy manuals, operational guidelines, staff handbooks, and strategic communications content.
2.8 Serve as the principal liaison with support staff, service providers, volunteers, and interns, ensuring coherent guidance and accountability.
2.9 Coordinate periodic internal audits and risk assessments to inform compliance and best practices.
2.10 Develop monitoring and evaluation mechanisms aligned with ACIPS’s performance management framework, reporting regularly on milestones and impact indicators.
2.11 Organize and manage the logistics of board and committee meetings, workshops, seminars, and public forums, including the preparation of agendas and minutes.
2.12 Support the development and review of institutional policies, operational procedures, and standard operating protocols (SOPs).
2.13 Champion a collaborative culture that promotes transparency, accountability, and innovation in line with ACIPS’s core values of Ubuntu and scholarly rigor.
The Manager shall devote a minimum of 40 hours per week, Monday to Friday, with flexibility for evenings and weekends as required by project needs or events. The role is primarily office-based, though remote or hybrid arrangements may be negotiated based on organizational priorities and resource availability.
The Manager shall be entitled to a monthly salary as stipulated in the appointment letter. Additional benefits may include medical aid, mobile data reimbursements, travel allowances, and professional development grants. Annual increments and performance bonuses shall be subject to organizational performance and budget availability.
ACIPS will provide necessary tools and facilities including office space, ICT equipment, internet access, printing services, and administrative assistance. Access to training, workshops, and relevant conferences will be facilitated to enhance professional growth.
The Manager shall report directly to the Executive Director and provide weekly activity summaries and comprehensive monthly reports covering strategic progress, operational updates, staff matters, and budgetary information. Presentations to the Board or Advisory Council may be requested as necessary.
The Manager must uphold confidentiality of ACIPS’s data, communications, and strategic plans. Ethical breaches, misuse of resources, or unauthorized disclosures shall warrant disciplinary action in accordance with institutional policies.
This contract may be terminated by either party with thirty (30) days’ written notice. Immediate termination may occur for gross misconduct, policy violations, or criminal activity. All institutional property must be returned and obligations settled upon separation.
Disputes arising from this contract shall be addressed through internal mediation. If unresolved, matters may be referred to an independent arbitrator agreed upon by both parties, under the laws of the Republic of South Africa.
By signing below, the parties agree to the terms outlined and commit to fulfilling their roles with integrity and professionalism.
| Signed for ACIPS: | Date: | ||
| Manager (Appointee): | Date: | ||
| Witness: | Date: | ||