Administration Assistant at PPC Africa

About the job

This role is required to provide general administrative tasks at the Technical Skills Academy to ensure satisfied customers; both internally and externally. The role is responsible for managing all administration functions within the Technical Skills Academy (TSA) such as:

• Maintain MQA (and other SETAs) MIS (Register learners, learner progress updates on iShare, learner progress reporting, learner exits).
• Maintain training records, policies, procedures, guidelines, learning content, SharePoint, and file management system, etc.
• Manage and oversee all learner administration (personal data, compile learner implementation plan, learner POE’s, learner reports, learner record keeping and archiving).
• Understanding of and administering of learner grants, learner rebates (SARS).
• Oversee coordination of catering and accommodation arrangements to ensure optimal and successful training delivery (e.g., availability of venues, training resources, etc.).
• Cost management (monthly invoicing, cost/benefit analysis and advice to TSA/TT team, etc.).
• Procurement with respect to TSA requirements in line with budget and procurement process (obtaining of quotations, placing/expediting of orders, goods received, return orders, outstanding orders).
• Client account management and monthly reconciliation (address and follow-up outstanding issues).
• Assist Manager TSA with vendor relationships and management of SLA agreements.
• General office administration (learner welfare, correspondence, etc.).
• Ensure implementation and application of sound admin & financial best practices and procedures (TSA, sites and vendors).
• Develop and facilitate key stakeholder relationships that contribute to the strategic affairs of TSA business (SETA’s, service providers, Int./Ext. customers, auditing/accreditation bodies).
• Communication driver/Point of contact between TSA and sites on learner welfare, progress, handover of learners between TSA and sites, etc.
• Reporting support to Lead Talent & OD, Manager TSA, and Company SDF (financials, training statistics, training records, etc.).
• Support new training program creation, implementation and roll-out.
• Participate and promote the Jabali principles.
• Act as the change champion for improvements in TSA processes and systems.
• Ad hoc duties as required and directed by line manager.

Minimum Qualification:

• Matric.
• National Diploma in Human Resources (specialisation in training & development)
• OD-ETDP Certificate will be advantageous.

Experience:

• Minimum 5 - 8 years administration experience in a training environment within the mining and/manufacturing industry.
• Cost/Revenue control and procurement related experience will be advantageous.
• Interpreting training and development policies, processes and regulatory requirement and the practical application thereof.
• Knowledge of training & development regulatory reporting requirements such as BEE, WSP/ATR, GRI, etc.

Special Requirements:

• Excellent communication skills.
• Good interpersonal relationship skills.
• Solid process orientated.
• Self-starter and initiator.
• High level of attention to detail and accuracy.
• High level of professionalism.

Key Outputs:

• Ensure compliance with all Learning & Development regulatory requirements (ISO audits, SETA audits, etc.).
• Ensure compliance to all internal policies and procedures; ensuring all audit findings are addressed.
• Ensure a seamless learner experience from an administration and logistics perspective, administer learner satisfaction survey and present summary and findings to TSA team.
• Effective stakeholder relationships internally and externally.
• Provide administration support to trainers to ensure the successful training on current trades and implementation of new training programmes and/or learnerships.
• On-time and accurate capturing of information and reporting on iShare, SAP, Sharepoint, etc.
• Ensure the smooth operation of the Technical Skills Academy through effective administration and recordkeeping, e.g. invoicing, receipting, correct allocation to GL accounts.
• Deliver initiatives and/or projects within agreed timelines.
• Effective cost optimization (compliance to budget).
• Outputs as agreed with Manager TSA.