Administrator: Learning Programmes at MICT SETA

MINIMUM REQUIREMENTS: 

• Matric/Grade 12 plus National Diploma (NQF 6) Education, Human Resources Development, HRM or equivalent 
• 1-2 Years in Administration or another relevant field 
• A minimum of 1 year experience in Skills development 
• Knowledge of applicable policies and procedures 
• Familiarity with office management procedures and basic accounting principles 
• Knowledge of legislations governing SETAs  

Other Requirements: 

• Willing and able to work in a fast-paced environment 
• Be able to work long hours as and when required to do so 
• May be required to travel 
• Driver’s License and vehicle 

ROLES AND RESPONSIBILITIES 

Information Data Administration 

• Consolidation of Learning programme reporting indicators. 
• Auditing QMR Input and validation of data accuracy. 
• Auditing data vs data captured on SETMIS Files 
• Validates learner data Captured on QMR 
• Generates reports on information captured and submits to Line Manager, weekly, Monthly and Quarterly. 
• Sort file according to quarters for ease of retrieval during audit process. 
• Checks learner and learning programme registrations to ensure that applications are in line with requirements. 
• Liaises with Training Providers on outstanding documentation required for registration.
• Verifies supporting documentation to ensure authenticity. 
• Captures information on the Management Information System (MIS). 
• Captures and files discretionary grant applications. 
• Assists Advisor with drafting of letters of approval and records on a spreadsheet. 

Learning Programmes Administration 

• Administration of disbursements of discretionary grants 
• Maintain Reconciles registered leaners and enrolled learners for each quarter for comparison with QMR. 
• Update the Annual Commitment Register daily after capturing of information in order to track invoices/payments. 
• Track reported learners vs the commitment register 
• Reconcile Quarterly report and Commitment Register. 
• Prepare and check requisitions before submission to administrator and Manager. 
• Verify the SLA’s validity and if the budget is available. 

Risk and Compliance 

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks. 
• Support and provide evidence to all internal and external audit requirements. 
• Prepare sample for audit purposes for current financial year by printing documentation off the system. 
• Prepare samples for audit purposes for previous financial years by tracing documents on the system or physically retrieving CDs from the storeroom. 
• Ensure that all documentation is contained in sample as per audit requirements. 
• Follow up with stakeholders on outstanding information and submits to the line manager for verification before inclusion into samples. 
• Implement audit findings within stipulated timeframe by ensuring that all the learners are reported and supported by evidence. 
• Maintain quality risk management standards in line with relevant requirements. 
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity. 
• Review related Standard Operating Procedures in consultation with the Officer: Learning Programmes to ensure business optimisation. 
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.  

Customer Liaison and Service 

• Handle general queries from DHET pertaining to SETMIS submission. 
• Submit confirmation of registration to Service Providers upon request. 
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required. 
• Provide support the stakeholders on the submission of relevant documents as per the MICT SETA Standard Operating Procedures. 
• Promptly and attentively respond to customer requests within established parameters and time frames.