Administrator: Monitoring and Evaluation at MICT SETA

MINIMUM REQUIREMENTS: 

• Matric/Grade 12 
• National Diploma (NQF 6) in Business administration or equivalent 
• A minimum of 1 year’ experience within a related field within the public sector 
• Knowledge of the Skills Development legislation 
• Understanding Monitoring and evaluation principles 
• General understanding of database management and system integration / interfacing 
• Flexibility in working hours will be required to meet demands of the role. 
• May be required to work overtime. 
• Valid driver’s License 

ROLES AND RESPONSIBILITIES 

Monitoring and Evaluation Administration 

• Obtaining source data reports and compare with extraction files against performance indicators. 
• Identifying discrepancies and determining the root cause. 
• Communicating root cause for correction and tracking processing. 
• Ensuring extraction files are signed off for approval prior to quarterly submission. 
• Compiling quarterly performance based on source data and populating the data on the Dashboard. 
• Ensuring quarterly performance reports are verified and approved by management. 
• Performing data analysis and data validation. 
• Identifying and recommending systems and process improvements. 
• Identifying historical data gaps and errors and implementing process to address these. 
• Diagnose and troubleshooting database errors. 
• Reconcile data submissions (quarterly performance reports, learner MIS, SETMIS files, 
• Conduct onsite monitoring to verify performance information to ascertain the accuracy, existence, completeness, validity and compliance with relevant legislations and MICT SETA policies. 
• Perform administration duties as delegated. 
• Support the operationalization and implementation of the M&E plan. 
• Support the development of relevant processes and activities within the division. 

Office Administration 

• Manage, coordinate, and assist in the administration and clerical support of the division to facilitate the smooth running thereof. 
• Provide effective administrative support to ensure smooth running of the division. 
• Coordinate interaction between the division and other division/departments, management, employees, and other stakeholders. 
• Coordinating office activities and operations to secure efficiency and compliance to MICT SETA policies. 
• Keep stock of office supplies and place orders when necessary 
• Answer calls and handle enquiries as far as possible 
• Process travels related documents for the Division. 
• Develop and maintain a filing system and maintain divisional records in line with approved policies. 
• Maintain a professional image and climate in the department. 
• Ensure delivery of important documents on behalf of the division. 
• Support division with all office administration tasks. 
• Ensure compliance with health & safety regulations and policies. 
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings. 
• Arrange functions on behalf of the Division. 
• Minute taking in meetings. 
• Ensure Senior Manager: Monitoring and Evaluation’s diary is well maintained. 

Client Services 

• Promptly attentively respond to customer requests within established parameters and time frames. 
• Assess or check with customer to ensure solution meets request. 
• Receive clients, stakeholders, and guests on behalf of the Division. 

Risk and Compliance 

• Ensure that the division adheres to all organizational deadlines. 
• Assist with the submission of mandatory reports and information. 
• Prepare reports by collecting information for the Senior Manager. 
• Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations. 
• Track commitments, report deadlines and manage follow-ups. 
• Process all documentation according to MICT SETA policies and procedures as well as document control principals, within specified set time frames to ensure 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. 
• Maintain quality risk management standards in line with relevant requirements. 
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the MICT SETA. 
• Ensure that all Monitoring and Evaluation programmes comply with statutory, legislative regulations and procedures. 
• Assist with preparation of audits relating to performance information. 
• Provide all audit information requested to Auditors. 

Financial Administration 

• Support budgeting and record keeping procedures. 
• Ensure Supply Chain management process are followed when making the necessary requisitions, travel arrangements, including flights, accommodation, hire cars, etc. for the Section. 
• Assist with submission of specification of required goods. 
• Assist in reduction of wasteful expenditure by assisting the Senior Manager in ensuring that all minor work done by sub-contractors is executed.