Assistant Contract Administrator (Durban) at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS

Customer Relations

• Welcome walk-in clients.
• Operate the switchboard, answer incoming calls, distribute calls and take messages.
• Take record and distribute messages accordingly. 
• Provide information to providers and l stakeholders (telephonically and via email) & provide feedback on queries.
• Assist in planning and coordinating workshops.
• Participate in Provincial activities (Career Expo's, Job Fairs, and industry related Expo's)
• Provide support to internal and external stakeholders.
• Assist in resolving Chamber related queries. 
• Maintain an updated stakeholder database.

Finance Administration

• Prepare and submit petty cash reconciliation to finance.
• Coordinate travel arrangement for the chamber and process payments of claims.
• Keep an updated claims register for incoming and outgoing claims.
• Assist the chamber with assessing of DG claims.
• Forward proof of payment to stakeholders once paid, if required.

DG Contract Administration

• Verify qualification ID on SAQA website.
• Assist in capturing of contracts onto the TETA system for the managing of the contracts.
• Linking of Learner agreements on the TETA system for managing learners on DG funded contracts.
• Assist with uploading contract deliverables onto TETA System.
• Updating claim register.
• Process Workplace Approval letters.

Chamber Administration

• Order office stationery and office equipment for the Chamber.
• Assist with arranging workshops and meetings.
• Take minutes during meetings, where necessary.
• Assist in capturing travel requisitions and follow up on all travel vouchers.
• Perform a variety of routine office assignment such as copying and scanning of documents, filing of various reports following standardized office procedures.
• Arrange courier and follow up on flow up of documents.
• Filing of various reports, documents, correspondence, etc. following standardized office procedures.

MINIMUM REQUIREMENTS

Qualification and Experience

• M + 3 in HRM / Administration or relevant tertiary qualification.
• A minimum of 2 years administrative experience.
• Exposure to ETD/SETA/Public sector environment will be an added advantage.
• Willingness to travel and work overtime. 

Knowledge and Skills

Knowledge and Understanding of:

• Knowledge and understanding of the SDA, SDLA, NQF, SAQA.
• Knowledge of the transport industry.
• Knowledge of contract Administration.
• Knowledge of the SETAs or Skills development.

Skills

• Administration skills, project management skills.
• Good interpersonal skills (both written and verbal).
• Telephone etiquette skills.
• Computer skills including MS Word, MS Excel, MS Outlook, MS Power Point.