Contract Administrator – Data Capturer at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS

Data Capturing and Information Management 

• Capture learner, employer, training provider and project information accurately on SETA systems and databases.
• Verify source documents before capturing to ensure completeness and correctness.
• Update and maintain learner and stakeholder records on internal systems.
• Capture data relating to learnerships, internships, skills programmes, bursaries and workplace-based learning initiatives.
• Perform regular data validation and quality checks.
• Identify and report incomplete or inconsistent information to relevant stakeholders.
• Support system uploads and tracking of learner and project information.

Records and Document Management

• Maintain electronic and manual filing systems for learner, project and contract records.
• Ensure documents are correctly indexed, archived and retrievable.
• Ensure contracts, addendums and supporting documentation are properly filed and maintained.
• Maintain confidentiality and security of learner and stakeholder information.
• Retrieve supporting documentation for reporting, audits and verification purposes.
• Maintain proper recordkeeping and document control practices.

Project and Contract Administration Support

• Provide administrative support relating to discretionary grant projects and contracts.
• Assist with preparation, filing and tracking of discretionary grant agreements and addendums.
• Support learner registration, termination and certification administration processes.
• Assist with verification of project evidence against contractual obligations and deliverables.
• Assist with reconciliation and verification of learner and project information.
• Support project payment preparation processes through verification of supporting documentation.

Stakeholder Support and Communication

• Liaise with learners, employers, training providers and internal departments regarding outstanding information and project administration matters.
• Respond to internal and external queries relating to captured information, grants and learner administration.
• Provide support to stakeholders regarding SETA systems, SDF registration, WSP/ATR submissions and discretionary grant processes.
• Participate in stakeholder workshops, meetings and support initiatives as required.
• Provide administrative and operational support to departmental activities and projects.

Reporting and Administrative Support

• Generate routine reports and statistics from systems and databases.
• Assist with monthly, quarterly and annual reporting requirements.
• Prepare and maintain records required for internal and external audits.
• Assist with meeting coordination, attendance registers and administrative support functions.

Compliance and Quality Assurance

• Ensure compliance with SETA policies, procedures and reporting standards.
• Adhere to POPIA requirements and confidentiality principles.
• Support internal and external audit processes through provision of accurate records and information.
• Ensure completion of allocated tasks within agreed timelines.
• Attend team meetings and training interventions as required.
• Comply with organisational policies, procedures and code of conduct.

Requirements

MINIMUM REQUIREMENTS

Qualification and Experience 

• Minimum of National Diploma (NQFL 6) in Information Management/Public Administration/Office Administration/HRM/ETD or related tertiary qualification.
• Minimum 1 years’ experience in data capturing, project administration or learner administration
• Experience within a SETA, education, training or public sector environment; experience working with learner management systems and databases; experience in contract administration and records management will be an added Advantage.