Contract Administrator, Road Freight Chamber at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS
Customer Relations and Service Delivery

• Provincial linkages and participation (Career Expo's; Job Faires; and Industry Related Expo's);
• Represent TETA in Mpumalanga meetings, forums, etc at the Provincial level as and when delegated or required and handle queries of Municipal Training Committees;
• Responsible for providing support to TETA (chamber) stakeholder and provide excellent, professional services;
• Attend to contract related queries from stakeholders within time frame;
• Timeously respond to Ad Hoc telephonic and electronic queries from stakeholders (internal & external);
• Respond to queries via emails and telephonically;
• Consultation with stakeholders;
• Keep up to date about what is being communicated to stakeholders on the website and other forms of media;
• Attend and participate in Annual workshops targeting SDFs & relevant stakeholders;
• Advise and assist stakeholders accordingly when enquired about any marketing and media communications that was send out by TETA;
• Provide Support to TETA corporate activity with assisting with Chamber Committee Meeting packs, arrangement;
• Attend and participate in annual workshops targeting SDFs and relevant stakeholders.

Finance and Chamber Administration

• Record, prepare and submit payment requisitions/claims for payment and provide proof of payments to stakeholders;
• Upload claim documents on Sharepoint and Papertrail;
• Assist with the coordination of travel arrangements for the chamber and Chamber Committee members;
• Assist with processing of Subsistence, Travel and Chamber Committee allowance claims and submit to HR;
• Provide personal assistance to the chamber Executive Officer timeously;
• Assist with the arrangements and coordination of Chamber Committee meetings and minute-taking;
• Keep an updated and accurate filing system of all chamber administrative documents;
• Coordinate general procurement within the chamber in line with SCM processes;
• Assist in addressing audit queries;
• Assist in providing supporting documentation for DHET reporting;
• Assist in collating information for monthly reporting to the office of the Chief Operations Officer.

DG Contract Administration

• Assess DG claims;
• Prepare evaluation reports and cheque requisition for payment;
• Capture contract deliverables on QMS and Papertrail;
• Capture learnership agreements on QMS and Papertrail;
• Prepare addendum requests where amendments need to be effected on contracts;
• Maintain an up-to-date filing system of all documentation in support of DG Claims;
• Assist in generating DG contracts agreements and addendums once terms and conditions, deliverables and requirements has been finalised;
• Upload new DG contracts on to the Papertrail;
• Provide inputs to DG report and Commitment schedule;
• Communicate contract deviations;
• Maintain an updated registered SDF/Stakeholder database;
• Conduct Project Monitoring and workplace approval visits;
• Prepare the claim register weekly and send to finance monthly.

 Implementation of MG

• Verification of supporting documents and assisting the ETDP with MG assessment;
• Conduct site inspection to monitor the implementation of WSP;
• Advice stakeholders and EO of gaps identified;
• Give recommendations where necessary to the stakeholders;
• Stakeholder support on the TETA SMS system.

Provincial Office Management/Maintenance

• Provincial Office building maintenance requirements reported;
• Provincial Office facilities including cleaning and sanitation, gardening, safety and security, water, and electricity supported daily;
• Provincial Office ICT equipment and infrastructure maintenance requirements reported;
• Provincial Office assets, travel, stationery, catering, other requisitions and petty cash complied for approval in compliance with Finance requirements.

Mentoring and Coaching of Mpumalanga office staff 

• Train, coach and mentor staff;
• Motivate interns to contribute and support team goals;
• Manage staff time and attendance according to policy.

Requirements
MINIMUM REQUIREMENTS  
Qualification and Experience 

•  M + 3 in HRM/ETD relevant tertiary qualification;
•  At least 3 years administrative experience with exposure to ETD/SETA Environment, 1 year of which should be experience working with contracts and financial aspects thereof; 
• Exposure to SETA/Public sector environment will be an added Advantage;
•  Driver’ License is essential.