Group HCSS Compliance & Transformation Specialist - Durban North at Aspen Pharma Group

JOB PURPOSE

• The main purpose of the role is to ensure the organisation’s compliance and manage the risk in terms of the Skills Development Act, National Qualifications Act, Skills Development Levies Act, SAQA Act, BBBEE Act, BCEA, Labour Relations Act & EEA in terms of skills development. This role is responsible for all HCIS relating to Transformation and Compliance and plays an integral part in ensuring the management, analysis and communication of key transformation and compliance data and management information

KEY PERFORMANCE AREAS

• Champion the Skills Development Legislative Landscape and primary liaison with CHIETA RSF – operating as Aspen SDF;
• Liaise with all business units to obtain information for the Aspen WSP (Workplace Skills Plan) and ATR (Annual Training Report) – Collate, review, correct and prepare WSP and ATR to upload to CHIETA as per deadline dates;
• Ensure compliance with sign-off /consultation protocols with EEC and Trade Unions
• SETA Mandatory and Discretionary Grants
  • Coordinated communication to BU’s on Chieta cycles, payments and disbursements
  • Consolidate, capture, manage and monitor all Discretionary Grant Applications
  • Review Qala, Moderation and Accreditation of Learning Facilities, track accreditation expiry
  • Track and Monitor to ensure compliance with Tranche 1(a) (b), Tranche 2 and Tranche 3 payments
  • Submit Supporting documentation, mid-term and close out reports;
• Consolidated reporting to Group tax for 11(a) and 12(h) tax relief for Learnerships, Apprenticeships and Internships;
• Prepare toolkits and guides to assist BU’s understand the Skills Development Landscape and the National Skills Sector Plan (NSSP);
• Develop Capability of BU Training and HC Staff on Skills Development;
• Prepare disbursement information to APHL Finance for credits to BU’s based on Learning MOA’s/Contracts with SETA, track and report;
• Maximise Funding opportunities for SA Business Units and recommend strategic projects that can be applied for;
• Maintain the database passwords for Aspen access to CHIETA;
• Attend the SD Forums and report back on the Skills Development landscape to as to shape the future plans for Aspen;
• Stakeholder engagement – build, partner and maintain excellent relationship with CHIETA CLO, regional managers and client services;
• Prepare standard operating procedures / templates for processes relating to skills development.

Audits

• Empowerdex
  • Prepare for Empowerdex audit, completing all required templates and collating supporting documentation

• Sustainability         

• Champion the Sustainability Cr360

OAO and Group Communication

• Champion the Group HC OAO page, working closely with COE”s to ensure that all information is easily accessible, sequential and current
• Prepare communication for social media sites

Transformation Compliance 

• Review and enhance policies relating to below areas to ensure that we comply with Government regulations
• Sustainability
  • Liaise with all Heads of HC at Aspen business units globally to ensure that they understand CR360 and sustainability reporting for the group;
  • Collate, analyse and report on clean data for the quarterly sustainability report on local and international business units;
  • Review all BU sustainability returns, check for correctness and approve or return if incorrect;
  • Develop and maintain SOP for Training area of sustainability.
• BBBEE
  • Co-ordinate, implement, analyse and report on all BEE initiatives to maintain the skills development pillar of the scorecard;
  • Scenario planning for BBBEE and make recommendations on how we obtain a better rating;
  • Conduct mini audits;
  • Develop SOP’s and guidelines as required to ensure that all stakeholders are aware of BU accountabilities for BBBEE;
  • Maintain all required documents for Group Initiatives facilitated through this role.

• Employment Equity
  • Assist with preparation of the plan, reports and Employment Equity Committees;
  • Review, scenario plan and make recommendations to achieve and exceed transformation efforts in the business.

Projects

• Devise and own the HC Project plan and ensuring key milestones are identified and communicated to key stakeholders;
• Working with the Business Partners, COE’s Key Stakeholders and project team (where applicable) to ensure the delivery of key project milestones on time and within budget, resource and policy;
• Work closely with Head of HCSS on group projects including those relating to mergers and acquisitions.

HC Information Systems

• Champion and superuser of GITS (Group Internal Training System);
  • Prepare and maintain SOP to facilitate consistent ways of data capture across SA BU’s for Learning;
  • Trouble shoot and support BU’s;
  • Vendor Management – Support SLA, engagement and proposals for updates that may need to be effected;
• Report any issues to Support vendor and IT – manage and follow up;
• Champion LMS and Work with systems and reporting analyst to ensure links and integration with other HC Systems

Training Budgets

• Collate, review and consolidate the budgets for presentation to Group HC Exec
• Review and make recommendations based on requests for budget spend outside of approved budget

Reporting and analytics

• Review, prepare and analyse monthly training reports (nationally and globally);
• Clearly and concisely presenting and communicating key people, compliance, training data to HC colleagues and other stakeholders in a timely and consistent manner;
• Compile quarterly risk / exception reports for training, transformation and projects on a quarterly basis to present to BU’s – post reporting period analysis and feedback to BU’s to ensure continuous improvement;
• Highlight risks and monitor measures by BU’s to mitigate;
• Compile and submit quarterly and annual quantitative report on Skills Development and Employment Equity for Social and Ethics Committee as required by the Group HCE
• Tracking and monitoring progress of all Transformation and Compliance related areas and escalate business risks where appropriate

Training Admin

• Filing of processed internal training e.g. training request forms, provider / course details, quotations/pro-forma invoices, copies of certificates, SLAs, etc.;
• Proposals and SLA’s vetted through legal and files with Aspen Contracts Library
• Meet reporting deadlines, maintain proper filing of periodic reports such as WSPs, Social & Ethics, Sustainability, B-BBEE, etc.; 
• Ensure proper maintenance of data on the Group Internal Training System (GITS) for report writing;
• Capture Group Sponsored initiatives on GITS;
• Support the implementation and record keeping of group sponsored programmes in preparation for internal and external auditing requirements.

Customer Service

• Develop SLA’s for key areas of accountability;
• All queries are followed up and resolved in the shortest possible timeframe within policy/sla framework;
• A professional attitude is displayed when responding to a customer’s needs;
• Methods for improving customer services are proposed, developed and continuously updated;
• Internal and external customers are constantly updated as to the progress of their queries

Requirements

JOB REQUIREMENTS

EDUCATIONAL QUALIFICATIONS & EXPERIENCE

• Minimum requirement completed HC B-Degree/ or equivalent 3-year qualification (NQF 7) Industrial /Organisational Psychology an advantage
• Skills Development Facilitator (SDF) qualification 
• Minimum of 5 years’ experience in Training and Development or Organisational Development role

SPECIFIC EXPERIENCE, KNOWLEDGE AND REGISTRATIONS 

• 3 years’ experience in interacting with SETAs especially as a qualified SDF
• 3 years’ experience analysing data and preparing reports at a group consolidated level
• Advanced MS Excel and Office 365 Applications (Word, PPT, Outlook)
• Advanced Project Management Skills

WORK-SPECIFIC SKILLS & EXPOSURE

• Deep understanding of the SA Transformation Legislative landscape
• Compiling WSP/ATR
• B-BBBEE – Skills Development and Management Control Pillars
• Budgeting processes, including compiling, monitoring and reporting
• Report Writing, Quantitative and Qualitative
• Managing projects at global multinational
• Skills Sector Plans, Managing Setas, Discretionary and Mandatory Grants
• Scoping and implementing HCIS systems (LMS)

SKILLS AND ATTRIBUTES

• Advanced Communication Skills (Oral & Written);

TECHNICAL COMPETENCIES & SKILLS

• Navigating and Managing Social Media Campaigns
• Ability to plan and organize and manage multiple projects at a global level;
• Excellent administration skills (filing, report writing);
• Excellent customer relations skills;
• Stakeholder engagement at junior to senior management level
• Attention to detail. accuracy and diligence;
• Deadline driven, taking accountability and ownership;
• Independent worker and Innovative thinker;
• Business Acumen
• Ability to co-ordinate initiatives and reporting at national and global levels
• Data analytics – Analytical capability
• Good understanding of Skills Development metrics
• Problem Solving ability

KNOWLEDGE

• Advanced Knowledge and understanding of training and development administration/ reporting processes. 
• Applied knowledge and interpretation of legislation that impact on skills development practices, such as Skills Development Act, Employment Equity Act and B-BBEE Act.
• HC Generalist knowledge
• Information sourcing
• Report writing at senior management level

ASPEN COMPETENCIES  

Business

• PERFORMANCE DRIVEN: Initiative, multi-tasking, results oriented, systems thinking, planning and organisational skills, focused.
• ACCOUNTABILITY/ OWNERSHIP: Focus, visioning, cooperation, proactive, responsibility and accountability, resilience

PEOPLE

• COMMUNICATE EFFECTIVELY: Informal communication skills, active listening kills, writing skills, presentation skills, meeting facilitation, empathy.
• DEALS WITH AMBIGUITY/ EMBRACES CHANGE: Flexibility and tolerance for ambiguity, transition management, capacity for and resilience to stress, perseverance and tenacity.

SELF

CONTINUOUSLY GROWS AND DEVELOPS:

• Curiosity/ learning agility, self-awareness, high standards

CONTRIBUTES SPECIAL EXPERTISE:

• Technical/ professional knowledge, industry knowledge.