Learning Specialist: Youth Programmes at Insurance Sector Education and Training Authority - INSETA

PURPOSE OF THE JOB

• The key purpose of this role is to support the Specialist to achieve the targets as set by DHET, in achieving accurate numbers of completions and employment of candidates.
• To execute on the divisional administration and recordkeeping processes pertaining to the Learning Programme Implementation.

KEY PERFORMANCE AREAS - OUTPUTS
 
Learning Programmes Administration and Support 60%
Support to the Specialist:

• Support the Specialist with the application window process for both Seta and Industry Funded
• Extract data from the system/manually relating to the window applications and execute a desktop assessment.
• Prepare and submit spreadsheet with employer details to the Specialist for assessment and submission to DG committees.
• Support the specialist in receiving applications, evaluations and recommendation from the stakeholders.
• Receive the final approvals and communicate/issue the outcome of the applications to all stakeholders by means of recommendation letters.
• Generate recommendation letters and ensure that the documents are signed prior issuing of the letter to the stakeholders.

Implementation administration commences:

• Validate and approval information and documents submitted by stakeholders on the MIS System
• Evaluates the learner spreadsheet submitted by stakeholders versus the documents submitted to check for completeness and accuracy.
• Generate the funding agreements/contracts and ensuring that the contracts are signed prior forwarding them to the stakeholders.
• Submit the final spreadsheet to Specialist for final funding agreement letters and communicate/issue those upon signing of the agreement by all.
• Assist in conducting the induction and compliance workshops with the stakeholders prior the commencement of the training.
• Responsible for the implementation of the project from end to end.
• Responsible for the contract management of the project
• Responsible for the implementation of the project including the monitoring of project activities, facilitation of the progress and closure process of the project.
• Continuous tracking and follow up on all documentation and queries relating to the project.
• Develop and maintain an electronic filing system.
• Ensure that all documentation is drafted accurately within turnaround time, filed securely and confidentiality is maintained on an ongoing basis.
• Handling stakeholders’ queries via telephone, e-mail or walk in clients including sorting and acknowledging all incoming email correspondence.

Finance and Reporting Administration support 40%

• Upon the signed final funding agreement, the Stipend payment process must commence and request the invoices for payment from stakeholders.
• Check the invoice against the deliverables as per the funding agreement.
• Prepare the RFP and ensure that the payment is submitted to Finance for payment.
• Validate and report the Proof of Payments pertaining to the project recipients.
• Create, maintain and update the Project dashboard including the finance and contract dashboard.
• Report the Project performance including the evidence to Specialist.
• Continuous tracking and follow up on all contractual obligations, reporting and different intervals and queries.
• Co-ordination of meetings, compliance workshops, steer-com meeting periodically and on ad hoc basis
• Preparing and distributing packs for meetings and workshops periodically and on an ad hoc basis
• Coordinating and arranging all travel, venue and accommodation within area of work as required
• Provide all required documentation and information as required by DHET and Auditors (AG and AI) and other reporting entities

REQUIRED QUALIFICATIONS AND EXPERIENCE
 
Qualifications
Minimum Requirement: Grade 12 or equivalent is required plus any NQF5 tertiary administration/ project administration / business administration or related qualification.
Preferred Requirement: NQF 6 qualification in Administration and Office Management
 
Experience
Minimum Requirement: A minimum of 1 to 2 years relevant experience in administration
Preferred Requirement: Relevant experience in the Public Sector environment.
 
REQUIRED KNOWLEDGE AND SKILLS
 
Knowledge
Minimum Requirement:

• Knowledge and understanding of the PFMA and NT regulations

Preferred Requirement:

• Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

Skills
Minimum Requirement: Attention to detail, ability to work under pressure and meet deadline under challenging circumstances.