Learning Student Fund Specialist - Illovo, South Africa at Insurance Sector Education and Training Authority - INSETA

PURPOSE OF THE JOB

• The key purpose of this role is to facilitate the successful implementation of the INSETA strategy to deliver the required INSETA Sector Student fund (ISSF) outcomes for stakeholder and student impact and return on investment. The role will support delivery against the targets and projects assigned to the ISSF.

MAIN ACCOUNTABILITIES
Facilitate Insurance Sector Student Fund Innovation, Delivery and Policy Implementation 15%

• Maintains the accuracy of student tuition and fee accounts and oversees the billing and receipt process to ensure timely and accurate billing statements responsible for all the students. 
• Ensures that all HEI and Private College funds, including student payments, chargebacks, government checks/drafts, receipts from financial institutions and other sources are properly accounted for and deposited into the prescribed College bank account in a timely manner.
• Maintains policies and procedures related to Bursar’s Office and receivables.
• Monitor and manage the project finances and report on project income, project spend, and Project Commitments.
• Manage the project team and ensure that key deliverables in all areas of the project are being met within each area.
• Manage and Coordinate with the team the project administration for the planning and implementation of the project.
• Work within the guidelines of the Standard Operating Procedures (SOP) drafted for the ISSF project.
• Draft Partnership contracts and ensure that all contracts are fully signed and submitted to INSETA relevant departments for lodging of commitments.

Portfolio Administration 30%

• Administration of assigned portfolio of programs from award letters to closure of projects
  • Create dashboards to ensure control measures are implemented for management of funding recommended.
  • Follow up on recommendations to employers for conversion to commitments
  • Track on non-responsive strategic partners and co- funders . Draft withdrawal or termination of funding letters for approval.
  • Create calendar of key dates for tracking milestones for projects within portfolio
  • Draft funding agreements and ensure signatures are obtained from all signatories
  • Customer Relationship Management: Resolve stakeholder and student queries and complaints within defined timeframes in a manner that maintains the stakeholder satisfaction and builds healthy relationships
  • Represent INSETA in a professional manner telephonically, in meetings and in other forums as required. Engage with stakeholders on a regular basis and as per project requirements
• Invoice payment administration and update of commitment schedule
• Reporting on achievement against targets related to portfolio
• Draft ISSF reports and programme project closure

Contract Management 15 %

• Draft contracts and learning program agreements that clearly outline deliverables, set timelines and develop a payment schedule.
• Coordinate the signing of contracts and on-boarding of all project beneficiaries, project resources and service providers.
• Ensure the performance and compliance of all project beneficiaries and service providers is in line with contractual requirements and INSETA performance stipulations
• Ensure the processing of project beneficiaries and providers payments are in line with the INSETA policy and procedures
• Ensure Project tranche payments are checked for full evidence of each deliverable and compliance with INSETA policy and procedures
• Coordinate that all required documentation to track contract progress is received by the defined deadlines
• Monitor contract end dates and progress on deliverables
• Make recommendations on contract termination and extension at contract end

Manage and address non-performance with all beneficiaries, setting performance improvement targets and monitoring compliance

• Track commitments and reconcile. Draft monthly commitment schedule for Youth Programs Team for submission to Learning Manager
• Monthly report to OPDR Manager on status of each project
• Ensure alignment of Youth Project start and end dates with INSETA OPDR records
• Ad-hoc reports on contracts as required

Finance and Budgeting 15%

• Provide input to the compilation of the projects budgets
• Recommend any changes to budget for approval with motivation
• Monitor actual expenditure vs budget
• Monitor the Finance dashboards as per the spend allocations to the projects
  • Recommend project payments in line with the DG funding policy or contract deliverables for approval by OPDR Manager

Corporate Governance and Reporting 10%

• Adhere to the internal and external (DHET SLA and APP) INSETA Governance requirements by providing required documents and evidence of targets reported to the AG and IA Representatives as required during audits.
• Respond to any Audit findings and implement mitigation actions where required
• Identify Project Risks for monthly review and reporting
• Monitor performance against objectives and report on any deviations.
• Ensure delivery and utilisation of applicable systems and information provision in line with INSETA expectations
• Attend committee meetings and report on outcomes from committees (Project Evaluation and Project Adjudication Committees, and others as required)

General Administration 15%

• Day to day management of project related mailboxes and responding to correspondence
• Oversee all the Admin project dashboards and develop templates to ease administration where required
• Ensure all administration deliverables are met.
• Capture data, follow up with stakeholders and service providers for source data and ensure that SETMIS reporting requirements are met for the Youth Programs team on a quarterly and annual basis

Assist in compiling ad hoc reports as required by the INSETA Executives

• Monitor the project finances and report on project spend against project commitments.
• Liaison with finance to ensure alignment of information on commitments and on expenditure against project budgets
• Align project information with PMO records
• Conduct scoping sessions and project reviews
• Train administrative staff and ensure accuracy of processing
• Ensure that stakeholders in a portfolio are attended to when the administrator assigned to the portfolio is on leave
• Validation of evidence for portfolio assigned and sampling of 25% of evidence per quarter from portfolios assigned to administrators to ensure adherence to INSETA requirements per Technical Indicator Descriptors (TiDs)
• Conduct site visits as required
• Draft Project Change Control Notes (PCCN) for any project changes
• Support INSETA Learning Division Youth Team as required

REQUIRED QUALIFICATION
 
Minimum Qualification Required:

• A relevant full qualification (NQF Level 6) in Project Management, Learning and Development, Education,
• Commerce or another relevant area or similar is required.

Qualification (Preferred):

• A full qualification in NQF 7 qualification in a similar field would be preferable

REQUIRED EXPERIENCE
Required:

• A minimum of 3 years relevant SETA Grant Administration and Skills Development experience is required plus
• A minimum of 3 year’s hands-on Project Management experience, with proven success.
• Preferred Requirement: Insurance Industry experience and 3 years Supervisory experience