Manager: Provincial Operations (Western Cape) at Services Seta

Description

Provincial Office Maintenance

• Provincial Office building maintenance requirements reported and implementation supported
• Provincial Office facilities including cleaning and sanitation, gardening, safety and security, water, electricity, and vehicles managed daily
• Provincial Office ICT equipment and infrastructure maintenance requirements reported and implementation supported
• Provincial Office assets, travel, stationery, catering, and other requisitions submitted for approval in compliance with Finance requirements

Discretionary Grant (DG) Project Monitoring and Support

• Project inductions scheduled, conducted and reports quality assured, approved and shared within SOP turnaround times informing finance of early learner terminations
• Project monitoring scheduled, conducted and reports quality assured, approved and shared within SOP turnaround times before tranche invoice due dates
• Project remediation notices issued post induction and monitoring within SOP turnaround times and followed through to conclusion, specifically learner terminations and compliance matters
• Project invoicing supported to ensure submission in accordance with tranche payment model
• Workplace approval and remediation supported
• Project planning, enrollments and closures supported

Discretionary Grant (DG) Project Rescue

• Projects for which implementation is interrupted issued with rescue notices within SOP turnaround times 
• Project rescue implementation plans and budgets considered, approved and shared within SOP turnaround times and monitoring to completion continued
• Project rescue failure reports including provisional financial reconciliations, supported by evidence, recommended for project termination and fund recovery, if applicable

Project Closure

• Skills Development Providers supported to register learners for assessment or schedule external moderation
• Project Closure reports quality assured against supporting evidence and approved
• Lead Employers supported to load final invoice within SOP turnaround times

Stakeholder Mobilisation and Capacitation

• Cold calling of LPE (Levy Paying Employers) and NLPE (Non-Levy Paying Employers) to obtain authorised contact information for key stakeholders
• Stakeholders mobilised to participate in all Operations business processes
• Annual schedule of stakeholder capacitation sessions communicated and implemented offering quarterly sessions on all Operations business processes

Stakeholder Engagement and Representation

• Quarterly Provincial Reports recommended using standardised template for dissemination to Provincial Skills Development Forums and key stakeholders
• Ensuring appropriate representation on multisectoral Provincial Skills Development Forums and partnership structures
• Providing support to Strategic Partnerships and Strategic Interventions
• Career exhibitions supported through representation and participation

Customer Case Management

• Stakeholder queries emanating from business process failures or requests assigned, delegated and followed through to resolution
• Assigned stakeholder queries or requests resolved within SOP turnaround times
• Stakeholder queries or requests reassigned or escalated if outside of KPAs and or DoA

Strategic and Operational Planning

• Inputs to Annual Performance Plan (APP) submitted and Technical Indicators Descriptions (TIDs) for Key Performance Areas (KPAs) signed-off
• Operational Plans for Key Performance Areas (KPAs) developed and implemented
• Performance Information reported 100% aligned to Technical Indicators Descriptions (TIDs)
• Monthly reports of a high standard/quality submitted on time
• Audit Requests for Information (RFIs) and draft responses to audit findings submitted for consideration
• Expenditure against budget for Key Performance Areas (KPAs) managed

Internal Controls and Risk Management

• Policies and Standard Operating Procedures (SOPs) for Key Performance Areas (KPAs) drafted, reviewed and recommended for consideration
• Tools to strengthen internal controls implemented and quality assured
• Record management practices implemented and monitored
• Audit action plans implemented and evaluated
• Risks reviewed and mitigation controls (current and planned) implemented

People Management

• Recruitment and selection supported through participation on panels as required
• Additional Human Resources requested to close gaps
• Performance agreements approved for 100% employees with approved performance agreements and reviews completed on time
• Time and attendance monitored and managed, and leave responsibly administered
• Direct reports formally coached bi-annually and personal development plans monitored
• Disciplinary action instituted to correct behaviours and performance where necessary

Requirements

• National Senior Certificate or equivalent certificate (NQF 4)
• Bachelor’s Degree or equivalent qualification (NQF 7) in Public and Development Management, Business Administration or related field is required
• Minimum of 5 years’ relevant experience, of which 3 years must be at a management level
• Experience within the PSET sector, grant administration, project management and stakeholder engagement are an added advantage