Officer: Client Services - Northern Cape (Kimberley) at Construction Education & Training Authority (CETA)

Purpose of the Officer: Client Services and Projects

The position is responsible for coordinating the Strategic Support of all CETA Projects. Management and reviewing of all projects performance; provide support as required; advising and supporting policy development, leading the development of integrated information management systems and provide co-ordination support to the Client Services & Projects division.

Job Responsibilities

• Assist in the implementation of the tactical plan by coordinating operational activities, and ensuring alignment to the achievement of operational targets within the Provincial Office.
• Ensure successful implementation of Learning Programmes within the Region, prepare for implementation, monitor progress and closure of the programmes.
• Coordinate & Conduct monitoring site visits on all the projects and provide reports and lessons learnt at the end of a project.
• Review documentation of the project implementation plan for compliance with budget and duration.
• Complete Regional project reports on monthly basis and provide feedback to Manager.
• Contribute to the establishment, maintenance and improvement of Standard Operating Procedures, policies, and guidelines relating to the Client Services and Projects’ Provincial office in consultation with the Senior Manager: Client Services and Projects.
• Assist in the monitoring, evaluation and reporting on progress of the Provincial office’s achievements against the tactical plan and strategic objectives.
• Contribute to the overall implementation of Provincial Office activities to ensure that the office is functioning optimally to execute the CETA strategic objectives and contribute to client satisfaction.
• Provide input and formulate business presentations in consultation with the provincial team.
• Oversee the provision of administrative duties in the Provincial Office such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Head: Clients Services and Projects to prioritise an agenda and focus on the most important issues and opportunities within the Province.
• Implementation of CETA special projects as required.
• Convene and attend key stakeholder meetings as directed by the Head: Clients Services and Projects with the purpose of ensuring follow-up and execution on identified actions.

General responsibilities attached to this role

• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Attend risk, compliance, ethics and fraud prevention update meetings, trainings and workshops as scheduled by CETA.
• Ensure that regional projects are well coordinated, managed efficiently and effectively according to schedule and budget.
• Proactively manage changes in projects scope, identify potential crises, and devise contingency plans.
• Ensure that all relevant CETA registers and regulatory reports are compiled and submitted.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Head: Client Services and Projects to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Assist with the supervision of the team, by planning, assigning and monitoring tasks aligned to deliver on performance objectives and in response to changes in processes.
• Supervise, coach and mentor interns assigned to the unit.
• Ensure on-the-job training is taking place.
• Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.

Specific Deliverables Expected

• Coordinate & Conduct monitoring site visits on all the projects and provide reports and lessons learnt at the end of a project.
• Provide advocacy on matters related to discretionary grant and special projects to empower the CETA stakeholders to make informed decisions.
• Represent and attend regional activities i.e. exhibitions, regional workshops
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
• Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.
• Conduct workshops in the province to capacitate stakeholder about project implementation.
• Provide support to SMMEs, NGOs, Cooperatives & Trade Unions.

Requirements

Desired Skills, Experience and Competencies

• A highest qualification in the Construction Sector
• Project Management certificate/qualification
• Valid Driver’s License
• Assessor Unit Standard will be an added advantage.
• Experience in a relevant field and must have been in supervisory role.

Other Requirements

• Knowledge and understanding of the SETA’s mandate
• Business Report Writing and project management skills
• Knowledge of the PSET sector and relevant legislation (the SDA, SDLA, NQF Act, NSDP 2030 etc., and the PFMA) is essential.
• Computer literacy: Advanced Excel, PowerPoint and Data Analytical skills are required.