Project Specialist at FASSET

Reference : FAS/RECRUITMENT/PS1/2024
PURPOSE OF THE JOB

• To facilitate the successful implementation of defined programmes regarding key projects to deliver the required learning and skills outcomes according to policy, the PFMA and all relevant statutory requirements.

MAIN ACCOUNTABILITIES

•  Assist in drafting of Discretionary grants Allocation criteria.
•  Provide inputs in reviewing and drafting policies affecting the department.
•  Assist in drafting the applications forms for discretionary grants funding.
•  Assist in opening of discretionary grants window.
•  Assist in drafting of Terms of Reference in sourcing of service providers.
•  Conduct capacitation workshops.
•  Serve on grants evaluation committees.
•  Assist the service providers in drafting of project implementation plan
•  Align the project plan against FASSET strategy
•  Monitor the project against the project plan
•  Monitor the risks and controls pertaining to the projects
•  Provide progress reports on monthly basis
•  Establish project steering committee
•  Manage the contract and project budget
•  Compile invoices and process payments within 30 days.
•  Resolve all project related queries, including the conducting of site visits where required.
•  Assist SDFs / Employers to resolve queries and complete applications correctly.
•  Assist with roadshow activities and conduct training provincially where required.
•  Prepare documents for DHET verifications as requested.
•  Prepare documents for internal and external audit requests.
•  Represent Learning Programmes on first contact including responding to communication professionally and building professional and supportive relationships with stakeholders that engage on a regular basis as required.
•  Build influential relationships with stakeholders to support effective and efficient processing of FASSET requirements.
•  Resolve stakeholder queries and complaints in a manner that maintains the stakeholder relationships within the SLA.
•  Liaise with Legal to develop appropriate beneficiary contracts and review the contracts to ensure inclusion of all relevant conditions.
•  Supervise the signing of learning programme contracts.
•  Coordinate the signing of contracts and on-boarding of Skills Development Providers.
•  Ensure that the performance and compliance of skills development providers are in line with contractual requirements and FASSET performance stipulations.
•  Coordinate that all required documentation to track contract progress is received by the defined deadlines.
•  Make recommendations on contract termination and extension at contract end.
•  Terminate contracts when required as per FASSET procedural guidelines.
•  Address non-performance with service providers, setting performance improvement targets
• and monitoring compliance where required.
•  Report on contracts as required.
•  Supervise the Projects team staff functions.
•  Implement the people management strategy for Projects.
•  Ensure that all staff appraisals and performance reviews are conducted.
•  Ensure staff is skilled and acquire required competencies.
•  Assist in ensuring the development of an optimal departmental structure.
•  Develop and monitor departmental staff KPA's and performance management, coaching and mentoring initiatives.
•  Ensure the training and development of individual staff members in terms of the performance improvement plans.
•  Supervise disciplinary and grievance procedures and incidents.
•  Provide input into audit processes and queries.
•  Respond to audit findings within defined timeframes.
•  Implement corrective action to address audit findings and recommendations.
•  Implement mitigation to manage risks within the department.
•  Ensure the monitoring and implementation of the corrective actions and identify new departmental risks.
•  Complete and submit all legislated reporting requirements by the deadlines and to the required standard.

REQUIRED QUALIFICATION
Qualification 

•  Diploma in Business Management/Administration or Public Administration/Management or Project Management or Finance or Education or Training or relevant and equivalent qualification at NQF Level 6.
•  Post graduate qualification and added advantage.

REQUIRED EXPERIENCE
Essential:

•  3 years’ experience in project related administration of which 1 year should be on supervising interns/learners
•  Experience in the Public Sector advantageous.
•  SETMIS reporting and added advantage

COMPETENCIES REQUIRED
Critical 

•  Excellent command of English (verbal and written).
•  Administration ability.
•  Ability to work under pressure and meet deadlines.
•  Good relationship with stakeholders.
•  Detail and process orientated.
•  Ability to work independently and as part of a team.
•  Attention to detail.
•  High level of confidentiality and organisational skills;
•  Customer Focus.

KNOWLEDGE REQUIRED
Essential 

•  Basic Conditions on Employment Act.
•  Skills Development Act.
•  Employment Equity Act.
•  Labour Relations Act.
•  Skills Development Levies Act
•  PFMA and BBBEE.
•  DHET Policies and Processes.
•  Public Sect