SAICA Training Office Administrator at KPMG South Africa

Description of the role and purpose of the job:

The purpose of the role is to provide administrative support to the SAICA training office team and would support some training administrator roles within the Learning & Development business unit.

The SAICA training office administrator role includes managing all administrative aspects of the five training offices while the training administrator role will require the administrator to manage a portfolio of courses related to their SAICA role (in this case SAICA registered assessor training, SAICA induction, SAICA refresher courses) and support a number of key projects in the business unit.

The allocation of expected time and L&D administration deliverables required will vary dependents on the level of skills and experience of project/course administrator

Key responsibilities:

• Administration of the SAICA training contracts as follows:
•  Primary administrator for SAICA Training Contract Administrator work for all offices: Johannesburg, Cape Town, Durban, Port Elizabeth and Wanooka
•  Register the new annual trainee intake on the SAICA TCMS system for all offices and for any subsequent ad-hoc requests
•  Manage registration queries for Johannesburg, Cape Town, Wanooka and Academic Trainees
•  Arrange and confirm payment of the initial once off contract registration fee to the IRBA for all Audit trainees by 1 April annually.
•  Arrange payment and confirmation of the initial SAICA training contract registration fees for each new trainee.
•  Arrange and confirm payment of the annual SAICA levies for all active trainees.
•  Reconciling the invitees for TCMS to various records for all new intake to ensure completeness of the invitation process
•  The EAT or LTS day-to-day administration and dealing with related trainee/reviewer/evaluator queries
•  Weekly LTS report extract and validation upload reports using More4Apps
•  EAT and LTS offboarding, ensuring that all open documents are closed for de-activating on EAT or LTS with the assistance of BU HR Consultants
•  Monthly LTS invoicing and allocation of the costs to the business units
•  Send reminders via LTS for SR deadlines and for ANA deadlines for each office/BU
•  Utilise LTS upload reports and the LTS weekly exception reports to follow up issues.
•  Manage ad request supporting information, and then process any ad-hoc requests for Recognition of Prior Learning (RPL) into the Oracle system.
•  Process and request supporting information for ad hoc requests to suspend, cancel or extend training contracts
•  Evaluate status reports from the EAT or LTS system and draft warning letters for review regarding non-compliance with the SAICA assessment policy on a six monthly basis.
•  Assist with preparing for the SAICA training office re-accreditation visits
•  Assist the National Training Officer (NTO) with preparing for discharges of all final year trainees and specifically check ethics and core hours and academic records prior to NTO review.
•  Assist on the day with APC and ITC results
•  Pull trainee reports with GPID’s upon request for L&D Managers
•  Registration, invoicing and monitoring of the ADP candidates
•  Have good understanding of SAICA regulations

Course administration of specific agreed courses as per above (some training courses may require unique / special tasks, given the nature of the course, in addition to the below):

•  Update GLMS with L&D calendar by booking/changing workshops and update learning recorded once finalised. 
•  Load delegates onto learner management system and print registers. 
•  Monitor and accept nominations for allocated workshops on the scheduled offering.
•  Send course announcements to delegates, including joining instructions / pre-course material or work to be completed
•  Send visa invitation letters to Southern African delegates and assist in booking accommodation and transportation
•  Liaise with relevant Regional and Business Unit Planning Administrators regarding nominations.
•  Liaise with Project Managers regarding their workshops
•  Ensure relevant workshop venues are secured
•  Ensure correct catering arrangements are made for participants at the venue whether external or internal
•  Ensure course material is ordered, printed and stationary packs prepared by Assistant
•  Ensure correct charge out rates are applied to the business unit.
•  Running software for course preparations such as TMP for New Managers Milestone Event Workshop
•  Budget analysis on trainings for preparation of the future training budget
• Understand and enable Firm Strategy
•  Understand strategy at Firm, Function and Service line level.
•  Understand how role aligns with strategy and how execution of role enables strategy.
•  Understand the broader firm structure and service offering.
• Quality and Risk Management & Compliance
•  Comply with KPMG Risk Management and other Policies and Procedures.
•  Drive a relentless focus on quality and excellent service.
• Internal and External Stakeholder Management
•  Understand internal and external stakeholders.
•  Deliver role requirements with a client centric approach.
• Communication and Public Interest
•  Demonstrate high quality and timeous verbal and written communication.
•  Building internal and external trust.
• Personal Development
•  Keep abreast with recent developments and best practice in respective field.

Skills and attributes required for the role:

Skills:

• HR qualification would be advantageous
• Previous experience in an HR environment
• Must understand/ have knowledge on the SAICA/CA programme
• Proficient in MS Office (Word, PowerPoint, Excel and Outlook) and Oracle
• Good understanding of systems / quick learner on various systems
• Communication and negotiation skills
• Analytical/statistical skills

Personal attributes:

• Extremely high level of detail orientation
• Extremely high level of confidentially and integrity
• Good time management ability and ability to manage multiple deliverables at a time
• Ability to multitask, proactive and efficient          
• Ability to meet deadlines           
• Ability to function well in high pressure environment and high sense of urgency          
• Excellent client focus
• Able to use own initiative           
• Team player
• Strong communication and interpersonal skills
• Good understanding of culture diversity

Minimum requirements to apply for the role (including qualifications and experience):

• Matric
• Must understand/ have knowledge on the SAICA/CA programme
• Previous experience in an HR / Training environment