Training & Learning Coordinator - Cape Town at Ellahi Consulting

Position Purpose

• The Training & Learning Coordinator is responsible for the coordination, administration, monitoring, and compliance of all training, learnership, apprenticeship, and employee development activities across the designated regional network. The role ensures that all learning interventions are effectively planned, communicated, implemented, tracked, and reported on while maintaining compliance with internal policies, OEM standards, MERSETA requirements, and legislative training obligations. The incumbent will serve as the central point of contact between employees, managers, training providers, OEMs, MERSETA, and internal stakeholders regarding all training and development initiatives.

Minimum Requirements
Qualifications

• Grade 12 (Matric)
• Relevant Diploma or Certificate in Human Resources, Learning & Development, Training Administration, Business Administration, Skills Development Facilitation, or Organisational Development.

Experience

• Minimum 3 years' experience in a Learning & Development, Training Administration, HR Administration, or Skills Development role.
• Experience working with learnerships, apprenticeships, and SETA-funded programmes.
• Experience coordinating training schedules, learner administration, and compliance reporting.
• Experience working with MERSETA or other SETA environments is highly advantageous.
• Automotive industry / motor retail experience is highly advantageous.

Knowledge

• Skills Development Act
• SETA and MERSETA frameworks
• Learnership and Apprenticeship administration
• B-BBEE Skills Development requirements
• Employment Equity reporting requirements
• Training administration systems
• Microsoft Office Suite
• SAGE HR systems or equivalent HRIS platforms
• E-learning and Learning Management Systems (LMS)

Key Responsibilities
Training Coordination and Administration

• Coordinate and manage all training activities across designated regional sites and business units.
• Partner with managers to identify employee training and development requirements.
• Coordinate training schedules, training dates, venues, learner attendance, and bookings.
• Register and enrol employees and learners on training programmes and courses.
• Schedule training sessions and maintain training calendars.
• Ensure all stakeholders are informed of training schedules, requirements, and any changes.
• Distribute invitations, confirmations, reminders, and post-training communications.
• Coordinate Soft Skills Training programmes and other learning interventions.

Training Communication

• Communicate training schedules, venue details, programme requirements, and attendance expectations to managers and learners.
• Liaise with training providers and internal stakeholders regarding training delivery.
• Follow up with learners and managers regarding attendance, completion, and outstanding training requirements.
• Ensure effective communication throughout the training lifecycle.

Training Logistics and Travel Management

• Coordinate training venues and related training resources.
• Arrange accommodation, flights, transportation, and associated travel logistics for employees attending training.
• Ensure learners receive travel itineraries, accommodation confirmations, and venue details timeously.
• Confirm that all logistical arrangements are finalised prior to training commencement.
• Coordinate learning materials, training equipment, and programme resources.

Financial Administration and Cost Control

• Raise purchase requisitions and coordinate training-related purchase orders.
• Process invoices and payment requests relating to training activities.
• Liaise with Finance Departments and Training Providers to ensure timely payment of invoices.
• Follow up on outstanding invoices and payment discrepancies.
• Maintain accurate expenditure records for all training initiatives.
• Monitor learning and development budgets and provide expenditure reports as required.
• Ensure cost-effective utilisation of training resources.

Learner Administration and Record Management

• Monitor attendance for all training programmes, learnerships, apprenticeships, and skills programmes.
• Investigate and follow up on learner absenteeism.
• Capture and maintain learner information within SAGE and other training administration systems.
• Ensure learner agreements are explained, signed, filed, and accurately recorded.
• Maintain complete and accurate learner files and supporting documentation.
• Ensure compliance with record retention requirements and audit standards.

E-Learning and Learning Pathway Management

• Enrol learners onto Dealer Standards programmes and required e-learning platforms.
• Monitor learner progress and completion on a weekly basis.
• Track completion status against required learning pathways.
• Provide regular progress updates to managers and relevant stakeholders.
• Follow up on overdue learning activities and outstanding modules.
• Ensure learners complete prescribed learning pathways within required timeframes.
• Maintain accurate records of participation and completion.

Portfolio of Evidence (POE) Management

• Monitor learner Portfolio of Evidence (POE) submissions and programme progression.
• Maintain POE submission schedules and compliance timelines.
• Follow up on outstanding POEs with learners and line managers.
• Identify learners at risk of non-completion and escalate concerns when required.
• Ensure all programme evidence requirements are satisfied and submitted timeously.
• Support audit readiness and compliance reporting.

MERSETA and Mentor Administration

• Load, allocate, and manage mentors on applicable MERSETA systems.
• Verify and maintain mentor registration documentation.
• Liaise with mentors regarding outstanding documentation and compliance requirements.
• Ensure all supporting documents are certified where required.
• Maintain an accurate mentor database.
• Link mentors to appropriate workplace sites and programmes.
• Remove inactive or obsolete mentor records.
• Support workplace approval and training compliance requirements.

Certification and Programme Completion

• Monitor learner progression, completion, and certification status.
• Liaise with training providers regarding outstanding certificates and Statements of Results (SORs).
• Ensure certificates are received, recorded, and distributed to learners.
• Maintain accurate records of completed qualifications, learnerships, apprenticeships, certifications, and learning pathways.
• Monitor programme completion rates and compliance indicators.

Reporting and Monitoring

• Produce regular training and learning reports for management.
• Monitor learner attendance, completion rates, compliance requirements, and programme effectiveness.
• Track training targets and key performance indicators.
• Follow up on outstanding actions and ensure agreed deadlines are achieved.
• Assist with audits relating to training, skills development, employment equity, and B-BBEE verification.

Training Compliance

• Coordinate Occupational Health and Safety (OHS) training requirements.
• Ensure compliance with relevant legislative and regulatory requirements.
• Maintain training records required for MERSETA, QCTO, OEM Training Requirements, Employment Equity Reporting, Skills Development Reporting, and B-BBEE Verification Audits.
• Support dealership compliance with internal learning and development policies and procedures.

Competencies

• Strong organisational and planning skills
• Excellent attention to detail
• Effective communication and stakeholder management
• Time management and ability to meet deadlines
• Administrative accuracy
• Problem-solving ability
• Ability to manage multiple projects simultaneously
• Customer service orientation
• Confidentiality and professionalism
• Strong coordination and follow-through capability

Key Performance Indicators (KPIs)

• Training attendance rates
• Training completion rates
• Learnership and apprenticeship compliance
• POE submission compliance
• Certification turnaround times
• Training budget management
• Training administration accuracy
• MERSETA compliance requirements achieved
• Stakeholder satisfaction
• Audit readiness and compliance performance.