Career Opportunities at FASSET

Reference : FAS/RECRUITMENT/PA2/2024
PURPOSE OF THE JOB

• To provide efficient project management administrative support and coordination to the Project Department.

MAIN ACCOUNTABILITIES

•  Client queries (telephonic, face-to-face, and written) are dealt with, and call centre referrals are addressed.
•  Update and inform key stakeholders to ensure stakeholders speak highly of the service quality and delivery.
•  Respond to enquiries from all stakeholders, the public and internal clients.
•  Represent FASSET in a professional manner telephonically, frontline reception, meetings and other forums as required.
•  Keeping all important documents, invoices, and contracts well maintained.
•  Implementing and maintain a filing system that make it easy to find any document quickly and efficiently.
•  Ensure that project records (both hard copies filing and electronic systems) are updated and reflect the correct project documents.
•  Assist in project visits and monitoring.
•  Assist in planning and coordinating site visits logistics.
•  Assist in ensuring that projects are delivered successfully.
•  Coordinate all supporting documents pertaining to performance indicators targets.
•  Provide administrative support with regards to the implementation of specific projects
•  Assist in providing performance related supporting documents during audits.
•  Logistics management – organizing meeting rooms Secretariat support - minute taking and distribution of minutes and agenda, technology requirements for meetings are organized.
•  Events support – preparation of events documents including register, branding requirements etc.
•  Issue correspondence (letters, e-mails, faxes) approved by the Manager.
•  Assist the Specialists with ad-hoc activities/ tasks related to the successful implementation of projects and other general duties.
•  Monitor the duration of a contracts, identify those contract that are expiring and the closing of some contracts.
•  Manage invoice payment process from start to end.
•  Track project expenditure according to planned budget every month.
•  Assist in providing finance related supporting documents during audits.
•  Log the invoices and monitor process.

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:

•  2 years’ experience in administration of which 1 year should be in a project management environment.
•  Experience in the Public Sector advantageous.

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 Sector reporting protocol.
•  MS Office.

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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

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Reference : FAS/RECRUITMENT/SCM1/2024

PURPOSE OF THE JOB

• To ensure compliance with PFMA, National Treasury Regulations and other relevant legislation in the procurement of goods and services. The SCM Specialist will be responsible for strategic sourcing, procurement, conversion, and logistics management services, by coordinating and collaborating with suppliers, intermediaries, third-party service providers and customers.

MAIN ACCOUNTABILITIES

•  Coordinate the implementation of the supply chain management system.
•  Supervise staff including performance reviews and agreements.
•  Ensure effective and efficient processing and reporting of Supply Chain Management.
•  Advise accurately on all SCM related matters to the SCM Manager.
•  Coordinate the development of policies and procedures for coordination of supply chain management with other functional areas in line with applicable legislation.
•  Coordinate the bid specification, bid evaluation, and bid adjudication committees, and ensure the proper functioning of the committees including all record keeping and secretariat functions.
•  Coordinate the Demand Management process in accordance with the supply chain management policy and legislative requirements.
•  Identify and implement the preference points system and appropriate goals per commodity in terms of preferential procurement policy objectives.
•  Implement supply chain processes in accordance with legislative prescripts.
•  Implement preferential procurement and Broad-Base Economic Empowerment.
•  Execute relevant functions as prescribed by the National Treasury.
•  Liaise with the Office of the Chief Procurement Officer regarding new practices and authorisations as required.
•  Coordinate monitoring and evaluation of compliance in line with OCPO.
•  Keep up to date with the latest legislative guidelines and updates.
•  Proactive management and timeous monthly reporting of supply chain management activities as well as quarterly report against the procurement plan
•  Report to National Treasury in accordance with the legislative guidelines.
•  Quarterly report on cost containment measure where applicable
•  Compile monthly and quarterly reports to the CFO
•  Maintaining of the deviation, variation, irregular fruitless and wasteful registers.
•  Implement proper contract management including accurately maintaining the contract register.
•  Identify and communicate to management the sources of possible risk, threats and loopholes.
•  Liaise with Auditors and manage audit process, while ensuring that all recommendations from
• Auditors are adequately addressed.
•  Identify and mitigate financial risks.
•  Respond to request for information to auditors within a two-day turnaround time.
•  Ensure efficient SCM administration at all times.
•  Cooperate with the finance function on expenditure related issues and ensure budget adherence.
•  Coordinate the development of an operational plan for the unit.
•  Provide administrative support services to the Bid Specification, Bid Evaluation and Bid
• Adjudication committees and other relevant evaluation and award structures.
•  Research, develop and implement strategic procurement practises so that cost saving, and socio-economic objectives are achieved.
•  Advise FASSET to participate in transversal contracting.
•  Promote stakeholder relations through effective communication mechanisms.
•  Coordinate efficient Contract management activities.
•  Ensure timeous payments of suppliers.
•  Coordinate all SCM Databases (CSD).
•  Provide continuous supervision, training, and development of divisional staff ensuring an effective and motivated team.
•  Performs related work as required.
•  Perform any other duties as assigned by the SCM Manager and CFO.
•  Present bi-annual workshops to FASSET managers and related staff on SCM best practices.
•  Ensure knowledge transfer and capacity building of SCM staff.
•  Manage the performance of staff assigned to the department.
•  Liaise with the HR division in conducting performance appraisals and ensure competency and training gaps are addressed.

REQUIRED QUALIFICATION
Qualification

•  Degree/B-Tech in Supply Chain Management/ Purchasing Management/Logistics/Finance or relevant qualification
•  A Post Graduate Degree is an added advantage

REQUIRED EXPERIENCE
Essential: 

•  3 years’ experience in an SCM environment implementing PFMA and National Treasury Regulations.
•  A minimum of 6 months supervisory experience of interns, learners and administrators within SCM environment.
•  Professional Body registration an added advantage

COMPETENCIES REQUIRED
Critical

•  Interpersonal Skills and stakeholders’ management.
•  Cross departmental query resolution.
•  Strong written and verbal communication skills in English.

KNOWLEDGE AND SKILLS REQUIRED
Essential

•  PFMA; National Treasury Regulations; BBBEEE; PPPFA and other related legislations.
•  Strong time management and organizational skills.
•  Adaptability and flexibility.
•  Comfortable working in fast-paced environment.
•  Computer literacy.