The Transport Education Training Authority (TETA) is one of the 21 SETAs mandated to facilitate skills development and training in different economic sectors of South Africa. TETA’s areas of operation cut across rail, aerospace, maritime, road freight, road passenger, taxi, freight handling, and forwarding and clearing subsectors. The authority is committe...
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KEY PERFORMANCE AREAS
Provide Support to Stakeholders
- Arrange meetings with internal and external clients to familiarize them SCM legislations and regulations;
- Arrange meetings with TETA external clients/service providers to resolve identified problems.
Drive stakeholder communications
- Establish good working conditions with internal and external clients;
- Establish good working relationships with Auditor-General staff, Internal Auditors and Finance staff;
- Provide relevant information and support to internal and external auditors as well as TETA managers and staff.
Management of SCM Budget
- Ensure that invoices are submitted to Finance for payment within agreed time-frames;
- Monitor expenditures against funds committed on the purchase orders;
- Ensure that expenditures complies with the budget set as per Procurement Plan, bid document pricing schedule and purchase orders;
- Check and inspect Invoice Control Register regularly.
Drive stakeholder reporting
- Check and approve contract award reports on CRA system provided by National Treasury;
- Compile reports for National Treasury like sponsorships, Procurement Plans, etc.
Drive Bid Committees
- Establish Bid Specification, Bid Evaluation and Bid Adjudication Committees;
- Compile rosters for Bid Committees;
- Arrange Bid Specification Committee meetings.
Implement Demand management and budgeting
- Drive the divisions demand management planning in terms of Procurement Planning requirements;
- Ensure that National Treasury Instructions, directives and Practice Notes are complied with;
- Analyse and select the best sourcing strategy for identified TETA requirements;
- Introduce new motivations for requests that comply with SCM prescripts to minimize audit findings.
Implement Acquisition management
- Develop and maintain a compliant acquisition management system;
- Obtain Requests for Proposals/Quotations and advertise bids/tenders on the eTender, TETA website and print media;
- Implementing procedures to administer contracts and the outcomes prior to authorising payment certificates;
- Assign and approve RFPs, Supplier Administration and Purchase Orders on the RFP System.
Implement logistics management
- Ensure building facilities are properly kept and maintained;
- Ensure that TETA's vehicle is properly maintained and serviced.
Implement Inventory and disposal management
- Introduce and maintain effective inventory and disposal management systems;
- Update the Excel spread-sheet for inventory stock items;
- Identify obsolete, redundant and unserviceable assets for disposal.
Supply Chain Performance
- Ensure that set objectives and time-frames are achieved;
- Compliance to policies, procedures, norms and standards;
- Savings are generated on purchases;
- Supply of goods and services is operating cost effectively and efficiently.
Management services
- Policies, procedures and systems reviewed / developed, implemented, monitored, maintained and compliant with SCM legislation and best practice;
- Direct and manage projects assigned to the SCM unit.
Management Responsibility
- Identify and monitor team and individual goals;
- Manage staff time, attendance and leave according to policy;
- Ensure completion of performance appraisal of staff on or before the due date;
- Ensure Job profiles are updated and signed annually;
- Ensure communication with department staff and following up department goals;
- Ensure no repeat findings in the AG management report and implement corrective actions on existing findings;
- Ensure no repeat findings in the internal audit report and implement corrective actions on existing findings.
Manage Personal and Staff Performance in the Forwarding and Clearing Chamber
- 1Manage/ monitor and check on performance agreements development and signature;
- Manage/ monitor and check on performance assessments and review implementation;
- Manage/ monitor and check on personal development plans submission, approval and implementation;
- Monitor and check on employee capacity needs;
- Identify and agree on team and individual goals.
MINIMUM REQUIREMENTS
Experience and Qualification
- Minimum bachelor’s degree in education training and Development or equivalent tertiary qualification;
- Minimum of 6 years’ experience in the Education Training and Development sector, 3 years of which should be at a management level;
- Experience in SETAs or Transport Sector environment will be advantageous;
- Experience in skills planning and funding, learnerships, and strategic stakeholder management;
- Experience in planning and executing of projects;
- Be prepared to travel and work overtime.
Knowledge and Skills
- Knowledge and understanding of:
- Business Administration knowledge;
- Financial management and business systems knowledge including Accounting Software and MS Office;
- Financial Management and Management Accounting knowledge;
- GRAP
- Information Technology Management knowledge;
- Programme Management knowledge;
- Relationship Management knowledge;
- Risk Management and Corporate Governance knowledge;
- Strategic Planning and Budget Management knowledge;
- Knowledge of the following legislations - Skills Development Act, Skills Development Levies Act, National Skills Development Plan, Public Finance Management Act, National Treasury regulations, Quality Council for Trades and Occupations Act, Protection of Personal Information Act and South African Qualification Authority and Contracting and Tax Law.
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KEY PERFORMANCE AREAS
Provide Support to Stakeholders
- Attend to stakeholder queries and provide feedback;
- Maintain good working relationship with internal and external stakeholders;
- Communicate with all relevant stakeholders on TETA processes and criteria’s;
- Support promotional TETA campaigns in the chamber subsector.
Manage Chamber Stakeholder Relationships, Communications and Capacity Building
- Develop and manage Chamber communication strategy implementation;
- Provide Chamber projects and activity information;
- Organise and facilitate subsector, provincial, partner and departmental relationships, liaison and networking;
- Promote, encourage and optimise levy-paying companies, provincial and industry participation in the Transport Sector Skills Plan;
- Identify and organise subsector skills development capacity-building needs and programmes;
- Organise and facilitate stakeholder information sharing sessions and workshops;
- Monitor and ensure stakeholder enquiries and issues resolution.
Manage Chamber Operational Plan and Budget
- Develop annual performance plan, implement and monitor chamber business plan and objectives;
- Facilitate Chamber budget allocation, monitor and implementation in line of the procurement process (goods and services) or funding model (grants); ;
- Monitor, authorise and report on Chamber expenditure accounts and budgets;
- Provide annual budget review process input and recommendations;
- Monitor Chamber commitment schedule.
Manage Chamber Operational Performance and Efficiencies
- Monitor and ensure Chamber staff capacity and performance;
- Monitor and report on Chamber risks and controls;
- Contribute to, monitor and ensure policies, procedures and systems performance and compliance;
- Manage Chamber operations and administrative processes;
- Facilitate, contribute to and administer Chamber committee meetings and decisions implementation.
Manage Training Plans and Implementation Reports
- Monitor and encourage subsector Workplace Skills Plans (WSP) and Annual Training Reports (ATR) submissions;
- Monitor, organise and ensure Chamber WSP’s and ATR’s assessment and evaluation;
- Prepare, submit and obtain WSP and ATR approval recommendations;
- Advise on and monitor mandatory grant payments on information/ report received by Finance.
Oversee Chamber Qualifications and Learning Programmes Development
- Drive and influence subsector occupational qualifications development processes;
- Drive and influence subsector Learnerships and skills programmes development and implementation.
Manage Chamber Skills Development Plans
- Identify subsector/industry education and training needs;
- Develop and manage Chamber skills development projects and activities plan implementation;
- Advise ETQA on and ensure skills development projects and activities support;
- Coordinate and ensure skills development projects and activities implantation verification and reporting;
- Conduct, identify and implement Chamber skills development plan mid-year reviews and adjustments.
Manage Chamber Skills Development Funding and Discretionary Grants
- Identify and communicate discretionary grant allocations and funding windows;
- Manage discretionary grant applications evaluation and approval process;
- Manage and monitor discretionary grant contracts implementation;
- Monitor and ensure discretionary grant obligation and implementation plan development and management;
- Monitor and approve discretionary grant claims submissions and contract deliverable quality assurance; Recommend grant claim payments.
Support TETA Strategic Projects and Initiatives
- Identify and recommend subsector/industry/ other government strategic projects;
- Evaluate, recommend and prepare contracts for strategic projects;
- Manage and coordinate externally funded programmes;
- Manage and coordinate provincial authorities and/or other SETAs linkage and participation;
- Manage and monitor strategic projects implementation and administration.
Manage Chamber Reports
- Compile financial and operational reports;
- Submit and present Chamber operation, financial and administrative actions, initiatives and constraints reports.
Management Responsibility
- Identify and monitor team and individual goals;
- Manage staff time, attendance and leave according to policy;
- Ensure completion of performance appraisal of staff on or before the due date;
- Ensure Job profiles are updated and signed annually;
- Ensure communication with department staff and following up department goals;
- Ensure no repeat findings in the AG management report and implement corrective actions on existing findings;
- Ensure no repeat findings in the internal audit report and implement corrective actions on existing findings.
Manage Personal and Staff Performance
- Manage, monitor and check on performance agreements development and signature;
- Manage, monitor and check on performance assessments and review implementation;
- Manage, monitor and check on personal development plans submission, approval and implementation;
- Monitor and check on employee capacity needs;
- Identify and agree on team and individual goals.
MINIMUM REQUIREMENTS
Experience and Qualification
- Minimum Bachelor Degree in Education Training and Development or equivalent tertiary qualification;
- Minimum of 6 years’ experience in the Education Training and Development sector, 3 years of which should be at a management level;
- Experience in SETAs or Transport Sector environment will be advantageous;
- Experience in skills planning and funding, learnerships, and strategic stakeholder management;
- Experience in planning and executing of projects;
- Be prepared to travel and work overtime.
Knowledge and Skills
Knowledge and understanding of:
- Business administration;
- Information and reporting management;
- Project Management;
- Contract Management;
- Relationship Management;
- National Skills Development Policy and Strategy;
- Strategic planning and Budget management;
- Education, training and development;
- The following legislations - Skills Development Act, Skills Development Levies Act, National Skills Development Plan, Public Finance Management Act, National Treasury regulations, Quality Council for Trades and Occupations Act, Protection of Personal Information Act and South African Qualification Authority.
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KEY PERFORMANCE AREAS
Provide Support to Stakeholders
- Attend to stakeholder queries and provide feedback;
- Maintain good working relationship with internal and external stakeholders;
- Communicate with all relevant stakeholders on TETA processes and criteria’s;
- Support promotional TETA campaigns in the chamber subsector.
Manage Chamber Stakeholder Relationships, Communications and Capacity Building
- Develop and manage Chamber communication strategy implementation;
- Provide Chamber projects and activity information;
- Organise and facilitate subsector, provincial, partner and departmental relationships, liaison and networking;
- Promote, encourage and optimise levy-paying companies, provincial and industry participation in the Transport Sector Skills Plan;
- Identify and organise subsector skills development capacity-building needs and programmes;
- Organise and facilitate stakeholder information sharing sessions and workshops;
- Provide and/or facilitate stakeholder training strategy translation and action plans formulation support;
- Monitor and ensure stakeholder enquiries and issues resolution.
Manage Chamber Operational Plan and Budget
- Develop chamber annual performance plan, implement and monitor chamber business plan and objectives;
- Facilitate Chamber budget development, approval and implementation;
- Monitor, authorise and report on Chamber expenditure accounts and budgets;
- Provide annual budget review process input and recommendations;
- Monitor Chamber commitment schedule.
Manage Chamber Operational Performance and Efficiencies
- Monitor and ensure Chamber staff capacity and performance;
- Monitor and report on Chamber risks and controls;
- Contribute to, monitor and ensure policies, procedures and systems performance and compliance;
- Manage Chamber operations and administrative processes;
- Facilitate, contribute to and administer Chamber committee meetings and decisions implementation.
Manage Training Plans and Implementation Reports
- Monitor and encourage subsector Workplace Skills Plans (WSP) and Annual Training Reports (ATR) submissions;
- Monitor, organise and ensure Chamber WSP’s and ATR’s assessment and evaluation;
- Prepare, submit and obtain WSP and ATR approval recommendations;
- Advise on and monitor mandatory grant payments on information/ report received by Finance.
Oversee Chamber Qualifications and Learning Programmes Development
- Drive and influence subsector occupational qualifications development processes;
- Drive and influence subsector Learnerships and skills programmes development and implementation.
Manage Chamber Skills Development Plans
- Identify subsector/industry education and training needs;
- Develop and manage Chamber skills development projects and activities plan implementation;
- Advise ETQA on and ensure skills development projects and activities support;
- Coordinate and ensure skills development projects and activities implantation verification and reporting;
- Conduct, identify and implement Chamber skills development plan mid-year reviews and adjustments.
Manage Chamber Skills Development Funding and Discretionary Grants
- Identify and communicate discretionary grant allocations and funding windows;
- Manage discretionary grant applications evaluation and approval process;
- Manage and monitor discretionary grant contracts implementation;
- Monitor and ensure discretionary grant obligation and implementation plan development and management;
- Monitor and approve discretionary grant claims submissions and contract deliverable quality assurance; Recommend grant claim payments.
Support TETA Strategic Projects and Initiatives
- Identify and recommend subsector/industry/ other government strategic projects;
- Evaluate, recommend and prepare contracts for strategic projects;
- Manage and coordinate externally funded programmes;
- Manage and coordinate provincial authorities and/or other SETAs linkage and participation;
- Manage and monitor strategic projects implementation and administration.
Manage Chamber Reports
- Compile financial and operational reports;
- Submit and present Chamber operation, financial and administrative actions, initiatives and constraints reports.
Management Responsibility
- Identify and monitor team and individual goals;
- Manage staff time, attendance and leave according to policy;
- Ensure completion of performance appraisal of staff on or before the due date;
- Ensure Job profiles are updated and signed annually;
- Ensure communication with department staff and following up department goals;
- Ensure no repeat findings in the AG management report and implement corrective actions on existing findings;
- Ensure no repeat findings in the internal audit report and implement corrective actions on existing findings.
- 12. Manage Personal xand Staff Performance
- Manage, monitor and check on performance agreements development and signature;
- Manage, monitor and check on performance assessments and review implementation;
- Manage, monitor and check on personal development plans submission, approval and implementation;
- Monitor and check on employee capacity needs;
- Identify and agree on team and individual goals.
MINIMUM REQUIREMENTS
Experience and Qualification
- Minimum Bachelor Degree in Education Training and Development or equivalent tertiary qualification;
- Minimum of 6 years’ experience in the Education Training and Development sector, 3 years of which should be at a management level;
- Experience in SETAs or Transport Sector environment will be advantageous;
- Experience in skills planning and funding, learnerships, and strategic stakeholder management;
- Experience in planning and executing of projects;
- Be prepared to travel and work overtime.
Knowledge and Skills
Knowledge and understanding of:
- Business administration;
- Information and reporting management;
- Project Management;
- Contract Management;
- Relationship Management;
- National Skills Development Policy and Strategy;
- Strategic planning and Budget management;
- Education, training and development;
- The following legislations - Skills Development Act, Skills Development Levies Act, National Skills Development Plan, Public Finance Management Act, National Treasury regulations, Quality Council for Trades and Occupations Act, Protection of Personal Information Act and South African Qualification Authority.
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KEY PERFORMANCE AREAS
Customer Relations
- Support internal and external stakeholders to ensure maximum participation in line with SDA;
- Participate in provincial linkages e.g. (Career Expo’s, Job Fairs, Industry Related Expo’s;
- Attend and participate in workshops targeting relevant stakeholders;
- Keep stakeholders informed of new developments at TETA (change in legislation, processes, procedures, and policies);
- Effective relationships management through ad hoc telephonic and electronic queries from both internal and external stakeholders in a professional manner;
- Liaise with other operational team members to ensure that reports, presentations and other ad hoc deliverables are completed;
- Attend to walk in stakeholders with queries.
Finance and Planning
- Participate fully in the planning of the Strategic Planning Documents;
- Ensure alignment of the budget with costed APP.
Organisational Compliance and Auditing Performance Information
- Manage organisational compliance with regard to Mandatory Grants and Discretionary Grants processes;
- Manage internal and external audits of the organisation;
- Attend all audit related meetings
- Manage requests for information emanating from audits
- Facilitate responses to performance audit queries
- Facilitate resolve of audit queries and respond to management reports(findings);
- Identify and mitigate unit related risks.
Manage Skills Development Policy Development
- Assist in developing /reviewing skills development policies and Standard Operating Procedures;
- Conduct policy compliance and audits in chambers and report to the manager.
Manage the Discretionary Grant (DG) Process
- Manage advertisements for Discretionary Grants and guidelines for applications;
- Manage the approval process of the advert through relevant structures;
- Manage the publishing of the advert in consultation with communications and Supply Chain;
- Conduct applications allocations and target setting workshop;
- Consolidate chamber allocations and recommendations for approval and submit to the manager;
- Compile a DG report/correction schedule and facilitate approval from all relevant structures;
- Prepare all relevant communication regarding DGs to the chambers and submit to the manager;
- Manage the development a discretionary grants system.
Manage Mandatory Grants (MG) Process
- Manage advertisements for Discretionary Grants and guidelines for applications;
- Manage the approval process of the advert through relevant structures;
- Manage the publishing of the advert in consultation with Communications and Supply Chain;
- Conduct applications allocations and target setting workshop;
- Consolidate chamber allocations and recommendations for approval and submit to the manager;
- Compile a DG report/correction schedule and facilitate approval from all relevant structures;
- Prepare all relevant communication regarding DGs to the chambers and submit to the manager;
- Manage the development and review of the mandatory grants system.
Manage the DG and MG roadshows
- Manage the coordination of roadshows and ensure compliance;
- Prepare relevant presentations and submit to the manager;
- Support the contract management workshops;
- Participate optimally in the roadshows.
Audit and Risk
- Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings;
- No repeat findings in the Internal Audit Report and implement corrective action of existing findings.
Reporting
- Monthly subunit report;
- Input to quarterly G&S Report;
- Review Annual Performance Report;
- Input to the Annual Report.
Manage Personal Performance
- Manage, monitor and check on performance agreements development and signature;
- Manage, monitor and check on performance assessments and reviews implementation;
- Manage, monitor and check on personal development plans submission, approval and implementation;
- Coach and mentor subordinates and interns where required;
- Manage personal time, leave and attendance registers.
MINIMUM REQUIREMENTS
Experience and Qualification
- M+3 Qualification in Accounting Science/Internal Auditing or any related qualification;
- Minimum of 4 years experience in an auditing environment;
- Experience in the Public Service and/or Skills Development Sector, preferably within a SETA environment;
- Willingness to travel and work overtime.
Knowledge and Skills
- Knowledge and understanding of:
- Knowledge of standard office procedures, processes and policies;
- Knowledge and understanding of SETAs;
- Standards and guidelines in performance auditing;
- Knowledge of filing systems, records management and administration;
- Ability to operate spreadsheets, word processing at highly proficient level and computing proficiency in MS Word, MS Excel, MS PowerPoint; MS Outlook;
- Understanding of changes taking place in the skills development landscape.
- Knowledge of budgeting;
- Relationship management.
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KEY PERFORMANCE AREAS
Customer Relations
- Ensure that queries from internal and external stakeholders are properly addressed in line with the SCM Policies, escalate if can’t resolve;
- Ensure capacitation of internal stakeholders on SCM policies and procedures;
- Arrange meetings with internal and external clients to familiarize them with SCM legislations and regulations;
- Assist with the establishment of good working conditions with internal and external clients;
- Ensure establishment of good working relationships with Auditor-General staff, Internal Auditors and Finance staff;
- Ensure that relevant information and support is provided to internal and external auditors as well as TETA managers and staff;
- Assist with the compilation of reports for National Treasury like procurement variations, contracts expansions and extensions above 15% for goods and services and 20% for construction related works, etc;
- Ensure that legislated reporting requirements in terms of this function are complied with.
Financial Administration
- Ensure that invoices are submitted to Finance for payment within agreed time-frames;
- Ensure that invoices are reconciled with quotations and purchase orders for correctness;
- Ensure that expenditure is in line with budgeted and committed funds on the Purchase Orders;
- Check and inspect RQF Invoice Control Registers regularly for all processed Requests for Quotation.
Implementation of Demand Management and Budgeting
- Assist with the division’s demand management planning in terms of Procurement Planning requirements;
- Assist with ensuring that National Treasury Instructions, directives and Practice Notes are complied with;
- Ensure analysis and selection of the best sourcing strategies for TETA requirements within the R1m Quotation threshold;
- Assist with the introduction of new motivations for requests that comply with SCM prescripts to eliminate audit findings.
Implementation of Acquisition Management
- Assist with the development and maintenance of a compliant acquisition management system;
- Ensure that Requests for Quotations are properly sourced and that deviations are approved by the delegated official;
- Assist with ensuring that there are procedures implemented to administer contracts and the out-comes prior to the authorisation of payment certificates;
- Ensure that quotations are sourced from suppliers registered with the Central Supplier Database and maintain a database of TETA panels of preferred suppliers;
- Handle assigned Requests for Quotation, Supplier Administration, processing of Purchase Orders and GRV on the ERP System;
- Assist the SCM Manager with the development of compliant TORs to serve in BSC and BAC for technical RFQs;
- Assist with the facilitation of pre-compliance evaluation for all technical quotations;
- Ensure that service providers recommended for appointment are registered with the CSD and are tax compliant;
- Assist in the drafting and vetting facilitation of Supplier/Service Provider Contracts relating to technical RFQs.
Implementation of logistics and Disposal Management
- Ensure maintenance of effective inventory and disposal management systems;
- Ensure that the Excel Spreadsheet for inventory stock items is continuously updated (Issues / Receipts);
- Assist with the validation of identified obsolete, redundant and unserviceable assets for disposal.
Supply Chain Performance Management
- Assist in ensuring that set SCM objectives and time-frames are achieved;
- Ensure compliance to policies, procedures, norms and standards;
- Ensure that savings are generated on purchases;
- Ensure that supply of goods and services is operating cost effectively and efficiently.
Audit and Risks Management
- Prepare for Internal and External audits and submit evidence within agreed timeframes;
- Ensure no repeat findings in the AG Management Report and implement corrective action of existing findings.
Management Responsibilities
- Assist with the development, implementation, monitoring and review of the policies, procedures and systems that are compliant with SCM legislation and best practice;
- Assist with the management of projects assigned to the SCM unit;
- Identify and agree on team and individual goals (Signed Performance Agreements submitted on or before the due date set by HR);
- Manage self and staff time, attendance and leave according to the Leave Policy (ESS Leave Trans-actions Report, Self/Staff Attendance registers, and Leave registers);
- Manage staff and personal development (Signed Personal Development Plans for self and subordinates (PDP's), Proof of PDP implementations (attendance.
Manage Personal and Staff Performance
- Supervise, monitor and check performance agreements development and signature;
- Supervise, monitor and check on performance assessments and reviews implementation;
- Supervise, monitor and check on personal development plans submission, approval and implementation;
- Monitor and check on employee capacity needs;
- Handle day-to-day problems encountered by staff.
MINIMUM REQUIREMENTS
Experience and Qualification
- M + 3 Minimum qualification in Commercial/ Logistics/ Accounting Degree/National Diploma/BCOM degree;
- Minimum of 4 years’ experience in a public sector supply chain management environment, 1 of which should at least have been at a supervisory level;
- Public sector experience is non-negotiable.
Knowledge and Skills
Knowledge and understanding of:
- Public Sector Supply Chain Management and business systems knowledge including Accounting/Procurement ERP System and MS Office toolkit;
- Financial Management and Management Accounting knowledge;
- Information Technology Management knowledge;
- Programme Management knowledge;
- Relationship Management knowledge;
- Risk Management and Corporate Governance knowledge.
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KEY PERFORMANCE AREAS
Provide Support to Stakeholders
- Assist Internal and External Auditors with queries and provide them with relevant information and support;
- Maintain good working relationships with Auditor General, Internal auditors, National Treasury and Finance Unit at DHET;
- Respond to queries and provide relevant information to the Business Units;
- Member of Bid Specification Committee.
Financial Administration
- Process monthly journals and not limited to Salary/Sitting Allowances/Leave Provision/Cell phones for inclusion in monthly management accounts;
- Update and maintain debtors and creditors schedules;
- Ensure that there is a follow up on all debtors to be settled and queries relating to debtors are resolved on time;
- Review and post all project and admin batches on Microsoft Dynamics AX
- Ensure implementation of Financial Policies and management of TETA assets including verifications and insurance claims;
- Assist with the preparation of the Annual Financial Statements;
- Ensure payments are kept up to date.
Budget Management
- Track budgets against the Annual Performance Plan and expenditure on Projects and notify of any variances;
- Alert Accountant of any Budget Shortfalls on admin budget to ensure relevant adjustments are done to realign the budgets;
- Ensure implementation of cash and asset management, cash management, budgeting, budget control (Petty cash and weekly bank recons and cash forecasts).
RFP System and Project Module
- Verifying and capturing of admin payments on purchase order system;
- Verifying the Discretionary Grants Contracts deliverables on the Project System.
General Administration
- Overseeing effective filing system implementation and information management within the unit;
- Any additional ad hoc finance related requests.
MINIMUM REQUIREMENTS
Experience and Qualification
- M+3 qualification in Accounting/Finance;
- Minimum of 4 years’ experience in Accounting/ Finance;
- Experience in the public service and/or in skills development sector will be an added advantage;
- Be prepared to travel and work overtime.
Knowledge and Skills
Knowledge and understanding of:
- Finance management and business systems including Accounting Software and MS Office;
- Business administration;
- Good customer service;
- Documents management and record keeping;
- GRAP and IFRS where applicable;
- Caseware;
- Microsoft Dynamics AX and Excel.
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KEY PERFORMANCE AREAS
Customer Relations
- Support to internal and external stakeholders.
- Liaising with other operational team members to ensure that reports, presentations, and other ad hoc deliverables are completed.
- Provincial linkages and participation (Career Expo’s; Job Fairs; Industry Related Expo’s).
- Attend and participate in workshops targeting relevant stakeholders.
- Effective relationships management through ad hoc telephonic and electronic queries from learners and stakeholders (internal & external) in a professional manner.
- Keep stakeholders informed of new development in TETA (charge in legislations, processes, procedures and policies).
- Support in developing /reviewing and drafting skills development policies, procedures, Standard Operating Procedures and guidelines.
- Support in preparing the SD and LP Unit inputs for internal and external audits.
Mandatory Grants
- Support stakeholders and chambers with system changes.
- Support the Practitioner with the WSP and ATR report that must be submitted to relevant structures for approval
- Support compliance with the assessment of WSP and ATR.
- Support the Practitioner with the extension and appeals report that must be submitted to relevant structures for approval.
- Support with the compliance audit for Mandatory Grants.
- Administer and conducting training of business units regarding system changes.
Discretionary Grant
- Support in the development of advertisements for Discretionary Grants and guidelines for applications;
- Support with the compliance audit for chamber DG recommendations
- Support with the consolidation/correction of the DG Recommendation Schedule
- DG Contract Management Workshop support
Auditing & Compliances
- Support Auditors with queries and requirements that they may have with regards to the learning Programs.
- Support in the preparation of audits by collating chamber submissions and relay to auditors while filling informational gaps through searches on Paper trail and other electronic resources.
- Relay auditor’s requests to relevant chambers/units.
- Assist with audit queries, identify, and recommend changes to the Practitioner.
Skills Development Facilitator, MG, and DG Roadshows
- Coordination of advertisement for Roadshows and publish it on the website.
- Liaise with stakeholders and send out communications to inform them about the planned Roadshows.
- Development and manage the RSVP process.
- Assist with the booking of venues, accommodation, transport and other related logistics.
Documentation of processes
- Develop templates & processes for SD & LP (DG & MG Approval Schedule).
- Submit template to chambers for corrections and update with suggestions provided.
General Administration
- Ensuring effective implementation of filing system and information management within the unit.
- Drafting of motivation and good specifications for compliance related processes and circulate for approval on RFP system.
- Circulate documents that require approval on Paper trail for signatures.
- Provide input and assistance during system scoping and system reviews.
- Manage staff time, attendance and leave according to the Leave Policy.
Reporting
- Monthly report to the Practitioner.
- Approved list of approved Mandatory Grant (WSP/ATR) applications.
MINIMUM REQUIREMENTS
Experience and Qualification
- M + 3 qualification in ETD/HRD/HRM or relevant tertiary qualification;
- Minimum of 3 years’ experience in the Education, Training and Development Environment;
- Experience in ETD/SETA environment or Transport Sector will be an added advantage;
- Knowledge of office procedures
- Be prepared to work overtime and travel.
Knowledge and Skills
Knowledge of:
- Skills Development Levy Act.
- Basic Conditions of Employment Act.
- Public Finance management Act.
- Knowledge and understanding of Skills Development Act (SDA), NSDP and QCTO.
- Knowledge of standard office procedures, processes and policies.
- Knowledge of filing systems, contracts management system, records management and administration.
- Ability to operate spreadsheets, word processing at highly proficient level and computing proficiency in: MS Word, MS Excel, MS PowerPoint, MS Outlook.
- Stakeholder Relations Management.
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KEY PERFORMANCE AREAS
Customer Relations
- Welcome walk-in clients.
- Operate the switchboard, answer incoming calls, distribute calls and take messages.
- Take record and distribute messages accordingly.
- Provide information to providers and l stakeholders (telephonically and via email) & provide feedback on queries.
- Assist in planning and coordinating workshops.
- Participate in Provincial activities (Career Expo's, Job Fairs, and industry related Expo's)
- Provide support to internal and external stakeholders.
- Assist in resolving Chamber related queries.
- Maintain an updated stakeholder database.
Finance Administration
- Prepare and submit petty cash reconciliation to finance.
- Coordinate travel arrangement for the chamber and process payments of claims.
- Keep an updated claims register for incoming and outgoing claims.
- Assist the chamber with assessing of DG claims.
- Forward proof of payment to stakeholders once paid, if required.
DG Contract Administration
- Verify qualification ID on SAQA website.
- Assist in capturing of contracts onto the TETA system for the managing of the contracts.
- Linking of Learner agreements on the TETA system for managing learners on DG funded contracts.
- Assist with uploading contract deliverables onto TETA System.
- Updating claim register.
- Process Workplace Approval letters.
Chamber Administration
- Order office stationery and office equipment for the Chamber.
- Assist with arranging workshops and meetings.
- Take minutes during meetings, where necessary.
- Assist in capturing travel requisitions and follow up on all travel vouchers.
- Perform a variety of routine office assignment such as copying and scanning of documents, filing of various reports following standardized office procedures.
- Arrange courier and follow up on flow up of documents.
- Filing of various reports, documents, correspondence, etc. following standardized office procedures.
MINIMUM REQUIREMENTS
Qualification and Experience
- M + 3 in HRM / Administration or relevant tertiary qualification.
- A minimum of 2 years administrative experience.
- Exposure to ETD/SETA/Public sector environment will be an added advantage.
- Willingness to travel and work overtime.
Knowledge and Skills
Knowledge and Understanding of:
- Knowledge and understanding of the SDA, SDLA, NQF, SAQA.
- Knowledge of the transport industry.
- Knowledge of contract Administration.
- Knowledge of the SETAs or Skills development.
Skills
- Administration skills, project management skills.
- Good interpersonal skills (both written and verbal).
- Telephone etiquette skills.
- Computer skills including MS Word, MS Excel, MS Outlook, MS Power Point.
Method of Application
Use the link(s) below to apply on company website.
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