Job Opportunities at NACOSA

Duties and responsibilities of the Driver will include, but not limited to:

• Administration duties which include; taking minutes of meetings, filing of all programme documents and correspondence, record keeping of training, and the courier and postage of documents.
• Assist with logistical arrangements for the Training Institute, which includes bookings, travel arrangements, invitations, training related queries and payment of suppliers.
• Plan, implement and monitor the ETQA processes from learner enrolment to certification.
• Administer Online training course including quality assurance of functional e-learning.
• Provide technical support to the design of training interventions.
• Create training schedules and liaise with the Training Coordinator on training dates.
• The ordering and management of stationery and materials as well as the printing, storage and dissemination of training materials.
• Networking in order to maintain regular communication with external key stakeholders in complementary fields and liaise closely with programme administrators and training officers.
• Maintaining the learner database in terms of the allocated training activities, ensuring data integrity, verifying information from learner enrolment to certification.
• Assist with receptionist duties when the receptionist is not available, and / or when requested.

Required qualifications, skills, and experience.

• Post Matric Certificate or Diploma in Office Administration / Business Administration
• Minimum of 2 years working experience in a similar role
• Sound knowledge of relevant Education and Training practices
• Good knowledge of working on a learning management system (LMIS)
• Good working knowledge of online training
• Attention to detail, concern for order, quality and accuracy.
• Good team player and able to work well under pressure.
• Able to work independently; unsupervised.
• Good interactive skills (telephonically) with clients
• Proficient in Microsoft Office (Word, Excel, Outlook, Internet)
• Good command of written and spoken English (good writing skills are critical as part of assessment reporting)
• Valid South African Driver’s license.

Personal Competencies

• Sound interpersonal relations and professional customer service orientation
• Ability to multi-task, prioritize effectively and work under pressure.
• Attention to details.
• Strong organisational and problem-solving skills

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The key performance areas of the role are:

Accounting and verification

• Maintain monthly reporting status of sub-grantees and send timely reminders to ensure adherence to reporting schedules.
• Receive Sub-grantee reports and supporting documents, check for completeness:
• Review report to ensure all required sheets and fields are completed.
• Review supporting documents (e.g. invoices, pay slips, timesheets, bank statements) submitted by sub-grantees to ensure that all expense claims have supporting documents.
• Support finance officer and test a sample of Sub-grantee HR and non-HR expenditure for accuracy and validity in line with donor policies and procedures.
• Where expenses are not supported, query with the Sub-grantee and disallow where necessary.
• Maintain filing of financial reports, supporting documents and other grant compliance documentation.
• Ensure receipt of latest audited financial statements of sub-grantees.

Bank / cash verification

• Assist with preparing monthly bank reconciliations and reconcile sub-grantees’ unliquidated advance balance vs actual bank account.
• Assist in ensuring the difference between actual and unliquidated advance balances is reconciled and kept to a minimum.
• Prepare and submit sub-grantee disbursement / payment pack timeously within set monthly deadlines including verified finance report.

Budget Management

• Review sub-grantee monthly budget vs spend and flag excessive over / underspend to finance officer.
• Review expenses to ensure coded to correct budget lines.

Mentoring Sub-grantees

• Support finance officer in conducting regular site visits and completing site visit reports.
• Assist with compliance and other monitoring visits such as asset verifications, stock counts and audits.

Quarterly, bi-annual, annual tasks

• Support finance officer in donor reporting
• Assist with annual audit preparation.
• Other ad hoc duties as assigned from time to time.

Required qualifications, skills and experience.

• Bachelor’s degree in finance or Auditing
• Basic understanding of bookkeeping and accounting processes and procedures
• Working experience in finance and/or auditing and within a non-profit organisation would be advantageous.
• Attention to detail, concern for order, quality, and accuracy.
• Demonstrate the ability to take initiative.
• Good team player and able to work well under pressure.
• Good command of written and spoken English and any local language
• Ability to use MS Office: Microsoft Word, Outlook and Excel
• Willingness to travel, (regular domestic travel)