Jobs Available at TASEZ (Tshwane Automotive Special Economic Zone)

KEY RESPONSIBILITIES 
Provide Secretarial support service to the executive authority. 

• Act as the point of contact among executives, employees, clients, and other external partners. 
• Manage information flow in a timely and accurate manner. 
• Scan and analyse incoming mail and create a to-do list for critical engagements, tasks, and responses by the executive manager. 
• From the to-do list emanating from the incoming mail, create and manage a tracker to ensure the department timeously responds and carries out tasks as per incoming requests from both internal and external. 
• Must have the ability and capability to analyse correspondence and respond in a felicitous and appropriate manner without constant supervision and directive. 
• Receive visitors to the office of the executive authority. Direct inquiries/complaints to the relevant people. 
• Utilise discretion to arrange the appointments, interviews, and appearances of the executive authority. 
• Manage and coordinate the diary of the executive authority. Compile realistic schedules of appointments for the executive authority. 
• Remind and sensitize the executive authority of appointments.  

Provide support to the executive authority regarding meetings. 

• Organise meetings and coordinate logistical arrangements for meetings, accompany the executive authority to meetings record minutes when required, and communicate resolutions. 
• Receive, collect, and check documents for meetings. 
• Monitor and manage the e-mail inbox of the executive authority. 
• Monitor the schedule of the executive authority and submit RSVPs on behalf of the executive authority.  

Assist the executive authority with key stakeholder work. 

• Receive calls and requests from the investors/tenants/contractors within the applicable stakeholders of the executive authority. 
• Resolve or refer to the requests received from stakeholders for finalisation. 
• Follow-up and monitor referred requests and actions agreed upon. 
• Accompany and support the executive authority on visits to his/her engagements. 

 Policy and Regulations 

• Remain up to date regarding the applicable prescripts/policies and procedures that apply to his/her work terrain. 
• Maintain abreast with the procedures and processes applicable to the office of the executive authority to include both Infrastructure division and Business Development processes and activities. 
• Initial preparation of forms and statutory returns for the Company. 

 QUALIFICATIONS

• Grade 12 
• National Diploma in Office Administration / Public Administration / Management / equivalent 

WORK EXPERIENCE 

• Minimum of 8 years of experience working as a personal assistant to an Executive/s or Senior Manager

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KEY RESPONSIBILITIES 

• Administration: Provide administrative support; Set up appointments and follow-up activities for the clients; Minute-taking and filing.
• Coordination: Participate in promotional activities to attract and keep clients; Identify conferences and events that are key to attracting or promoting the Academy brand;
• Finance: Create and process invoices; Cross-check invoices with payments and expenses to ensure accuracy; Manage the accounts payable and receivable; Send invoices to clients; Track organizational expenses; Arrange for processing of refunds; Work with collection agencies on overdue payments; Communicate with clients regarding billing and payments. 

QUALIFICATIONS

• Bachelor’s degree in accounting/finance preferred. 
• Post graduate qualification will be an added advantage 

REQUIRED SKILLS 

• General ledger accounts 
• Balance sheet 
• Financial Reporting 
• SAP/ERP/ SAGE/ PASTEL 
• Customer accounts
• Accounts receivables 
• Bookkeeping
• Payment vouchers

WORK EXPERIENCE 

• Minimum At least 3 years of experience in a similar role 
• Experience in a similar ETD/SETA/ETQA or academic environment will be an added advantage. 

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KEY RESPONSIBILITIES 

• Greet and welcome guests: Welcome guests as soon as they arrive at the office; Confirm the purpose of their visit; Notify appropriate persons that their guests have arrived.
•  Answering of Phone Calls: Receive incoming phone calls and establish the reason for the call and how they can be assisted; Provide basic and accurate information in person and via phone/email; Screen calls and establish the appropriate action to be taken; Direct calls to the appropriate person; Take and pass on messages as required. 
• Maintain the reception area: Ensure the reception area is clean, tidy and presentable; Check that all necessary stationary, brochures, and other required items are available; Request any required items through the defined process.
•  Mail and deliveries: Receive and where required sign for deliveries; Ensure deliveries have been delivered at the correct address and the person the delivery is meant for is clear; Notify the intended recipient and ensure they receive their deliveries; Receive, sort, and distribute daily mail. 
• Security; Maintain office security by following safety procedures and controlling access via the reception desk; Monitor logbook and issue visitor badges; Report any suspicious activity. 
• Administration and coordination: Update calendars and schedule meetings; Arrange travel and accommodations and prepare vouchers; Keep updated records of office expenses and costs; Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing; Compile documentation and reports.
• Student liaison: Liaise with students and provide information; Resolve inquiries; Coordinate various Academy activities 

QUALIFICATIONS

• Grade 12 
• National Diploma in Office Administration/Office Administration/Management/Data Capturing 
• Degree will be an added advantage 

WORK EXPERIENCE 

• 3 years’ proven work experience in administration and front-end liaison, preferably in a training /ETD/SETA environment. 
• Proficiency in MS Office packages, data capturing 

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KEY RESPONSIBILITIES 

• General Duties: Keep track of scope changes; Keep track of milestones and their achievement; Set up engagements, meetings, and workshops with stakeholders and the project team; Follow-up on project team tasks and actions; Manage the calendars for projects; Ensure the project team receives all relevant project documentation; Communicate with team members and the project board; Train new staff members; Prepare assignments for individuals or project teams; File paperwork regularly; Coordinate equipment use, activities, information, and resources; Ensure contracts with service providers and consultants are filed; Co-ordinate sub-contractors; Invoicing submission and control; Report to be submitted as and when required; Implement and adhere to Processes and Procedures; Maintain and ensure service level agreements are adhered to; Report any non-compliance to the Project Manager; Provide feedback and communication to the Project Manager. 
• Quality Control: Conduct Quality Control Inspections daily and ensure records are kept thereof; Ensure all work is completed as per the scope of work and to quality standards; Development of inspection plans relative to all services around building fabric maintenance as stipulated above; Ensure regular feedback to end user/staff regarding the status of maintenance and completion: Completion and Review of quality reports on a weekly/monthly basis. Manage Contractors: Familiarize with all terms and conditions and performance standards as per Contract/SLA per service; Report any non-compliance as part of performance management; Ensure contractors always adhere to contract/SLA; Ensure effective and project delivery.
• Client Liaison: Provide regular task feedback to the Project Manager & Client if instructed to do so; Complete all / any Client requests and ensure client satisfaction; Provide feedback to the Client.
• Invoicing Control: Ensure quotations are received and processed for approval with the project manager: Familiarize yourself with the approved invoicing procedures and abide by them: Assist in the timely submission of invoicing by Contractors and that all details are received (work order number, PO number, VAT registration number, etc.) 

QUALIFICATIONS

• Bachelor’s degree (or equivalent) in relevant field 
• BSc in Business Administration or related field 
• PMP / PRINCE2 certification is a plus 
• Professional certification such as PMP (Project Management Professional) 
• Strong computer literacy skills in all Microsoft Office programs. 

WORK EXPERIENCE 

• Minimum 3 years of experience in project coordination 
• Experience in coordinating teams and clients 
• Proven success in a corporate setting, working with all levels of management 
• Strong written, verbal, and presentation skills 

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KEY RESPONSIBILITIES 

• Management of the Function: Manage Project development and implementation as the PMBOK Requirements; Project managing all learner ships, learner records, certification; Preparation for site visits – Seta external verifications; Manage and develop client relationships and manage customer satisfaction; Plan and direct activities of the Operations team in line with the project plan; Direct and coordinate the allocation of resources within the operations teams as per the project milestones and deadlines; Manage the performance of the divisional staff in line with the People Development Policy; Ensure effective implementation of current Policies and procedures and labour legislation; Represent the organization at client meetings, presentations and workshops; Ensure the implementation of academic policy, quality Teaching-Learning; To oversee the role played by Programme Coordinators and Lecturers in this regard; Monitoring and reviewing implementation to ensure that programmes are result-driven; Manage programme operational activities and delivery; Provide input into budgets and monitor and control expenses within budget constraints; Develop and implement appropriate policies and processes for effective and efficient delivery; Ensure appropriate staffing of the function and manage employees; Develop and maintain funding proposals; Update and feedback on regular project information. 
• Programme and Project Management: Perform programme and project planning and initiation, including scope, plans, resources and stakeholder engagement; Develop and manage resource plans including resource allocation, budget and team coordination; Contribute to programme delivery and development in conjunction with the Manager ETQA from curriculum development and delivery through to quality assurance; Monitor and track programmes and projects from a time, scope and quality perspective; Identify, report on and facilitate the resolution of risks and issues. 
• Service Provider Management: Contribute to the identification and onboarding of service providers; Ensure contracts are in place with service providers and the scope of the contracts meets the requirements; Develop stakeholder relationships with suppliers and ensure a constant flow of communication; Monitor the performance of suppliers and address any delivery issues that may arise; Perform budget and payment oversight in line with the contract and delivery schedule. 
• Stakeholder Management: Identify, implement and manage effective modes to market TASEZ Training Academy; Establish and maintain strong relationships with key players, such as Government and regulatory bodies, NGOs, Private Sector, Institutions of Higher learning etc.; Foster positive relationships with internal and external stakeholders; Maintain strong communication with stakeholders, funders, and clients; Visits to stakeholders, funders, and clients; Maintain relationships in terms of the SLA and company policy.
• Reporting; Prepare a management information dashboard to provide an overall view of the health and status of programmes and projects; Prepare programme and project status reporting, such as reporting on project milestones, tracking against budget, delivery, risks and issues, etc.; Developing, implementing and reviewing the Quality Management System; Develop and update training material; Constituent Assessor and Moderator; Develop implementation and training plans for different projects; Execute project scoping and management in line with the agreed deliverables by creating project implementation plans; Deal with different Seta accreditations; Mentor and coach facilitators and assessors; Do quality assurance and project management of all training programmes.
•  Marketing and Funding: Develop proposals and feasibility studies on various potential projects in conjunction with other internal stakeholders; Conduct research and benchmarking to enhance TASEZ Training Academy’s continuous improvement, growth and sustainability; Assist with potential client identification and engagement; Represent and promote TASEZ Academy objectives at relevant committees, stakeholder workshops and forums, legislative structures, etc. 

QUALIFICATIONS

• Appropriate tertiary degree in Project Management, ETD, HRD, IT or relevant Social Studies 
• Post-graduate qualification in Project Management would be an advantage. 
• Project management experience and / or qualification/certification is a must. 

WORK EXPERIENCE 

• Minimum of 5 years’ experience in ETD/ academic and project management environment 
• Proven experience in Education and Training environment/institution 
• Strong leadership experience in managing learnerships, apprenticeships, internships, skills programmes and related data capturing / learner management systems.