PURPOSE OF THE JOB

The key purpose of this role is to support the Learning Division in the successful coordination, implementation and administration of all the LD: Youth programmes. This will include the execution of the divisional administration and recordkeeping processes pertaining to the Learning Programme Implementation.

Key Performance Areas

Outputs

Learning Programmes Administration and Implementation 50%

Support to the Specialist:

• Support the Specialist with the application window process for both Seta and Industry Funded Learnerships and Internships
• Extract data from the system/manually relating to the window applications and execute a desktop assessment.
• Prepare and submit spreadsheet with employer details to the Specialist for assessment and submission to DG committees.
• Support the specialist in receiving applications, evaluations and recommendation from the stakeholders.
• Receive the final approvals and communicate/issue the outcome of the applications to all stakeholders by means of recommendation letters
• Submit the final spreadsheet to Specialist for the recommendation and funding agreement letters and communicate/issue those upon signing of the agreement by all.
• Support the specialist with the accurate reporting of performance for all the beneficiaries participating in the programme.
• Support the specialist in maintaining all audit performance evidence on EDRMS for internal and external Audits as required periodically

Support to the Administrators:

• Support the administrator with the validation of the generated recommendation and funding agreement letters according to the DG approval
• Support the administrator in ensuring that the documents are validated and signed prior being issued them to the stakeholders including but not limited to funding agreements, withdrawal letter, addendums and closure letters
• Support the administrator in ensuring that all projects performance is reported accurately and in a prescribed format to the specialist.
• Support the administrators in resolving queries and enquires relating to performance

Implementation and administration of the projects:

• Responsible for tracking of the documents circulated for signing internally and externally
• Responsible for the implementation of the project including the monitoring of project activities, facilitation of the progress and closure process of the project.
• Assist in conducting the induction and compliance workshops with the stakeholders prior the commencement of the training
• Maintain and monitor an electronic filing system
• Ensure that all documentation is drafted accurately within turnaround time, filed securely and confidentiality is maintained on an ongoing basis.

Finance and Reporting Administration  45%

• Responsible for the disbursement of stipends to the stakeholders
• Validate the invoice against the project deliverables as per the funding agreement.
• Ensure the invoice tracker is accurately captured and updated by the administrators
• Maintain and update the Project dashboard including the finance and contract dashboard.
• Continuous tracking and follow up on all contractual obligations, reporting and different intervals and queries.
• Provide all required documentation and information as required by DHET and Auditors (AG and AI) and other reporting entities

Stakeholder Expectation Management 5%

• Handling stakeholders’ queries via telephone, e-mail or walk in clients including sorting and acknowledging all incoming email correspondence.
• Build relations with the internal and external stakeholders

REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirement:

• Grade 12 or equivalent
•  National Diploma (NQF 6) qualification or equivalent   in Project Management / Business Administration/Financial Management or related field 

Experience

Minimum Requirement:

• A minimum of 3 to 5 years relevant experience in Programme Management which includes discretionary grant process.
•  Experience in the SETA environment.

REQUIRED KNOWLEDGE AND SKILLS

Knowledge

Minimum Requirement: Knowledge and understanding of the PFMA and NT Regulations

Preferred Requirement: Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

Skills

• Minimum Requirement: Attention to detail, ability to work under pressure and meet deadline under challenging circumstances.
• Strong administration skills