PURPOSE OF THE JOB

The key purpose of this role is to support the Skills Development Planning Manager to achieve the targets as set by DHET, including providing a Skills functionality for stakeholders nationwide, coordination of the WSP Audit tracking register, registrations of employers and record keeping and filing of documents.

Key Performance Areas

Outputs

WSP Helpdesk Support 40%

• Maintain and update SDF details for all employers.
• Capture Workplace Skills Plans (WSPs) and Annual Training Report (ATR) on INSETA’s Management Information System (MIS).
• Upload employers’ banking details on the INSETA MIS.
• Print the authorisation page for signature by employer and the SDF.
• Request B-BBEE and Financial Service Provider (FSP) Certificates from the employers.
• Assist stakeholders with completing WSP/ATR submissions online via INSETA MIS.
• Upload finalised WSP/ATRs on INSETA MIS, and file hard copies for record-keeping.
• Evaluate submitted WSP/ATRs, conduct quality checks on all submissions, and recommend for approval by the manager.
• Follow up with employers for outstanding documentation
• Assisting employers to complete the WSP/ATRs on the INSETA MIS
• Download and file copies of banking details for all employers.
• File hard copies of signed authorisation pages.
• Send approval letters to all approved employers.
• Coordinate WSP/ATR workshops within 6 months prior to submission.
• Identify suitable venues and send invitations to employers for the workshops.

Registration Administration and Support 40%

• Process registration-related requests for both levy-paying and non-levy-paying employers.
• Send application forms to employers for completion of all required registration information.
• Receive completed applications and capture information on INSETA MIS.
• Link employers with their respective Skills Development Facilitator (SDF) on INSETA MIS.
• Distribute WSP one-pager template to employers who did not submit, as well as to newly registered employers after the WSP/ATR closing date.
• Send Inter-SETA Transfer (IST) forms to stakeholders when required.
• Verify employer on the DHET Levy Portal
• Confirm employer registration on the CIPC system.
• Confirm the employer on the FSCA System
• Receive completed WSP/ATR one pager and upload on INSETA MIS.
• Save and upload pagers on the INSETA MIS.
• Process Sector Skills Facilitators (SSF) invoices for payment by Finance and record in the invoice register.
• Verification of new applications for non-levy payers.
• Assist SDFs with resetting the passwords.
• INSETA MIS demonstration of WSP/ATR submissions.
• Presentation of Mandatory Grant (MG) compliance requirements.
• Coordinating annual reviews of INSETA MIS Specifications and ensuring updates are implemented prior to the opening of the MG window.
• Communicating with the employers regarding any WSP/ATR related queries.

General Administration 20%

• Continuous tracking and follow up on all documentation and stakeholder queries.
• Develop and maintain an electronic filing system for WSP/ATRs.
• Ensure timely drafting, secure filing, and confidential handling of all WSP/ATR documentation.
• Collect and compile monthly reports from the divisional staff and submit to Manager.
• Coordinate travel, venue bookings, and accommodation arrangements.
• Sort and acknowledge all incoming email correspondence.
• Handle stakeholders queries via telephone, e-mail or walk in clients.
• Provide administrative support to the Skills Specialist and Manager.
• Engage in continuous communication with stakeholders.
• Attend meetings and take minutes as required.
• Attend committee meetings as and when required, including fulfilling any given roles.
• Conduct committee meetings as and when required.
• Prepare and provide all relevant documentation and reports required by the Department of Higher Education and Training (DHET) and auditors.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirement:

• Higher Certificate (NQF Level 5) in Project Management, Human Resource Management, Education, Public Administration, Business Administration or  related field.

Preferred Requirement:

• National Diploma (NQF Level 6) in the fields listed above.
• SETA/ Skills Development-related courses (e.g., SDF)

Experience

Minimum Requirement:

• Minimum of 1 year relevant experience in skills development or SETA-related functions, including grant management processes and stakeholder engagement.
• Demonstrated experience in working with the Skills Development Act, NSDP, and DHET regulations.

Preferred Requirement:

• Experience working with Workplace Skills Plans (WSPs) and Annual Training Reports (ATRs).
• Proficiency in administrative coordination, document management, and stakeholder communications.

REQUIRED KNOWLEDGE AND SKILLS

Knowledge

Minimum Requirement:

• Knowledge and understanding of the appropriate legislative and regulatory frameworks.
• Knowledge of INSETA frameworks, grant policies and procedures, and related legislation.

Skills

Minimum Requirement:

• Attention to detail.
• Ability to work under pressure and meet deadline under challenging circumstances.
• Proficiency in data capturing and system analysis, and Microsoft packages (Word, Excel, PowerPoint)