Assistant Contract Administrator

7 days ago

Durban, South Africa Transport Education and Training Authority Full time

KEY PERFORMANCE AREAS
1. Customer Relations
1.1 Welcome walk-in clients;
1.2 Operate the switchboard, answer incoming calls, distribute calls and take messages;
1.3 Provide support to internal and external stakeholders;
1.4 Participate in Provincial activities (Career Exhibitions, Job Fairs and industry related Exhibitions);
1.5 Assist in resolving Chamber related queries;
1.6 Keep an updated stakeholder database.

2. Finance Administration
2.1 Prepare and submit petty cash reconciliation to finance;
2.2 Prepare and submit claims for payment and provide proof of payments to stakeholders;
2.3 Keep an updated claims register for incoming and outgoing claims;
2.4 Assist the Contract Administrator with the assessing of DG claims.

3. DG Contract Administration
3.1 Verify qualification ID on SAQA website;
3.2 Assist in capturing of contracts onto the TETA system for the managing of the contracts;
3.3 Linking of Learner agreements on the TETA system for managing learners on DG funded contracts;
3.4 Assist in capturing of contracts onto the TETA system;
3.5 Assist with uploading contract deliverables onto TETA System.

4. Chamber Administration
4.1 Order office stationery and office equipment for the Chamber;
4.2 Coordinate office travel arrangements;
4.3 Assist with arranging workshops, meetings and minute-taking;
4.4 Assist in capturing travel requisitions and follow up on all travel vouchers;
4.5 Perform a variety of routine office assignments such as copying and scanning of documents, filing of various reports following standardized office procedures;
4.6 Arrange courier.

5 Document Management
5.1 File and maintain an effective electronic and manual document management system;
5.2 Manage document flow and arrange courier of office documentation and follow up on deliveries.

2. MINIMUM REQUIREMENTS
2.1 Qualification and Experience
- M+3 qualification in HRM/ETD or relevant tertiary qualification;
- Minimum of 2 years’ administrative experience with exposure to ETD/SETA environment;
- Willingness to travel and work overtime.

2.2 Knowledge and Skills

**2.2.1 Knowledge and Understanding of**:

- The SETA environment;
- Contract management;
- The Post School Education and Training environment;
- Project management;
- Education, Training and Development.

2.2.2 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.

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