Fresh Vacancies at Construction Education & Training Authority (CETA)

RESPONSIBILITIES:

• Manage, coordinate and assist in the administration and clerical support of the departments to facilitate the smooth running thereof.
• Provide effective administrative support to ensure smooth running of the department.
• Coordinate interaction between the department and other departments, management, employees, and other stakeholders.
• Coordinating office activities and operations to secure efficiency and compliance to CETA policies.
• Keep stock of office supplies and place orders when necessary.
• Answer calls and handle enquiries as far as possible.
• Process travel related documents for the department.
• Develop and maintain a filing system and maintain departmental records in line with approved policies.
• Maintain a professional image and climate in the department.
• Keep information confidential.
• Ensure delivery of important documents on behalf of the department.
• Support department with all office administration tasks.
• Ensure compliance with health & safety regulations and policies.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Ensure general secretarial work including typing, answering telephones, managing diaries, appointments and arranging meetings.
• Manage the Senior Manager/Manager diary and desk.
• Receive and send correspondence on behalf of the Office.
• Proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, itineraries, visas, marketing materials and other necessary preparations.
• Draft and type letters, reports, memos and ensure that all documents are formatted to professional standard.
• Schedule and coordinate Committee meetings and coordinate the necessary documentations and meeting packs.
• Compile, transcribe, and distribute minutes of meetings when required.
• Oversee logistics and preparation of materials for meetings.
• Attend and minute proceedings of meetings as directed by the Senior Manager/Manager.
• Follow up on departmental meeting outcomes, (e.g. resolutions, deliverables, and actions).
• Promptly attentively respond to customer requests within established parameters and time frames.
• Assess or check with customer to ensure solution meets request.
• Receive clients, stakeholders, and guests on behalf of the department.
• Obtain and serve refreshments as required.
• Arrange functions on behalf of the department.
• Ensure that the department adheres to all organizational deadlines.
• Assist with the submission of mandatory reports and information.
• Prepare reports by collecting information for the Senior Manager/Manager.
• Co-ordinate and compile the department’s monthly and quarterly reports. Edits and proofreads reports and presentations.
• Track commitments, report deadlines and manage follow-ups.
• Process all documentation according to CETA policies and procedures as well as document control principals, within specified set time frames to ensure compliance.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Manager to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Contribute to the review and update of the CETA policies and procedures.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Support budgeting and bookkeeping procedures.
• Ensure Supply Chain management process are followed when making the necessary travel arrangements, including flights, accommodation, hire cars, etc. for the Section.
• Assist in the compilation, coordination and verification of relevant invoices and supporting documents for the business unit for submission to the Finance business unit. 
• Assist in reduction of wasteful expenditure by assisting the Manager in ensuring that all minor work done by sub-contractors is executed.
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP)
• Receive clients, stakeholders, and guests on behalf of the department.
• Assist stakeholder in directing them where they require assistance from CETA.
• Attend and address all stakeholder queries timeously and effectively.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values
• Ensure that on-the-job training, learning, and development is taking place
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Develop, implement and maintain standard management and reporting templates and tools to drive efficiency and continuous improvement in the business unit.
• Develop and maintain accreditation databases within the organisation and ensure data integrity and quality.
• Conduct and oversee the regular benchmarking of accreditation process quality and advise on the non- compliance to quality standards.
• Drive and ensure the proper accreditation of skills development providers in the sector based on set quality standards and protocols.
• Ensure that all records in the business unit are achieved and maintained according to Standard Operating Procedures.
• Schedule all the special projects based on the approved implementation plan and relevant reports that are due for accreditation.
• Ensure that all funded NQF and pre-NQF projects are accurately uploaded on the relevant system.
• Ensure the compilation of all external moderation reports and verify the achievements of learners as per the NQF qualification standards. 
• Ensure that all funded and non-funded special project certifications and statements of results are verified against required documentation and printed as required.
• Coordinate the issuing of serial numbers for trade testing through liaising with the relevant providers.
• Submit requests to the National Artisan Moderation Body (NAMB) for the issuing of certificates for pre-NQF projects.
• Ensure the collection of certificates from the NAMB on behalf of entities and oversee the submission of certificates to relevant stakeholders. and drive service provider actions to achieve intended outcomes.
• Identify areas of improvement to increase speed, quality and gain efficiencies
• Prepare internal reports with relevant and required data for special project meetings.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12
• Secretarial/Office administration qualification or equivalent will be an advantage
• Minimum three (3) years’ secretarial and or administration experience
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Intermediate Excel and PowerPoint Skills

Other Requirements

• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.

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 RESPONSIBILITIES:

• General administrative support to the relevant Project Finance Office 
• Maintaining project documentation records, including project and consultants’ contracts.
• Maintaining a schedule of internal and external reporting deadlines, and ensuring that the reporting requirements of project related contracts are fulfilled in a timely manner,
• Support the preparation and implementation of project evaluations and audits.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Assist in the completion and accurate processing of valid and authorised project related invoices taking into account payment terms, discounts and credit notes.
• Assist in performing three-way matching between invoice, project register and project reports before submission for payment.
• Assist with the review of all submitted project invoices for correctness and queries and forward queries to the relevant party to resolve and resubmit when necessary.
• Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist in the preparation of the project finance relevant reports for review and submission to the Officer: Projects Finance.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
• Maintaining schedules and details of project financial transfers and other project related payments required and their due dates.
• Ensuring that suppliers are informed of any changes to service agreements and payment options.
• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Officer: Projects Finance to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
• Compliance with Performance Management Policy
• Attendance to development workshops and interventions as per agreed Personal Development Plan (PDP).
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the review and update of the CETA policies and procedures.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Attend and address all stakeholder queries timeously and effectively.
• Prepare internal reports with relevant and required data for special project meetings.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/ Grade 12 and a post matric qualification in finance related field
• Two (2) years’ relevant experience in financial administrative position
• Demonstrable experience in financial administration
• Sound knowledge of Accounting Principles
• Demonstrable experience in MS Office (MS Word, MS Projects, MS Excel, PowerPoint & Outlook).
• Construction experience would be an added advantage.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.

go to method of application »

RESPONSIBILITIES:

• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Finance Officer and Financial Accountant to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Attend key meetings as directed by the team with the purpose of ensuring follow-up and execution on identified actions.
• Provide input and formulate business presentations in consultation with the team.
• Work with the business unit to strategise and manage a portfolio of relationships relevant to the business unit.
• Order, receive, verify, store and maintain an accurate inventory of office supplies as required.
• Perform special projects as required in the business unit, including the review, research, summarisation and analysis of information.
• Provide support on the CETA’s special projects, campaigns and events.
• Support the development of high-quality templates and tools to assist with the effective management of and continuous improvement within the business unit’s process efficiencies.
• Provide administrative support in financial management related activities to ensure that the business achieves its tactical work plan goals.
• Respond to routine queries and escalate higher-level requests to the relevant staff in the business unit as required on time.
• Prepare non-routine and routine correspondence and proofread relevant documents before circulation.
• Assist in the effective and efficient management of document flows and the retrieving and archiving of information in a confidential manner.
• Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Finance Officer and Financial Accountant.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Assist in the coordination and verification of relevant invoices and supporting documents from the business units.
• Assist in the preparation of the Financial Accounting relevant reports for review and submission by the Financial Accountant.
• Assist with the payment administration of the payroll from payment schedules received from Human Resources business unit.
• Perform any duty, lawful and reasonable task or responsibility as directed by the supervisor.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Assist in identifying and adhering to fraud controls, risk prevention principles, sound governance and compliance processes, and tools to identify and manage risks.
• Support and provide evidence to all internal and external audit requirements.
• Maintain quality risk management standards in line with relevant requirements.
• Maintain and enforce all related Service Level Agreements to minimise business risk and ensure business continuity.
• Review related Standard Operating Procedures in consultation with the Financial Accountant to ensure business optimisation.
• Adhere to all relevant laws, policies and Standard Operating Procedures throughout the organisation.
• Assist CETA in mitigating all risks as per strategic risk registers by following policies, procedures, Acts and Standards of GRAP and acting ethically in all discharge of responsibilities.
• Contribute to the review and update of the CETA policies and procedures.
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Build and maintain relationships with all CETA officers including EXCO, for the purposes of expectations management and knowledge sharing.
• Provide advocacy on matters related to the business unit to make informed decisions.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impact stakeholders.
• Attend industry related forums, conferences, and workshops to gain industry insight for the purpose of business improvement.
• Attend and address all stakeholder queries timeously and effectively.
• Assist stakeholder by directing and guiding them where they require assistance from CETA.
• Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
• Live and provide exemplary behaviour, driven by CETA values as tasks and functions are being executed.
• Supervise and expose and support interns allocated to the Finance department.
• Assist with the supervision of the team, by planning, assigning and monitoring tasks aligned to deliver on performance objectives and in response to changes in processes.
• Provide support in the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of supervised talent.
• Provide support in creating a high-performance culture and manage team performance effectively and provide input into the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Provide support in the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Encourage and incentivise staff to live CETA values.
• Ensure that on-the-job training, learning, and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12
• Diploma in Finance, Accounting or a related field at NQF Level 6
• Proof of registration with a professional body

Other Requirements 

• 1-2 years’ experience in finance administration or a related field
• Valid Driver’s License

The following attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.