Officer: Provincial Operations – Services SETA x1
Position Overview
- Position: Officer: Provincial Operations (Free State)
- Reference Number: SS-154
- Organization: Services SETA
- Location: Bloemfontein
- Employment Type: Permanent
- Salary: R409,204.99 per annum
- Closing Date: 19 June 2026
Position Purpose
The Officer: Provincial Operations is responsible for supporting and monitoring skills development projects, ensuring compliance with SETA and QCTO requirements, facilitating stakeholder engagement, providing business process support, and ensuring the successful implementation, monitoring, and closure of development grant (DG) projects within the province.
Key Responsibilities
1. Development Grant (DG) Project Induction and Monitoring
Project Coordination
- Schedule induction and monitoring sessions with stakeholders.
- Ensure all participants receive timely notifications.
- Coordinate both online and onsite engagements.
Session Preparation
- Prepare induction and monitoring documentation.
- Communicate project requirements clearly.
- Confirm attendance and stakeholder participation.
- Ensure access to templates, tools, and supporting resources.
Monitoring Activities
- Conduct induction and monitoring sessions.
- Manage attendance registers and roll calls.
- Record absentee information accurately.
- Gather learner feedback through standardized evaluation tools.
Follow-Up and Reporting
- Follow up with absent learners.
- Confirm learner continuation or termination status.
- Compile comprehensive monitoring reports.
- Verify attendance and project commencement data.
- Submit reports for management review and validation.
2. Development Grant (DG) Project Closure
Closure Support
- Schedule project closure sessions with employers.
- Assist employers with project closure requirements.
- Facilitate completion of closure reports.
Quality Assurance
- Verify completeness and accuracy of closure documentation.
- Review submitted reports for compliance.
- Assist stakeholders in correcting errors and omissions.
- Ensure projects are properly closed according to policy requirements.
3. Business Process Support
Compliance Monitoring
- Conduct site visits to monitor project implementation.
- Evaluate compliance with:
- Contractual obligations
- Regulatory requirements
- Operational standards
Stakeholder Support
- Provide outreach and capacity-building support.
- Educate stakeholders on policies and procedures.
- Resolve stakeholder queries and concerns.
- Escalate complex issues where necessary.
Change Request Administration
- Guide stakeholders through change request processes.
- Validate supporting documentation.
- Coordinate internal review and approval processes.
4. Stakeholder Engagement
Engagement Planning
- Organize stakeholder meetings and workshops.
- Coordinate logistics and participation.
- Prepare agendas and supporting documentation.
Relationship Management
- Facilitate effective communication with stakeholders.
- Promote collaboration and information sharing.
- Maintain positive relationships with employers, learners, and training providers.
Reporting
- Prepare stakeholder engagement reports.
- Maintain attendance registers and meeting minutes.
- Track and follow up on action items.
5. Work Plan Execution and Reporting
Performance Management
- Execute approved operational work plans.
- Collect evidence supporting project implementation.
- Produce progress and performance reports.
Audit Support
- Respond to audit findings.
- Provide supporting documentation and evidence.
- Ensure compliance with audit requirements.
Information Management
- Implement data management procedures.
- Maintain records and filing systems.
- Ensure information is accessible and properly stored.
- Comply with organisational policies and procedures.
Minimum Requirements
Education
- National Senior Certificate (Grade 12) or equivalent (NQF Level 4).
- Relevant NQF Level 6 qualification in:
- Public Administration
- Business Management
- Or a related field.
Experience
- 2–3 years’ experience in:
- Skills development project support
- Quality assurance processes
- Stakeholder engagement
- Project monitoring and evaluation
Knowledge Requirements
- Skills Development Act and related legislation.
- SETA frameworks and processes.
- QCTO compliance requirements.
- Skills development policies and regulations.
- Project administration and reporting procedures.
Key Competencies
Technical Skills
- Project Monitoring
- Compliance Management
- Quality Assurance
- Data Verification
- Report Writing
- Audit Support
- Records Management
Interpersonal Skills
- Stakeholder Engagement
- Relationship Building
- Communication Skills
- Conflict Resolution
- Facilitation Skills
Administrative Skills
- Planning and Coordination
- Documentation Management
- Attention to Detail
- Time Management
- Information Management
Personal Attributes
- Professionalism
- Accountability
- Integrity
- Problem-Solving Ability
- Results Orientation