KEY PERFORMANCE AREAS
1 Data Capturing and Information Management
1.1 Capture learner, employer, training provider and project information accurately on SETA systems and databases.
1.2 Verify source documents before capturing to ensure completeness and correctness.
1.3 Update and maintain learner and stakeholder records on internal systems.
1.4 Capture data relating to learnerships, internships, skills programmes, bursaries and workplace-based learning
initiatives.
1.5 Perform regular data validation and quality checks.
1.6 Identify and report incomplete or inconsistent information to relevant stakeholders.
1.7 Support system uploads and tracking of learner and project information.
2 Records and Document Management
2.1 Maintain electronic and manual filing systems for learner, project and contract records.
2.2 Ensure documents are correctly indexed, archived and retrievable.
2.3 Ensure contracts, addendums and supporting documentation are properly filed and maintained.
2.4 Maintain confidentiality and security of learner and stakeholder information.
2.5 Retrieve supporting documentation for reporting, audits and verification purposes.
2.6 Maintain proper recordkeeping and document control practices.
3 Project and Contract Administration Support
3.1 Provide administrative support relating to discretionary grant projects and contracts.
3.2 Assist with preparation, filing and tracking of discretionary grant agreements and addendums.
3.3 Support learner registration, termination and certification administration processes.
3.4 Assist with verification of project evidence against contractual obligations and deliverables.
3.5 Assist with reconciliation and verification of learner and project information.
3.6 Support project payment preparation processes through verification of supporting documentation.
4 Stakeholder Support and Communication
4.1 Liaise with learners, employers, training providers and internal departments regarding outstanding
information and project administration matters.
4.2 Respond to internal and external queries relating to captured information, grants and learner administration.
4.3 Provide support to stakeholders regarding SETA systems, SDF registration, WSP/ATR submissions and
discretionary grant processes.
4.4 Participate in stakeholder workshops, meetings and support initiatives as required.
4.5 Provide administrative and operational support to departmental activities and projects.
5 Reporting and Administrative Support
5.1 Generate routine reports and statistics from systems and databases.
5.2 Assist with monthly, quarterly and annual reporting requirements.
5.3 Prepare and maintain records required for internal and external audits.
5.4 Assist with meeting coordination, attendance registers and administrative support functions.
6 Compliance and Quality Assurance
6.1 Ensure compliance with SETA policies, procedures and reporting standards.
6.2 Adhere to POPIA requirements and confidentiality principles.
6.3 Support internal and external audit processes through provision of accurate records and information.
6.4 Ensure completion of allocated tasks within agreed timelines.
6.5 Attend team meetings and training interventions as required.
6.6 Comply with organisational policies, procedures and code of conduct.
7 MINIMUM REQUIREMENTS
7.1 Qualification and Experience
- Minimum of National Diploma (NQFL 6) in Information Management/Public Administration/Office
Administration/HRM/ETD or related tertiary qualification.
- Minimum 1 years’ experience in data capturing, project administration or learner administration
- Experience within a SETA, education, training or public sector environment; experience working with learner
management systems and databases; experience in contract administration and records management will be an
added Advantage.
7.2 Knowledge and Skills
7.2.1 Knowledge and Understanding of:
- Knowledge of SETA environment and skills development processes
- Understanding of SDA, SDLA, NQF and SAQA frameworks
- Knowledge of data capturing procedures and administrative processes
- Understanding of records management principles
- Knowledge of learner management systems and databases
- Understanding of POPIA and confidentiality requirements
- Basic reporting and data verification knowledge
- Knowledge of contract administration principles
- Understanding of public sector compliance requirements
7.2.2 Skills
- Attention to detail and accuracy
- Computer literacy and data management skills
- Planning and organising skills
- Good verbal and written communication skills
- Time management skills
- Problem-solving skills
- Administrative and filing skills
- Interpersonal and teamwork skills
- Customer service orientation
- Ability to work under pressure
- Ability to handle confidential information professionally
Only applicants who meet the minimum requirements should apply by forwarding their de-tailed CV and cover letter on www.teta.org.za . It is the applicant’s responsibility to have foreign qualifications evaluated by the South African Qualification Authority (SAQA). The closing date for applications is Monday, 08 June 2026.
