CONSTRUCTION EDUCATION AND TRAINING AUTHORITY (CETA) EXECUTIVE ASSISTANT: CLIENT SERVICES AND PROJECTS (REFERENCE: CETA-028-EA: CSP) Background on CETA The Construction Education and Training Authority (CETA) is a Schedule 3A Public Entity established in terms of the Skills Development Act, No.97 of 1998. It exists primarily to facilitate training and skills development in the construction sector within the context of the National Qualifications Framework (NQF). The CETA has its licence period that will expire on 31 March 2030 and seeks to appoint experienced and ethical individual for the Executive Assistant: Client Services & Projects position indicated below. The Executive Assistant Position Summary Job title: Executive Assistant: Client Services And Projects Job Level: Executive (Grade C4 per Patterson job grading system) Reports to: Executive Manager: Client Services and Projects Department: Client Services Project Division Location: CETA Head Office: Midrand, Gauteng Purpose of this Role To provide a comprehensive executive administrative support service to the Executive Manager: Client Services and Projects by ensuring the effective and efficient running of the office and assist in providing key support to the CETA in the execution of the overall strategy. Further to this, the incumbent must ensure co-ordination of various external service providers such as travel agencies and internal departments, such as procurement. The incumbent will also support by ensuring that all information (reports, agenda’s, minutes, etc.) are available when meetings are attended. The incumbent is also responsible to ensure that all visitors to the office are received in a professional manner; in line with CETA values. Job Responsibilities: Administratively managing the Executive Manager: Clients Services and Projects office by: • Providing high-level administrative support by conducting research, compilation of data and preparation of reports for consideration and presentation where necessary. • Handling information requests and respond to emails, letters, and reports on the Executive’s behalf. • Performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. • Prepare confidential and sensitive documents. • Manage the Executive Manager’s diary, prepare agendas and collect materials for meetings, speeches, and conferences, take minutes and keep records of proceedings. • Collate all Executive Manager’s office meetings minutes. • Provide assistance with meeting agenda compilation and distribution thereof to relevant stakeholders. • Ensure that changes to scheduled meetings are communicated timeously to all stakeholders. • Follow up on departmental meeting outcomes, (e.g., resolutions, deliverables, and action plans). • Coordinate boardroom bookings and ensure that the boardrooms are clean and that refreshments are served, etc. • Review, proof-read and edit documents prepared for the Executive Manager’s signature. • Acts as liaison between the Executive Manager and subordinates by transmitting directives, instructions and assignment and following up on status of assignments. • Support the Executive Manager in achieving the Office’s operational plans. • Coordinate events/workshops and external stakeholders (internal departments, travel agencies, external departments, and stakeholders). • Maintain initiatives aimed at eliminating waste, improve productivity and reduce operating costs within the area of responsibility. • Implement internal controls and ensure sound corporate governance management in the area of responsibility within Executive Manager’s office. • Develop and maintain a filing system for Executive Manager’s office records in line with CETA policies. • Maintain a professional image and keep information confidential and secure. • Receive and send correspondence on behalf of the Executive Manager’s office, where delegated to do so. • Screen all visits to the office and record such. • Ensuring support for stakeholders towards compliance with the CETA’s policies; processes and procedures; rules and regulations; and relevant legislations. • Development and oversee the implementation of CETA Service standards and business scorecard for the achievement of CETA overall Scorecard within the Executive Manager’s office. • Perform any other relevant duties as directed by the Executive Manager. Desired skills, experience and competencies • A degree qualification in Business Management/ Administration, Education, HR, Governance / Secretarial service at NQF 7. • An honours level qualification at NQF level 8 and experience in a SETA environment will be an added advantage. • Minimum 5 years in secretarial / administrator role; with at least 3 years Executive Assistant responsibility especially to the C-suite level. • Demonstrated experience in reporting to executives and internal committees. • Knowledge of higher education sector, the SDA, SDLA and the PFMA are essential. 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. Remuneration and Benefits Remuneration for this role is a market related package per annum, in line with the CETA Remuneration Policy and the applicable salary scales. A competitive package will be negotiated to attract best candidates. PLEASE NOTE Shortlisted candidates will be subjected to vetting and assessment process by the CETA; with the successful candidates subjected to security vetting. Interested applicants should send an application letter together with a detailed Curriculum Vitae with the vacancy/position title in the subject line, copies of academic qualifications and names of three contactable referees via email: executiveassistantcsp@ceta.co.za All enquiries about the role should be sent in writing by e-mail: louizes@ceta.co.za or bukiwex@ceta.co.za. Please note the following contact details are for enquiries about JOB CONTENT ONLY and NOT for application purposes. CETA will not consider late applications. The CETA reserves the right to cancel this advert, and / or not to appoint. CETA will only correspond with shortlisted candidates. If you do not receive correspondence from CETA within 4 weeks of the closing date, please consider your application unsuccessful. Closing date: 1 April 2022 at 18h00. “CETA is committed to providing equal opportunities and practicing affirmative action employment. It is our intention to promote representativity (race, gender, disability) in the organisation through filling of this position and candidates whose appointment will promote representativity will receive preference”. SPECIALIST: EMPLOYEE RELATIONS AND WELLNESS (REFERENCE CETA-029-SERW: SS) Background on CETA The Construction Education and Training Authority (CETA) is a Schedule 3A Public Entity established in terms of the Skills Development Act, No.97 of 1998. It exists primarily to facilitate training and skills development in the construction sector within the context of the National Qualifications Framework (NQF). The CETA has its licence period that will expire on 31 March 2030 and seeks to appoint experienced and ethical individual for the Specialist: Employee Relations and Wellness position indicated below. The Executive Assistant Position Summary Job title: Specialist: Employee Relations and Wellness Job Level: Specialist (Grade C4 per Patterson job grading system) Reports to: Senior Manager: HR Department: Strategic Support Division Location: CETA Head Office: Midrand, Gauteng Purpose of this Role Accountable for full Employee Relations and Employee Wellness functions for the CETA at provincial and head office level, including consultation with management and employees, ensuring fair and transparent processes are followed, reviewing and consulting on the full disciplinary process and CCMA representation. Job Responsibilities: • Develop and implement a CETA employee relations and Wellness strategy to establish and maintain good relations between the employer and employees. • Represent the employer at dispute resolution forums such as the CCMA during conciliation and arbitration. • Effective and efficient preparations for CCMA and/or Labour Court cases and its presentation at the CCMA and/or Labour Court in consultation with the relevant line managers. • Facilitate, conduct and arrange all disciplinary hearings. • Co-ordinate and arrange appeal hearings. • Monitor and manage employee discipline regarding disciplinary, grievances and appeal hearings. • Co-ordinate and arrange witnesses’ consultations for internal disciplinary and CCMA matters. • Brief Attorneys on Labour Court litigation and adjudication of disputes. • Advise Line Managers on interventions such as counselling sessions. • Ensure that grievance handling and disciplinary proceedings are carried out in line with CETA’s policy and procedure. • Arranging and scheduling meetings between employees and management, to investigate and resolve grievance and disciplinary proceedings. • Mediate discussions between employer and employee representatives to reconcile differences. • Support managers at disciplinary or grievance hearings in the event of collective disputes or individual action and ensure that any required follow-up action is taken. • Advise management on the development, application and interpretation of labour relations laws, policies and practices. • Perform all duties and responsibilities in line with applicable Act, Regulations and per CETA relevant policies and procedures. • Promote trade union bi-lateral meetings with management. • Facilitate and schedule Union and management meetings outside the National Bargaining Forum (NBF). • Develop shop stewards’ skills by scheduling training and conferences. • Negotiate mutual interest issues with trade union as required by law. • Monitor the trade union and employer complies with collective agreements. • Research ER developments and legislation and offer advice to the organization. • Monitor the organization compliance with ER legislation. • Interpret contractual agreements for the employer and employees on collective bargaining or labour relations processes and advise management accordingly. • Facilitate the Employee Health and Wellness implementation plan. • Plan, Executive, monitor and promote Employee Health and Wellness. • Chair Bid Specification Committee meetings in concluding a service level agreement for Employee Health and Wellness. • Interface with service provider on contractual issues in the service level agreement. • Ensure an integrated employee health and wellness programme. • Ensure effective and efficient employee health systems are in place. • Implement national employee wellness programmes. • Review and offer legal opinion on variation and amendments to contracts of employment and / or terms and conditions of employment with regard to contemporary legislation and case law. • Contractual amendments formulated where and if applicable. • Review and advise in respect of potential employment law risks associated with change initiatives. • Risk assessment of current employment/service provider practices (Independent Contractor Agreements) and procedures with amendments made / implemented where necessary. • Provide the internal and external auditors with necessary files and documentation timeously. • Compile monthly, quarterly and annual Employee Relations, Health and Wellness reports including HR, Strategic Services, EXCO, HRCO, Council and ARMCO Reports. • Develop, update, maintain employee relations and employee health and safety policies, procedures, process flows and forms. • Implement Standard Operating Procedures (SOP’s) for Employee Relations and Wellness Programmes. • Implement deliverables on ER plan and contracted with the relevant parties for execution. • Manage disputes and Employee health and wellness issues according to set policies and procedures and specific turnaround times. • Implement and maintain a comprehensive ER administration system. • Ensure the enforcement and adherence to policies and procedures. • 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 policies onto the CETA electronic servers. • Attend all risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA. • Contribute to the risk maturity levels at the CETA. • Apply/implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand. • 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. • Advisory assistance and guidance on chairing misconduct/incapacity hearings and/or same provision on prosecution on behalf of the organisation in matters of serious misconduct. • Advise, consult, facilitate ER structures and procedures for the day-to-day practical aspects of an ER function and ensure an efficient and effective service is rendered. • Promptly and attentively respond to customer requests and queries within established parameters and timeframes. • Conduct induction and Functional training workshops on Employee Relations and Employee Health and Wellness. • Facilitate induction of employees on new policies and procedures. • Facilitate resolution of employee relations problems. • Establish and maintain good relationships between management and employees. • Advice and guide employees and line management on all employee relations matters. • Conduct research on relevant aspects of employment law (LRA, BCEA, EEA, UIF etc.) and advise on legal developments affecting divisions. • Keep management informed of ER developments/topics through written briefs and publications. • Attend and address all stakeholder queries timeously and effectively. • Compile and implement annual budget for Employee Relations Section. • Maintain costing information for Employee Relations Section. • Maintain Service Levels Agreements. • Comply with Supply Chain Management policies and procedures. • 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 ensuring no wasteful and fruitless expenditures are incurred in responsibility. • Ensure that is assisting the business unit to operate within the allocated operational budgets. • Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP). • Timeous submission of performance agreements and reviews. Desired skills, experience and competencies • Relevant NQF 7 qualification in Human Resource with Industrial Relations or Labour Law or LLB. • Post graduate qualification will be advantageous • Minimum of 5 years’ experience in the efficient and effective management of industrial relations in a highly unionized environment. • Minimum three (3) years experience in Employee Health and Wellness. • Excellent and up-to-date knowledge and understanding of labour legislation and its application • Proven track record in successful negotiations. • Proven track record in successful mitigation. 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. Remuneration and Benefits Remuneration for this role is a market related package per annum, in line with the CETA Remuneration Policy and the applicable salary scales. A competitive package will be negotiated to attract best candidates. PLEASE NOTE Shortlisted candidates will be subjected to vetting and assessment process by the CETA; with the successful candidates subjected to security vetting. Interested applicants should send an application letter together with a detailed Curriculum Vitae with the vacancy/position title in the subject line, copies of academic qualifications and names of three contactable referees via email: recruitspecialist@ceta.co.za All enquiries about the role should be sent in writing by e-mail: louizes@ceta.co.za or bukiwex@ceta.co.za. Please note the following contact details are for enquiries about JOB CONTENT ONLY and NOT for application purposes. CETA will not consider late applications. The CETA reserves the right to cancel this advert, and / or not to appoint. CETA will only correspond with shortlisted candidates. If you do not receive correspondence from CETA within 4 weeks of the closing date, please consider your application unsuccessful. Closing date: 1 April 2022 at 18h00. “CETA is committed to providing equal opportunities and practicing affirmative action employment. It is our intention to promote representativity (race, gender, disability) in the organisation through filling of this position and candidates whose appointment will promote representativity will receive preference”.
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