Job description
Requisition ID: 1596866
1) Training Officer Support function:
LTS
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- Receive automated Exception reports from LTS Support team every Tuesday. (13 reports)
- Individual report studied for details of exceptions generated.
- Contact individual trainees regarding the exceptions requesting an explanation.
- Assess validity of exception and draw up and issue individual warnings in line with PAAB Regulations.
- Record details of warning on control sheet.
- Forward signed Warning to Talent Manager for uploading on personnel file.
- Monitor that trainees submit required SR’s and related competencies within the stipulated periods and deadlines as set out in the LTS training policy.
- Send follow-up’s/reminders to ensure compliance of submission within periods
- Draw up warnings for missed deadlines and ensure they are signed and saved.
- Monitor completion of trainees’ ANA’s by stipulated timeframe.
- Send follow-up’s/Reminders to ensure compliance of submission on time.
- Issue warnings as applicable
PAAB
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- Ensure PAAB registration documentation is completed by all new trainees.
- Check correctness of registration documentation and forward to Training Officer for review and authorising signature.
- Submit registration documentation via the TCMS system. (scan each individual application in correct order to upload on TCMS)
- Follow up with PAAB on the progress of the application and attend to any issues arising.
- Download approved registration certificates and file on individual trainees’ folders and forward to Talent Manager for filing on personnel file.
- Ensure all new trainees register themselves on TCMS system with mandatory information and details.
- Ensure all trainees’ details are correctly uploaded by all trainees on the TCMS system.
- Prepare and submit documents relating to Extensions, Suspensions, Discharges, etc. on TCMS system.
- Follow up with PAAB on all submissions
- Download Registration Certificates, Extension, Discharges, etc from the TCMS system and file on individual trainees’ files.
- Distribute discharge documentation to trainees and ensure they are correctly completed before forwarding to Training Officer for sign-off.
- Submit Discharge documentation on the TCMS system for processing.
- Follow up that trainees update their progression and upload respective certificates on TCMS continually.
- Assist with preparations for Re-accreditation reviews, ensure relevant documentation is continually uploaded/saved
SUBMISSION OF TRAININGS HELD (PRESCRIBED BY L&D TEAMS)
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- Prepare all relevant documentation as needed by L&D team on SNOW, MY HR and SuccessFactors
- Complete a variety of mandatory templates with individual facilitator and trainees details for credit awarding by L&D
- Submit completed Training documentation via Success Factors to ensure CPD points are allocated by all attendees.
- Prepare survey about facilitators, send out to all trainees, monitor responses, send reminders
- Follow up and action on submissions made.
- Pull credit report from SF for each training held and e-mail to in-country L&D team
- Attend monthly Training feedback and update meetings.
- Pull assignment reports for trainees to check compliance
NTA CLAIM DOCUMENTATION
- Compile necessary documentation for all training for NTA Claims and update on respective Teams Folder.
- Prepare confirmation letters, course outline etc for NTA claims with facilitators, follow up on outstandings, upload on teams folder
2) SERVICE LINE SPECIFIC ADMIN
TIMESHEETS
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- complete and submit Timehseet for Partners as requested.
- Pull and format timesheet report to check for completeness of work descriptions for each individual resource.
- E-mail individuals who do not comply and request them to correct their timesheet.
- Draw up warnings for Timesheet violations
- Consolidate Leave on SAGE VIP system to entry on Timesheet and ensure correct leave codes are used.
- E-mail individuals who do not comply and request them to correct their timesheet and/or SAGE.
- Monitor sick leave submissions to ensure they are submitted on the first day of returning to work.
- Draw up warning if not compliant, obtain signatures and forward
- Maintain Warnings control sheet.
APPLY HERE >>>
UN-OPEN CODE
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- Format un-open report when received for Assurance specific time
- Draw up a report of hours by client and by resource.
- Send e-mail to individuals to remind them to move their time from the unopened code as soon as code is opened.
- Follow up weekly.
- Draw up warning if not compliant, obtain signatures and forward
RESOURCE PLOTTINGS/RETAIN/PROFINDA
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- Continually (real time) ensure Retain resource bookings are updated and correctly reflected.
- Continually (real time) update manual Excel Plotting sheet with changes
- Manually update all and any leave types coming through from Sage.
- Set up and pull reports as requested by Managers.
- Arrange and attend monthly Retain update and feedback meetings.
- Adopt and implement new PRO-FINDA platform which replaces Retain when rolled out.
GLOBAL ROTATION SYSTEM
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- Log in on Retain system and attend to all requests, alerts, updates, new feeds
- Query discrepancies with Managers and Partners
- Attend Monthly GRT update/training calls.
- Update role changes when they become active, de-activate lost engagements
- Monitor Rotation rules
- Complete monthly ISQM testing on Retain Platform
- Run quarterly Portfolio confirmation for all Partners, verifying all info is correct
My Career Hub
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- Drive implementation for Assurance and CBS
- Monitor Adoption
- Provide training and assistance as needed
PARTNER SUPPORT
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- Submit external learning on Success Factors for Partners.
- Update SAICA and ICAN with CPD points for Partners.
- Manage and update Global Rotation Tool.
- Assist with travel arrangements.
- Arrange monthly Partner/Manager meetings, draw up Agenda and Minutes of the meeting for distribution, follow up on actions due
- Arrange monthly Plottings meeting to resolve conflicts on the plottings.
- Arrange Counsellor Connect Sessions.
- Arrange Assurance Family Tree sessions, arrange for Attendance registers to be available and completed for submission
AUDIT TEAMS SUPPORT & GENERAL
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- Roll AFS to next financial year as requested.
- Edit, print and compile AFS, Reports, documentation for signature and printing and distribution as required.
- Obtain respective Partner signatures for sign-off
- Scan and circulate documentation as needed
- Assist with editing and correcting documents as required.
- Distribute e-mails on RFQ to the relevant team members.
- Draw up Approach letters, Hold Harmless letters for new clients to be taken on.
- Follow up on replies to Approach letters.
- Prepare and Submit CM31 and CM29 forms to BIPA for approval. Follow up regularly
- Receive telephone calls and take messages if required.
- Mercury – Open Pursuits, Opportunities and Engagements as requested.
- Monitor study leave to ensure it is in line with policy.
- Book and arrange refreshments for training events.
- Facilitating annual archiving process.
- Assist in managing Partners’ Calendars as requested.
- Prepare purchase orders.
- Process Partners expense claims.
- Receive and forward Proposal requests
- Respond to Proposal requests where required.
- Check and process own e-mails.
- Update birthdays of all staff on Outlook
- Update list of staff with driver’s license and cars
- Stand in for Reception as needed
- Assist with setting up and cleaning up functions
- Facilitate Secret Santa annually
- Keep an eye on housekeeping matters
- Set up interviews for AM/CSE
ISQM
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- Perform monthly GRT Testing, attend to discrepancies, update system, provide evidence and write up
- Perform monthly Training upload testing, upload required documentation as evidence
