Executive Manager: Operations, Midrand

Purpose statement:

Executive Manager: Operations oversee the development, implementation, and monitoring of quality assurance, project implementation, learning programmes, and project systems support to ensure compliance with regulatory standards and drive organizational effectiveness. Executive Manager: Operations ensures learning programmes are effectively monitored, data from stakeholders is streamlined, and programme performance is aligned with organizational goals and standards.

Roles and Responsibilities:

• Develop a clear understanding of the CETA’s mandate and strategy and provide input based on a review of Operations related issues, trends and best practices in the market.
• Obtain strategic direction from the CEO, to support the formulation of the Operations strategy, plan and budget.
• Involved in Executive discussions and give input to the design and development of the long-term vision for the CETA.
• Engage in continuous environmental scanning and trend analysis which may directly, indirectly and/or potentially impact on the CETA.
• Study global and local trends in Construction sector.
• Participate in discussions with the CEO, Executive Management members and the Board to discuss opportunities and risks and give advice with regard to future direction.
• Develop an Operations Strategy and oversee the development of Operational Plans within all Units aligned to the CETA strategy.
• Identify trends and available new products and services and engage in discussion about integrating and adopting these into the Operations Division’s operational plan.
• Identify initiatives, processes, structures and technology that address the requirements of the operational plans.
• Obtain input from team members and relevant stakeholders to ensure all aspects are considered in the development of the plans and scorecards.
• Manage and monitor strategy implementation and adjust or amend as trends change or possible threats emerge.
• Ensure that all units in Operations are aligned to the developed operational plans.
• Ensure that all staff within the Operations division are aware of operational plans.
• Develop set performance measurement mechanisms and ensure the implementation of these through the operational plans.
• Monitor progress to ensure successful implementation of plans and achievement of targets.
• Set up meetings where relevant to discuss future improvements.
• Oversee the compilation of a policy framework within Operations Division and approve all policies before implementation.
• Ensure that the different systems and work processes in the allocated work areas are integrated and working properly.
• Attend departmental meetings, provide input to problem resolution and take steps to break down barriers that hinder progress.
• Manage the communication flow between the functions.
• Support the training of Managers, Supervisors, and staff within all systems, policies, and procedures to minimise non-conformances.
• Oversee the development and alignment of key strategic documents, including the Sector Skills Plan (SSP), Strategic Plan (SP), and Annual Performance Plan (APP).
• Oversee the development of qualifications and skills programmes, including research and collaboration with SMEs.
• Manage the completion and submission of qualification applications to QCTO.
• Develop Terms of Reference (ToR) and submit for RFQ/Tender publication, overseeing evaluation and SLA signing.
• Lead the repackaging of historically registered qualifications and coordinate a working group of stakeholders.
• Oversee the scoping meeting, occupational profile development, and appointment of AQPs.
• Ensure submission of progress reports to QCTO and facilitate curriculum and assessment specification development.
• Manage the verification and submission of qualifications and oversee the RFQ process for assessment instruments and RPL mechanisms.
• Oversee the compliance documents, desktop evaluations, and site visits for accreditation.
• Track registration, appointment of markers, invigilator training, and oversee the distribution and marking of assessments.
• Manage the certification process, including verification, sign-off, and tracking through the QCTO portal.
• Oversee the Discretionary Grant Funding Window.
• Oversee the Project Implementation facilitation.
• Oversee compilation and submission of monthly progress reports on projects.
• Lead consolidation of all reports into an EXCO report.
• Oversee submission of the consolidated operations report to Monitoring & Evaluation.
• Oversee the development of monitoring frameworks for learning programmes, ensuring alignment with organisational goals and standards.
• Lead the tracking of learner progress by reviewing and evaluating learning outcomes, attendance, and assessments.
• Oversee the collection of data from training providers, stakeholders, and learners to assess the effectiveness of learning programmes.
• Lead regular programme audits to ensure compliance with relevant policies, regulations, and quality standards.
• Oversee the preparation of monitoring reports, analyzing programme performance, learner progress, and outcomes.
•  management systems, tools, and databases.
• Ensure the availability, reliability, and accuracy of project data and documentation.
• Develop and implement standards, procedures, and guidelines for project system management.
• Manage the relationships and contracts with identified partners and service providers.
• Facilitate and maintain effective stakeholder and business relationships through appropriate relationship-building, networking, and reporting activities.
• Represent the organisation to stakeholders, associates, and partners and maintain professional, effective, and amicable relationships to ensure that CETA’s interests are upheld
• Liaise on a regular basis with all third parties and ensure that business relationships are maintained.
• Address problems that are identified in the most appropriate manner.
• Investigate problems and find suitable solutions.
• Deal with customer queries and escalated issues from Managers and Supervisors.
• Sound planning and forecasting of capital expenditure within area of responsibility.
• Compile budget inputs in accordance with policies, procedures and legal requirements.
• Manage costs against approved budget.
• Take full responsibility for the financial resources within the area of accountability.
• Establish and implement procedures for the prioritisation of revenue critical functions.
• Constantly monitor the areas within the Operations Division that could create financial loss if not actioned or managed correctly.
• Manage and check that payments are made to suppliers within set requirements.
• Coordinate the procurement function within the Division and ensure compliance with all CETA Supply Chain Management policies and procedures
• Establish and implement a comprehensive risk management framework that identifies, assesses, and mitigates risks.
• Monitor the division's adherence to legal, regulatory, and industry standards, ensuring compliance with all relevant laws and regulations.
• Stay informed on updates to regulations and ensure timely adjustments to policies and procedures.
• Lead efforts to identify potential risks, both internal and external, that could impact organizational operations and strategic objectives.
• Regularly review the effectiveness of risk controls and make necessary adjustments.
• Promote a culture of risk awareness and ethical conduct throughout the organization, encouraging proactive identification and management of risks at all levels.
• Ensure employees are trained and aware of their responsibilities regarding risk management and compliance.
• Provide transparency on compliance and risk management issues, ensuring that corrective actions are taken when necessary.
• Oversee internal and external audits to evaluate the effectiveness of risk management and compliance programs
• Build and lead an effective and cohesive team through the effective management of divisional resources.
• Drive the implementation of talent acquisition, succession planning, development, and retention strategies for the division.
• Ensure the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of talent in the business Division.
• Create a high-performance culture and manage team performance effectively by translating and communicating the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Ensure the working environment contributes to improving employee engagement, recognition and increased productivity.
• Ensure the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.

COMPETENCIES: 

1. Core Competencies:

• Agility
• Result-Orientated
• Integrity
• Respect
• Professionalism
• Stakeholder Management

2. Leadership Competencies

• Accountability
• Strategic Management
• Financial Management
• People Management
• Risk and Compliance Management
• Change Management

3. Technical Competencies

• Compliance
• Project Management
• Capacity Building
• Change Management
• Client Support
• Project Monitoring

4. Enabling Competencies

• Integrity
• Proactive
•  Listening Skills
• Communication Skills
• Attention to Detail
• Analytical thinking