The Education, Training and Development Practices Sector Education and Training Authority (ETDP SETA) invites interested and suitably qualified candidates to apply for Project Administrator contract positions available across several provincial offices. These positions support the coordination, monitoring and reporting of education and training projects and programmes, including administrative oversight of learner stipend processes and documentation management.

The role is suitable for candidates with a National Diploma (NQF Level 6) in fields such as Business Administration, Public Administration, Human Resources Development, Office Administration or Project Management, together with at least two years of administrative experience in a project management environment. Responsibilities include coordinating project logistics, maintaining programme records, supporting stakeholder engagement and assisting with reporting activities aligned with approved implementation frameworks.

Position Title: Project Administrator
Department: Chief Operating Officer
Industry: Administration / Office Support
Employment Type: Contract
Total Positions Available: 19
Salary: Market Related
Closing Date: 4 May 2026

Provincial Locations and Posts

• Eastern Cape – 2 posts (East London)
• Free State – 1 post (Bloemfontein)
• Gauteng – 7 posts (Johannesburg)
• KwaZulu-Natal – 2 posts (Durban)
• Limpopo – 2 posts (Polokwane)
• Mpumalanga – 1 post (Mbombela)
• North West – 1 post
• Northern Cape – 1 post
• Western Cape – 2 posts

Overview of the Project Administrator Role

The Project Administrator role supports administrative, financial and logistical coordination required for the effective implementation and monitoring of projects and programmes within provincial offices. Responsibilities include managing learner stipend administration processes, maintaining documentation accuracy and supporting coordination between stakeholders involved in education and training initiatives.

The role contributes to programme delivery efficiency by ensuring project documentation is properly maintained, payment processes are accurately administered and monitoring schedules remain aligned with implementation timelines. Activities support grant-funded programme execution and assist provincial offices in maintaining compliance with organisational policies and service level agreements governing training initiatives.

Administrative coordination responsibilities support structured implementation of skills development programmes across provincial environments while ensuring learner participation records, attendance documentation and payment registers remain accurate and up to date.

Purpose of the Position

The purpose of the Project Administrator role includes:

• Supporting implementation of projects and programmes within provincial offices
• Coordinating administrative processes related to learner stipend payments
• Supporting monitoring and reporting activities
• Maintaining project documentation accuracy
• Ensuring compliance with approved procedures and service level agreements
• Supporting stakeholder engagement activities
• Assisting provincial management with programme coordination requirements

The role contributes to improving operational efficiency of grant-funded education initiatives through structured administrative support functions.

Administrative Coordination Responsibilities

Core administrative support activities include:

• Providing administrative support for project implementation processes
• Supporting coordination of programme activities across provincial offices
• Maintaining structured documentation systems for project records
• Supporting preparation of administrative reports related to programme activities
• Assisting with coordination between service providers and beneficiaries
• Supporting scheduling of project monitoring activities
• Maintaining organised filing systems for programme documentation
• Supporting communication between stakeholders and project teams

Administrative coordination strengthens programme delivery processes within structured project environments.

Supply Chain Management Support Responsibilities

Supply chain coordination duties include:

• Preparing requisitions for procurement of project-related goods and services
• Supporting documentation submission for procurement approvals
• Maintaining records of procurement requests
• Ensuring compliance with procurement documentation procedures
• Supporting verification of procurement records
• Coordinating procurement documentation retrieval processes

Supply chain support activities contribute to maintaining compliance with procurement policies.

Financial Administration Responsibilities

Financial administration duties include:

• Preparing payment documentation for project-related expenses
• Processing learner stipend payment documentation
• Maintaining payment registers for tranche payments
• Supporting verification of attendance records prior to payment processing
• Ensuring banking details are verified before stipend submission
• Supporting reconciliation of stipend registers
• Maintaining payment documentation filing systems
• Supporting resolution of stipend-related queries

Financial coordination activities ensure compliance with approved payment procedures.

Learner Administration Responsibilities

Learner support activities include:

• Coordinating learner stipend administration processes
• Verifying learner attendance registers
• Confirming learner banking information accuracy
• Supporting submission of learner payment documentation
• Maintaining learner records within programme registers
• Responding to learner stipend queries
• Supporting completion of UI19 documentation for learners
• Maintaining learner documentation compliance requirements

Learner administration responsibilities contribute to maintaining programme participation continuity.

Documentation Management Responsibilities

Documentation responsibilities include:

• Maintaining project documentation filing systems
• Ensuring beneficiary documentation completeness
• Supporting scanning and uploading of project records
• Maintaining retrievable documentation archives
• Supporting verification of supporting documentation accuracy
• Updating programme registers according to reporting schedules
• Ensuring documentation compliance with service level agreements

Structured documentation management supports monitoring and reporting activities across provincial programmes.

Management Information System Responsibilities

MIS-related responsibilities include:

• Capturing project information on Management Information Systems
• Uploading supporting documentation to digital reporting platforms
• Maintaining accurate data records within programme systems
• Supporting verification of uploaded project documentation
• Ensuring data accuracy within monitoring systems
• Supporting retrieval of programme information from MIS platforms

Data management activities support programme tracking and evaluation processes.

Monitoring and Evaluation Support Responsibilities

Monitoring support activities include:

• Collating statistical information on programme participants
• Maintaining composite monitoring schedules for projects
• Supporting evaluation reporting processes
• Coordinating monitoring documentation updates
• Supporting reporting of beneficiary participation statistics
• Maintaining monitoring frameworks aligned with project timelines

Monitoring coordination strengthens programme performance oversight processes.

Stakeholder Coordination Responsibilities

Stakeholder liaison responsibilities include:

• Coordinating meetings with service providers
• Supporting engagement with beneficiaries
• Communicating with project constituencies
• Supporting coordination between provincial offices and stakeholders
• Maintaining stakeholder communication records
• Supporting logistics arrangements for stakeholder meetings

Stakeholder coordination activities strengthen programme implementation alignment.

Logistics Coordination Responsibilities

Logistics support responsibilities include:

• Arranging travel for project activities
• Coordinating accommodation arrangements
• Supporting logistics planning for programme events
• Maintaining documentation related to logistics coordination
• Supporting meeting preparation activities
• Coordinating venue arrangements for programme sessions

Logistics coordination supports operational readiness of programme activities.

Reporting Responsibilities

Reporting support responsibilities include:

• Assisting compilation of weekly reports
• Supporting preparation of monthly reports
• Supporting preparation of quarterly reports
• Maintaining reporting documentation accuracy
• Supporting verification of reporting inputs
• Maintaining reporting submission schedules

Reporting activities ensure programme performance tracking remains consistent.

Project Steering Committee Support Responsibilities

Committee coordination responsibilities include:

• Scheduling Project Steering Committee meetings
• Preparing documentation for committee sessions
• Maintaining committee meeting records
• Supporting communication between committee members
• Coordinating follow-up actions from committee decisions

Committee coordination supports governance oversight of programme activities.

Termination Process Coordination Responsibilities

Programme closure support responsibilities include:

• Following up termination processes with learners
• Coordinating termination documentation with constituencies
• Supporting termination processes involving service providers
• Maintaining termination records within project documentation systems

Termination coordination supports compliance with programme closure requirements.

Minimum Qualification Requirements

Applicants must possess:

• A National Diploma (NQF Level 6) in one of the following fields:
  • Education and Training Development
  • Business Administration
  • Public Administration
  • Human Resources Development
  • Office Administration
  • Project Management
  • Related qualification fields

A Bachelor’s Degree (NQF Level 7) in a relevant discipline serves as an added advantage.

Experience Requirements

Applicants must demonstrate:

• At least two years administrative experience within a project management environment
• Experience supporting financial administration processes
• Exposure to logistical coordination activities
• Experience working within programme monitoring environments
• Experience supporting learner administration processes
• Exposure to stipend administration workflows
• Experience supporting grant-funded programme administration

Experience strengthens readiness for coordination responsibilities across provincial offices.

Technical Knowledge Requirements

Knowledge expectations include:

• Skills Development legislation
• Education and training sector processes
• Stakeholder engagement frameworks
• Programme monitoring systems
• Database and learner data management platforms
• Project management methodologies

Technical knowledge supports programme implementation accuracy.

Skills Requirements

Essential skills include:

• Organisational skills
• Time-management skills
• Communication skills
• Data analysis capability
• Problem-solving ability
• Attention to detail
• Technical coordination skills
• Ability to prioritise multiple project activities
• Ability to meet reporting deadlines
• Ability to perform reconciliations within administrative systems

These skills support performance within structured programme environments.

Application Requirements

Applicants must submit:

• Comprehensive Curriculum Vitae
• Certified copies of qualifications
• Certified copy of identity document

Late or incomplete applications will not be considered.

Correspondence will be limited to shortlisted candidates only. Applications not receiving feedback within eight weeks after the closing date should be regarded as unsuccessful. The organisation reserves the right not to make an appointment.