Contract and Compliance Administrator

SUMMARY:
The Contract and Compliance Administrator will provide administrative and operational support to the Finance and Governance Manager in maintaining the organisation’s contract management, compliance and governance processes.
The role is responsible for ensuring that contracts, compliance records, governance documentation, registers and supporting evidence are accurately maintained, properly filed and kept up to date. The role will support the timely tracking of contractual and compliance obligations, follow up on outstanding information and assist in ensuring that the organisation remains organised and audit-ready.

POSITION INFO:
QUALIFICATIONS & EXPERIENCE

• Minimum 1–2 years’ experience in administration, contracts administration, compliance administration, legal administration, governance or a related environment.
• Diploma or Degree in Compliance, Legal Studies, Risk Management, Commerce or a related field is advantageous.
• Relevant administrative or compliance experience may be considered in place of formal qualifications.
• Experience maintaining registers, trackers or document repositories is advantageous.
• Exposure to contracts, compliance, education/training or a regulated environment is advantageous.
• Experience working with confidential information and formal documentation.
• Experience in a fast-paced administrative environment with multiple stakeholders is advantageous.

• Maintain and update contract, compliance and governance records within approved processes.
• Follow up with stakeholders regarding outstanding documentation and agreed actions.
• Request information and supporting documentation required to maintain accurate records.
• Escalate overdue actions, missing documentation, potential compliance gaps or contractual concerns.
• Apply established templates, checklists and administrative procedures. 

• Provide independent legal advice.
• Approve or accept contractual risk on behalf of the organisation.
• Amend contractual terms without appropriate approval.
• Make regulatory or compliance decisions on behalf of management.
• Approve policies, contracts or governance frameworks.
• Represent the organisation in legal proceedings or formal negotiations.

• Prepare standard contracts and related documentation using approved templates and instructions.
• Assist with the preparation and circulation of contracts for review and signature.
• Coordinate the collection of information required to complete contracts.
• Track contracts through the signature and approval process.
• Maintain electronic copies of fully executed contracts and related documentation.
• Update the contract register with relevant information, including contract dates, parties, values, expiry dates and responsible stakeholders.
• Monitor contract expiry and renewal dates and provide reminders to relevant stakeholders.
• Maintain a record of contractual obligations and key milestones as directed.
• Follow up on outstanding signatures, documentation and actions.
• Escalate unusual, incomplete or potentially problematic contractual matters to the Finance and Governance Manager.

• Maintain a central and accurate contract register.
• Ensure contract records are complete, correctly named and stored in the designated repository.
• Maintain version control and ensure superseded documents are appropriately identified and retained.
• Assist with periodic reviews of the contract register to identify missing information, expired contracts or outstanding documentation.
• Prepare basic contract status reports and schedules for management review.
• Maintain supporting documentation relating to contract amendments, renewals and terminations.
• Assist with ensuring that relevant stakeholders have access to current contractual documentation.

• Maintain compliance trackers and calendars for key organisational requirements.
• Record compliance deadlines, responsible persons and required supporting documentation.
• Follow up with relevant stakeholders regarding outstanding compliance information and submissions.
• Collect and organise compliance evidence for management review.
• Maintain audit-ready compliance files and supporting documentation.
• Assist with the administration of compliance requirements relating to B-BBEE, POPIA, labour legislation and other applicable requirements, under the direction of the Finance and Governance Manager.
• Escalate overdue requirements, missing evidence or identified gaps to the appropriate manager.
• Assist with maintaining compliance checklists and standard documentation.

• Assist with maintaining the organisational risk register and supporting documentation.
• Update risk and action trackers based on information provided by responsible stakeholders.
• Follow up on outstanding mitigation actions and provide status updates.
• Maintain records relating to governance meetings, actions and supporting documentation where required.
• Assist with identifying administrative gaps or missing documentation and escalate these to the Finance and Governance Manager.
• Support the implementation and maintenance of governance tools, trackers and standard templates.

• Maintain the organisation’s policy and SOP register.
• Ensure current approved versions are correctly stored and accessible.
• Assist with coordinating policy and SOP review dates.
• Circulate documents for review and approval as instructed.
• Maintain version control and supporting approval records.
• Assist with the communication and distribution of approved policy and SOP updates.

• Maintain the high-level SETA/QCTO compliance tracker and key submission dates.
• Capture compliance information received from the Training Compliance / ETQA function and other relevant stakeholders.
• Maintain supporting documentation and evidence received from responsible functions.
• Follow up on outstanding information and agreed actions.
• Monitor agreed timelines and provide updates to the Finance and Governance Manager.
• Escalate delays, missing documentation or potential compliance concerns.
• Provide administrative support for audit and compliance preparation.

• This role does not own or implement SETA/QCTO compliance or accreditation requirements.
• Execution accountability remains with the relevant Training Compliance / ETQA function.
• The role provides administrative tracking, document management, follow-up and reporting support.

• Maintain organised audit files and supporting evidence.
• Assist with gathering documentation requested for internal and external audits.
• Maintain an audit request and evidence tracker where required.
• Track outstanding audit actions and follow up with responsible stakeholders.
• Assist with preparing schedules and supporting documentation for management review.
• Ensure documentation is appropriately filed following completion of audits or reviews.

• Maintain structured governance folders and document repositories.
• Assist with the preparation and standardisation of templates, trackers and administrative tools.
• Assist with governance-related administrative checks during financial and operational processes.
• Provide general administrative support to the Finance and Governance function.
• Assist with maintaining records relating to suppliers, agreements, compliance documents and other governance information.
• Perform other reasonable administrative duties within the scope of the role as assigned by the Finance and Governance Manager.