KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: . Applications submitted through any other platform will not be considered. 

NB! Internal Advert: Only UFS employees are invited to apply for this position.

Duties and responsibilities:

• Provide administrative support to the Head of department (HOD) and the department.
• Assist the HOD with the day-to-day management of the core administrative and financial business of the department.
• Provide an effective interface between the office of the HOD and internal and external stakeholders.
• Form and foster relationships across the University and external stakeholders.
• Manage and refer enquiries.
• Develop, implement, and manage appropriate administrative control systems.
• Adhere to the University of the Free State's human resource and financial policies and procedures.
• Ensure that all the activities within the department are carried out to the highest possible standards and that the necessary evaluation and monitoring procedures are in place to ensure compliance.
• Adhere to internal and external auditing, quality assurance and risk management procedures.
• Manage asset, stock, and risk registers.
• Make and submit travel and accommodation arrangements for academic staff members research fellows, visitors, and guest speakers through the University of the Free State's financial systems.
• Manage meeting administration (internal and external), including coordinating meeting dates; venue bookings; distributing notices, agendas, minutes and documents. 
• Manage workshop administration (internal and external), including coordinating dates; venue bookings; preparing, printing and distributing material; and arranging equipment. 
• Manage the coordination of departmental events and associated administrative and financial processes.
• Coordinate the logistic, travel and accommodation arrangements for research projects. 
• Deal with general administration, including typing and dispatching faxes, e-mails, correspondence, reports, directives, schedules, references, and other documentation as required.
• Ensure office compliance with safety regulations and arrange for maintenance and repairs when necessary.
• Draft correspondence as requested.
• Manage the departmental website.
• Coordinate courier and postal requests.
• Monitor entities within the department as well as the payment and transfer of funds between entities.
• Reconcile entities for external auditing in cooperation with entity holders and the financial department.
• Generate cost centre reports and checks weekly/monthly.
• Submit and monitor journal requests.
• Submit ad-hoc claims for remuneration of invigilators, external moderators, and examiners.
• Request and appraise quotations from service providers.
• Capture requisitions on Peoplesoft.
• Provide purchase orders to suppliers.
• Process invoices for the payments of service providers.
• Create and distribute invoices.
• Manage and submit ad-hoc and employee claims.
• Order office stationery, equipment and supplies.
• Submit and manage service requests (repairs, faults, general maintenance).
• Assist with student registration, open days, as well as departmental, faculty and university events as required.
• Assist with capturing research data on RIMS.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4. 
• A minimum of One (1) year of relevant experience, related to duties and responsibilities.

Recommendations

• Working knowledge of MS Word, Access, Outlook, Excel and Sharepoint.
• Experience within the higher education environment.
• A thorough understanding of the PeopleSoft system, Oracle and RIMS.
• Knowledge of university policies, procedures, administrative systems, and financial systems.
   

Key Competencies:

•    Results Orientated: 
-    The ability to cope with a frequently changing environment and to adapt to evolving situations.
-     The ability to be reliable, responsible, dependable and to fulfil obligations.
•    Strategic Thinking:
-    The ability to deal with several activities at a time.
-    The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. 
•    Business Acumen:
-    The ability to adhere to rules and strictly follow work regulations.
-    Proficient in using MS Office.
•    Leading: 
-    The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.
-    The ability to lead, take charge of situations, and offer opinions and directions to others.
•    Building Coalitions:
-    The ability to be sensitive and understanding to the needs and feelings of others. 
-    The ability to make decisions through consultation, collaboration, and working with close supervision.

Required Documents

*NB! Please ensure that all relevant documentation is attached to your application. INCOMPLETE OR APPLICATIONS SENT VIA EMAIL WILL NOT BE CONSIDERED. 
•    A detailed curriculum vitae and cover letter;
•    Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
•    A certified copy (not older than 6 months) of your identity document (ID);
•    Proof of registration with a Professional Body (if applicable);
•    A copy of your driver’s license (if applicable);
•    A service record of your current employer / last employer (only applicable to external applicants).

Assumption of duties:
1 May 2023.

Salary:
The annual remuneration package, including benefits is R 211 391.43 – R 354,408.50 per annum depending on the budget available for the position, relevant work experience and qualifications.

Enquiries:
For enquiries, please feel free to contact me at 051 401 9814 or email at MakolaCM@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9813/ 9848 for assistance.

General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/ division. 

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups, including candidates with disabilities.

Our Employment Equity Policy is available at :   https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.

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