KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered. 
Please ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS 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).

Duties and responsibilities:
Operations                                                                                                              
•    Order ICTS equipment for the university community.
•    Liaise with Service Providers to ensure best quality at best prices for goods and services.
•    Challenge the status quo and ensure that all the decisions are for the good of the University.
•    Process UFS documentation for digitisation and/or of site storage.
•    Process invoices and ensure timely supplier payments.
•    Ensure UFS policies are adhered to.
•    Follow up on outstanding tasks from internal and external stakeholders to ensure timely deliveries.
•    Plan and provide guidance in terms of forecasting.
•    Monitor and report on supplier performance.
•    Research technology to ensure that correct technologies are procured.
•    Stay current with technologies and advising thereof.
•    Ensure that all Vendor contracts are fully compliant and adhered to.
•    Receive and dispatch orders received.
•    Keep record and report on assets and store inventory on a monthly basis.
•    Coordinate repairs on loan equipment when necessary.
•    Collaborate with the Asset Management Department by updating the department with newly received assets and assets to be disposed via tender process.
•    Deliver and collect goods.
•    Receive and complete requests relating to the ICTS centralised stationary store.  
•    Order office supplies from central store via e-Procurement.
•    Regular inspection of ICTS vehicles.
•    Responsible for office administration.
•    Continuous relationship management with stakeholders.
•    Maintain good professional relationships with internal and external stakeholders.
•    Administration of ICTS contracts and agreements.
•    Check contracts and agreements content in collaboration with university attorneys to ensure UFS compliancy.
•    Promote involvement of stakeholders with any change processes.

Quality Control and Monitoring                                                                                         
•    Monitor supplier performance and address possible issues.
•    Analyse data and detect trends in divisional- and service provider performance.
•    Analyse data to forecast possible business needs and prepare stock levels accordingly.
•    Perform daily monitoring activities such as following up on unfinished tasks.

Leading and Expediting Operations                                                                                 
•    Participate and contribute to the formulation of the division’s strategy and intent.
•    Provide reports on stagnating Procurement tasks and orders and escalate where required.
•    Ensure that all business processes and procedures are followed efficiently.
•    Coordinate divisional projects and reporting thereof.
•    Responsible for division’s operational integrity.

Inherent requirements:
•    Grade 12 or National Vocational Certificate on NQF level 4 
•    One (1) to two (2) years’ relevant working experience related to the duties and responsibilities.

Recommendation: 
•    Two (2) to three (3) years’ relevant experience.
•    Experience within the higher education environment
•    Knowledge of university systems, policies and procedures.
•    Knowledge of the IT Service and Asset Lifecycle management.
•    Knowledge of and understanding of IT services theories and best practices.

Required competencies:
•    Results Orientated: 
-    The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
-    The ability to deal calmly and effectively with high stress situations.
•    Strategic Thinking: 
-    The ability to deal with several activities at a time.
-    The ability to carefully analyse information and use logic to address issues and problems at work.
•    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.
•    Building Coalitions:
-    The ability to make decisions through consultation, collaboration, and working with close supervision.

Assumption of duties: 
01 June 2023

Closing date:
16 April 2023

Salary:
The annual remuneration package, including benefits is R 354,408.50– R 444,721.26 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 2979 or email at Jardines@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9810 / 9813 / 9814 for assistance.

General:

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.