Job Description

Job Title
Chief Officer: Finance (post level 8)Library and Information Services (LIS):(Job ID: 6055)
Organizational Unit
University of the Free State -> Vice-Rector: Research and Internationalisation -> Library and Information Services
Contract Type
Permanent
Occupational Level
Junior Management
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date
19/3/2025
Description

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.

Duties and responsibilities

Financial Management and Administration:

Foster strategies to reduce financial risks (risk champion of the LIS) and manage the coordination of formulation of the library budget for revenue and expenditure in order to meet the library's strategic objectives and operational goals. Approve the correctness of income and expense accounts. Create financial reports that support the business plan and present them to Library Management, including those pertaining to budgets, account payables, account receivables, expenses, etc. Interpret and use Library policies to address independently, moderately to difficult financial issues that are within the purview of the role. Contribute to library strategic planning to match the budget with the plan for execution purposes. Validate and ensure that revenue and expense accounts are accurate. Generate and deliver financial reports to Library Management that support the strategic plan, operational plan, including those pertaining to budgets, account payables, account receivables, expenses, etc. Present quarterly Budget vs. actual reports to the LIS staff and Library Management. Interpret and apply the library's policies to address moderate to difficult financial issue on your own, within the view of the role. Support the LIS Director in committees pertaining to finances and administration. Execute and implement the LIS's and the university's financial policies and procedures. Execute recommendation from both internal and external audit reports.

Management Accounting and Control:

Validate monthly Library management accounts and variance analysis. Provide Library management with the required financial-related information. Ensure the recording of income and expenditure according to the University policies. Monitor revenue and expenditure based on the Library's annual operating budget Review journal entries. Administer the LIS SLP and African Languages Press Accounts. Administer the LIS Research entity. Manage and coordinate the monthly and annual fixed asset verification process. Manage closely the coordination with the Insurance Department and Services division on matters relating to assets. Manage Library motorcycle and other license issues. Manage the Library Fixed Assets register. Manage the Asset disposal records. Oversee and lead the audit process. Digital skills transfer.

Strategic Human Resources Management (Staff Development):

Considerately identify the needed skills shortages with regard to new trends in technological innovations to enhance procurement practices of the LIS. Collaborate with Library Executive team and the Skills Development division of the university to provide and conduct needed staff training. Implement University and Library performance management procedures in consultation with the Director. Recruit and retain competent staff in collaboration with the Library Executive team and the Director. Adhere to and practices Transformation Employment relations.

Collaboration and Partnerships:

Manage the administrative support services on infrastructure development and maintenance projects in collaboration with Cleaning Cervices, Estates and contractors. Promote a safe and healthy environment across all Libraries with the OHS office of the university. Monitor and advise on OHS compliance in libraries and related building operations. Execute and monitor OHS policy and protocols in collaboration with internal stakeholders. Coordinate with the Infrastructure Projects manager on all financial and physical infrastructure.

Professional Development:

Attend and participate in multidisciplinary conferences (educational, subject-specific, and LIS conferences). Keep abreast of trends in higher education, finance, librarianship, and information science and relevant development in IT, learning technologies, and teaching practice. Actively participate in professional societies and related bodies. Network and participate in professional groups with peers from other institutions to keep abreast with library and finance-related innovations. Participate in internally organised knowledge and skills-sharing workshops. Perform additional duties as assigned such as participation on teams and leading special projects.

Inherent Job Requirements

Bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 in Financial Management/Accounting or closely related field. Minimum of three (3) years relevant working experience relating to the duties and responsibilities.

Recommendations

Honours degree/postgraduate diploma/professional bachelor's degree on NQF Level 8. Experience within the higher-education environment. Knowledge of university systems, policies, procedures. Member of or registration with a professional body.

Competencies

Key Competencies:

Results Orientated:

The ability to stick with tasks, not give up, and overcome obstacles in completing one's task. The ability to be reliable, responsible, dependable and to fulfil obligations.

Strategic Thinking:

The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. 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 lead, take charge of situations, and offer opinions and directions to others. The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

Building Coalitions:

The ability to negotiate, sell, influence and to persuade others. The ability to interact with others and establish personal connections with people.

Required Documents

Please ensure that all relevant documentation is attached to your application.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED

A detailed curriculum vitae and cover letter. Copies of qualifications or proof of qualifications obtained (please provide the SAQA accreditation in the case of foreign qualifications). A copy of your identity document (SA ID or passport for foreign nationals). Proof of registration with a Professional Body (if required). A copy of your driver's license (if required). Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:

As soon as possible.

Closing date:

19 March 2025

Salary:

The salary is available on request.

Fringe benefits:

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 9813 or email PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 9810/ 9814 / 2979 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 : EEA13_EE Plan UFS 1 March 2022 (003).pdf

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 University reserves the right not to fill the post. 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