Job 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:

• Maintain administrative workflow in consultation with the Director and by developing administrative procedures.
• Make travel and accommodation arrangements for the Director.
• Arrange meetings for the Director, including refreshments and the preparation of venues for meetings.
• Maintain digital and physical records for the Director.
• Assist with the hosting of Institutional Advancement guests.
• Order office supplies and keep track of office inventories.
• Serve as liaison with technical support staff for office equipment.
• Organise office repair logistics and procurement.
• Schedule Institutional Advancement department meetings.
• Schedule Development Committee meetings and assists in circulating documents.
• Prepare agendas and takes notes at Institutional Advancement department meetings and archives proceedings.
• Provide secretariat support for Executive Committee of Convocation meetings.
• Identify and communicate administrative challenges.
• Resolve administrative workflow issues and assists with Purchase Orders when needed.
• Maintain continuity of work operations by documenting and communicating needed actions to the Director.
• Support the on-boarding of new Institutional Advancement staff members. For example, by ensuring they have keys, access cards, IT equipment and assisting line-heads in on- boarding of new colleagues through campus introductions, and general support.
• Assist with administrative and organisational tasks.
• Relay information on cleaning of the IA offices between Facilities Management and Institutional Advancement.

Inherent Job Requirements:

• Bachelor's degree or an Advanced diploma/ BTech degree/ Postgraduate certificate on NQF Level 7.
• A minimum of two (2) years' relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience working in a Higher Education environment.

CompetenciesKey Competencies Required:

• Results oriented.

- 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.
- Knowledge of Outlook.
- Strong English writing skills
- Good communication skills
- Knowledge of CRM databases (we use DevMan).

• Leading.

- The ability to maintain high levels of personal motivation, energy, and enthusiasm.
- 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.
- The ability to interact with others and establish personal connections with people.Required DocumentsPlease ensure that all relevant documentation is attached to your application.

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

Assumption of duties:
As soon as possible.Closing date:
26 June 2024.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 me at 051 401 9813 or email at PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9814/ 7659/ 9848 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).pdfThe 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.

University of the Free State