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.Please 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).
• 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).

Duties and responsibilities:

• Ensure that encumbrances are correctly provided for budgeting purposes.
• Ensure that correct budget allocations are made and to escalate concerns to the Senior Director: Protection Services.
• Develop and implement systems to ensure compliance with UFS financial polies and procedures.
• Ensure correct invoicing for goods and services rendered.
• Attend to discrepancies and queries on entities in real time.
• Compile and present monthly, quarterly and annual expenditure reports for Protection Services.
• Create and close purchase orders as and when needed.
• Create requisitions.
• Create and implement interdepartmental debtor management system.
• Follow up on payments for Protection Services rendered to other departments.
• Ensure that payments for services rendered are made in the correct entities.
• Ensure that monthly billing and invoicing is in line with contract stipulations before payments are affected.
• Ensure that services are provided as per the service level agreement.
• Keep record of the expiry dates of contracts and escalate to the relevant contract manager as required.
• Liaise with Procurement regarding the advertising of new contracts.
• Liaise with Finances regarding service providers' financial queries.
• Keep record of invoices submitted for payment by service providers.
• Ensure that credit notes are issued as and when needed.
• Ensure that the asset register is updated and in order.
• Keep track of the procurement, marking and movement of assets.
• Ensure that the depreciation of departmental assets is done in accordance with the Finance policies
• Conduct regular asset audits and escalate concerns identified.
• Initiate a process for the disposal of assets that have reached their lifespan.
• Ensure that the asset register is accurate and be the point of contact for Asset management within the Finance department.
• Check the finances in relation to discs sold per staff member in the Traffic Section per month and ensure that the financial books are balanced.
• Audit the petty cash monthly.
• Audit the traffic fine books - ensure that the tickets issued per Traffic Officer / Warden is in line with functions.
• Audit the payment of traffic fines and generate a report per month.
• Audit all financial transactions captured by the Department.
• Manage the records of lost and found items and the selling of these items.
• Purchase and distribution of uniforms.
• Attend to insurance-related queries within Protection Services.
• Attend all relevant meetings.
• Create internal job requests.

Inherent requirements:

• Bachelor's degree or an Advanced Diploma/B.Tech degree on NQF level 7 or a 3-year National Diploma on NQF level 6 in Financial Management or Accounting.
• A minimum of two (2) years relevant work experience relating to the duties and responsibilities.
• A valid driver's license.
• Computer Literacy

Recommendations:

• Experience in the higher education sector.
• Registration with a professional body.

CompetenciesRequired competencies:

• Results oriented.

- The ability to be reliable, responsible, dependable and to fulfil obligations.
- 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.
- Knowledge of Asset Management
- Knowledge of procurement and supply chain Policies and Procedures.
- Knowledge of Financial Management Systems.
- Advanced excel computer skills.

• Leading.

- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building coalitions

- The ability to interact with others and establish personal connections with people.Assumption of duties:
As soon as possible.Closing date:
28 May 2024.Salary:
The annual remuneration package, including benefits is R421 476.38 - R530 190.63 per annum, depending on the budget available for the position, relevant work experience, and qualifications.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 2979 or email JardineS@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 981 / 9813/ 9814/ 9814/ 7659 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