Job Description

Job Title
POPIA Officer (post level 8) (Job ID: 6088)
Organizational Unit
University of the Free State -> Registrar -> Deputy Registrar: Legal Services and Compliance
Contract Type
Permanent
Occupational Level
Junior Management
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date
1/4/2025
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:

Assess, evaluate and analyse the feedback in the implementation of POPIA. Assist the UFS POPIA Forum and Project Manager(s) to implement the UFS POPIA project's outstanding items and associated implementation activities. Assist in the implementation of POPIA Project's outstanding deliverables as per the consolidated Action Plan (i.e. internal & from the external service provider). Assist in the coordination of the POPIA Project implementation and compliance phases. In consultation with POPIA Forum perform the required functions and activities to ensure effective rollout of the project. Assist in driving the implementation of the POPIA management system at UFS and ensure deliverables and outcomes are met. Assist in identifying and managing key issues and risks related to POPIA compliance and the POPIA rollout process within UFS. Provide update on the implementation status of outstanding policies by submitting reports and updates with regular feedback to POPIA Forum and the Deputy Registrar Legal Services and Compliance. Oversee administrative activities relating to all POPIA management systems including documentation thereof. Conduct risk assessments for high-risk processing in connection with POPIA requirements, including data security, security breach notifications, privacy notices, legitimate interest, purpose limitation and fair processing. Deal with Data Owners, including complaints and data breach notifications. Track and maintain a log of all incidents, complaints, data breaches and notifications. Ensure that the RUBIQ system management is used optimally and in terms of the contract. Ensure proper payment of RUBIQ invoices in consultation with various stakeholders. Create requisitions pertaining to service provider. Process invoices and other payments relating to POPIA purchases. Ensure that there is a sufficient budget before purchase orders. Monitor the entities of the DRLS&C to ensure that the office remains in budget and assist with the management of the budget. Arrange for journal transfers when necessary. Monitor and evaluate the implementation of POPIA including the maintenance thereof. Be discreet when handling confidential information. Prepare PowerPoint presentations as and when required. Work under pressure and meet deadlines.

Inherent requirements:

A Professional Bachelor's degree on NQF Level 8 in Law or a Bachelor's degree/Advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 in Information and/or Communication Science, Compliance and Risk Management or a closely related field. Minimum of three (3) years' relevant working experience in a POPIA/Risk Management/ICT or similar environment. Minimum of two (2) years' experience in a management or supervisory capacity.

Recommendations:

Experience within the higher-education environment. Knowledge of university systems, policies, and procedures. Understanding of POPIA, risk management and governance. Exposure to POPIA environment (i.e. projects, implementation, etc.)
Competencies

Required 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.

o Strategic Thinking:

The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. The ability to plan work and to follow plans.

o Business Acumen:

The ability to adhere to rules and strictly follow work regulations. Proficient in using MS Office.

o 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.

o Building Coalitions:

The ability to be self-assured and at ease with people in all types of social situations. The ability to interact with others and establish personal connections with people.

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:

01 May 2025 or as soon as possible thereafter.

Closing date:

01 April 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 7659 or email Sejanamanep@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9848 / 9814 / 9813 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