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
Provide the following administrative support to the Research Chair in Climate Change and Agriculture:
Academic Administration:

• Manage communication to students and staff active in the chair.
• Plan practical work conducted by students in the chair.
• Organise workshops and seminars.
• Assist with the quarterly reporting of the chair to the ARC and with reporting on externally funded projects.
• Capture research data for RIMS and other monitoring purposes.
• Enter scientific literature into the database.

General Administration:

• Provide administrative support to line manager.
• Responsible for general office administration and operations.
• Manage the diary of the Chair holder.
• Schedule appointment.
• Receive visitors.
• Handle general enquiries.
• Scrutinise and record the incoming mail and categorise it into priorities of urgency.
• Administer departmental venue bookings.
• Responsible for meeting administration.
• Arrange events within the department or section.
• Responsible for travel and accommodation arrangements.
• Liaise with external and internal stakeholders.
• Draft letters.
• Ensure office compliance with safety regulations.
• Receive and process auditing information.
• Capture and make sure of the accuracy of data.
• Maintain a pending system for follow-up of previous correspondence and pass items to line manager for follow-up.

Financial Administration:

• Request and appraise quotations.
• Create/Receive purchase orders and provide it to the suppliers.
• Process invoices for payments of service providers.
• Create and distributes invoices.
• Manage ad-hoc claims.
• Capture, approve, report, and follow up on job requests for maintenance and repairs where necessary.
• Responsible for the insurance of equipment.
• Manage and administer the asset registers.

Inherent requirements:

• Bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a National Diploma on NQF Level 6 in Office Management/Administration or closely related field.
• Minimum of one (1) years relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience within the higher-education environment.
• Knowledge of university systems, policies, and procedures.

CompetenciesRequired competencies:

• Results oriented.

- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to stick with tasks, not give up, and overcome obstacles in completing ones task.

• 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:

- Proficient in using MS Office.

• 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 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 drivers license (if required).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
01 March 2025 or as soon as possible thereafterClosing date:
16 February 2025Salary:
The annual remuneration package, including benefits is R194 241.50 R243 752.89 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 7659 or email SejanamaneP@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979 / 9810/ 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 unsuccessfulAdditional Information

University of the Free State