Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered.

Duties and responsibilities:

General Administration

• Provide administrative support to line manager (Head of Department).
• Perform general office administration and operations, including but not limited to:

• Correct filing of work done.
• Meetings, conferences and workshop administration and coordination.
• Arrange events within the department.
• Responsible for all accommodation arrangements.
• Control the stock and asset register.
• Responsible for all logistics in the Department.
• Responsible for orders through e-requisition.

Financial Administration

• Request and appraise quotations.
• Capture all e-requisitions.
• Receive purchase orders and provide it to the suppliers.
• Process invoices for payments of service providers.
• Manage all ad-hoc claims of department.
• Capture all financial transactions on system. (Travel Authorisations (TA), Cash Advances (CA), Finalisation of TA and CA, Expense Reports)
• Capture, report, and follow up on job requests for maintenance and repairs where necessary.
• Order office supplies, stationary and equipment.
• Manage and administer the asset registers.
• Manage and administer the petty cash.
• Monitor the telephone accounts of staff.
• Reconcile projects, bursaries and/or other entities for external auditing in cooperation with entity holders and the Department of Finance.
• Reconcile third stream entities.
• Create new customer profiles and invoices.
• Request the transferring of bursary funds into student accounts.
• Capture all income and expenditures of department.
• Assist the departmental Project Leader with administrative issues, workshop and symposium organisation, minutes at meetings and finance on contracts from outside (third stream income).
• Keep the storeroom organised and clean together with the help of the cleaners.
• Provide students with financial information regarding registration, tuition etc.

Marketing

• Assist in marketing the department and exhibitions at conferences/workshops/ symposiums.
• Arrange admin and logistics for events and lunch/dinner for meetings.
• Organise functions and look after guests to laisse and make new contacts, especially overseas guests.
• Responsible for all departmental pictures.
• Organise welcoming and graduation functions for DiMTEC students.
• Assist with developing, sourcing, and updating marketing materials.
• Manage department social networks e.g., Facebook and Website.

International Liaison

• Administer and coordinate e.g., Erasmus Mobility Program for the department.
• Assist with application-process for

e.g., Erasmus. * Receive, entertain and take part responsibility in exchange student/s and staff (especially social aspects).

• Apply for more Erasmus + Mobility Programs with other countries and other international projects.

Inherent requirements:

• Bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6, related to Financial Management or Financial Administration.
• Minimum of one (1) year's relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience working with finances especially in an academic environment.
• General administration skills.

Competencies

Required competencies:

• 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.
• 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 negotiate, sell, influence and to persuade others.
• The ability to be self-assured and at ease with people in all types of social situations.

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).

Assumption of duties:
1 March 2024 or as soon as possible thereafter

Closing date:
7 February 2024

Salary:

The annual remuneration package, including benefits is: R177 223.42 - R222 367.85 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 or . Additionally, kindly contact 051 401 2979/ 9810/ 9813/ 9814 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 :

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.

Additional Information

University of the Free State