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:General Office management

• Serve as an effective interface between the division and members of the university community, public, private and community organisations, and the business sector.
• Provide administrative support to the Head of the Division, including drafting of letters and reports.
• Handle all administrative duties, including but not limited to email correspondence, report writing, processing and record-keeping of documentation.
• Assist other staff with administrative duties, as and when required.
• Handle all reception duties, receiving visitors, processing work orders and taking messages in absence of personnel members.
• Keep an audit trail of correspondence for record purposes and follow up.
• Ensure office compliance with safety regulations.
• Arrange and submit requests for maintenance and repairs when necessary.
• Manage the personnel leave register and leave applications received by staff members and summarize for the Head of the Division.

Financial management

• Generate monthly financial cost centre reports and checks.
• Obtain and appraise quotations.
• Process requisitions and orders for both divisions.
• Process invoices and other payments relating to purchases.
• Record keeping of all purchases in both divisions.
• Liaise with departments within the university regarding either work done by the division, follow-ups or payments that need to be done.
• Handle invoicing for both divisions for services rendered.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF Level 4.
• Minimum of two (2) years' relevant working experience relating to the duties and responsibilities.

Recommendations:

• Post matric qualification in finance and/or office administration.
• Experience in office administration and management.
• Experience within the higher-education -/engineering - /workshop environment.
• Experience in word processing, spreadsheets, and databases.
• Experience in PeopleSoft financials.
• Experience in supply chain management or logistics.

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.
- Excellent communication skills

• 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 interact with others and establish personal connections with people.
- The ability to be self-assured and at ease with people in all types of social situations.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).
• 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:
27 May 2024.Salary:
The annual remuneration package, including benefits is R365 979.80 - R459 263.33 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 me at 051 401 9813 or email at PhokaR@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979 / 9810 / 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 : 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