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.This post was previously advertised as Job ID: 5921. All applications received in response to the previous advertisement, will automatically be considered again. Previous applicants therefore do not need to reapply.Duties and responsibilities:
Research Administration

• Process, compile and monitor research outputs.
• Send all research-related documents to Deans, faculties, and staff members.
• Compile training documents and manuals for all capturers.
• Provide training to capturers.
• Update and prepare all e-forms and backend of the research module on the Research Information Management System (RIMS).
• Review all outputs on RIMS.
• Capture outputs in certain cases.
• Circulate all outputs electronically to sub-committees for internal reviewing.
• Communication between authors, capturers, and the Department of Higher Education and Training (DHET).
• Obtain all supporting documentation to be uploaded to RIMS in support of outputs.
• Prepare all documents ready for when our journals are audited.
• Handle all the enquiries during the audit process.
• Run reports and provide reports to numerous different individuals and entities regularly.
• Provide numerous research-related statistics to top management, deans, and heads of departments.
• Handle all data matters relating to outputs for internal and external purposes.

General Administration

• File documents.
• Handle all general queries and enquiries pertaining to research and output matters.
• Update all relevant research documentation as needed.
• Compile letters for staff to confirm outputs.

Financial Administration

• Compile Research Awards payment summaries after submission to DHET.
• Distribute this summary report to faculties.
• After feedback, compile a journal transfer letter to the finance department.
• Capture Ad hoc claims on the system.
• Handle all queries in this regard.
• Summarise all payments for each output year.

Meeting Administration

• Handle the agenda and minutes of the UFS Journal editors' meeting.
• Handle most of the administration of this meeting.
• Distribute relevant information to the committee members.
• Responsible for the yearly payments of the honorarium to all editors and co-editors.
• Handle most of the journal-related enquiries.
• Schedule meetings between 2 and 4 times a year.

Coordination

• Serve as the contact between DHET and other research entities and the UFS, pertaining to research output matters.
• Communicate all relevant information to all relevant parties at the UFS.
• Distribute all reports and relevant information to all parties involved (mostly UFS).
• Liaise with DHET and other research entities on behalf of UFS staff concerning research-related matters.
• Work closely with the external auditors for research outputs submission.

Inherent requirements:

• A 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 in Administration.
• Minimum of two (2) years relevant working experience relating to the duties and responsibilities.

Recommendations:

• Knowledge of a university environment, policies, procedures and relevant systems.
• Excellent Excel knowledge and skills.

CompetenciesRequired competencies:

• Results oriented.

- The ability to stick with tasks, not give up, and overcome obstacles in completing one's task.
- The ability to deal calmly and effectively with high stress situations.

• Strategic thinking.

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

• Leading.

- The ability to lead, take charge of situations, and offer opinions and directions to others.
- 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 make decisions through consultation, collaboration and working with close supervision.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:
As soon as possible.Closing date:
23 February 2025Salary:
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 2979 or email JardineS@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 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 : 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