Assistant Officer: Admin and Finance (post level 13) - University of the Free State

University of the Free State | Bloemfontein, Free State

Description : Assistant Officer: Admin and Finance (post level 13). Company : University of the Free State. Location : Bloemfontein, Free State

Job Title Assistant Officer: Admin and Finance (post level 13) (Job ID: 5082) Organizational Unit University of the Free State -> Faculty of Natural and Agricultural Sciences -> Department Geology Contract Type Permanent Occupational Level Semi-Skilled Location Bloemfontein Campus - Bloemfontein, FS ZA (Primary)
Closing Date 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:

Academic Administration

  • Handle student academic and timetable enquiries in consultation with the program director and the Head of the department (HoD).
  • Assist academic staff to complete and monitor E10 submission process.
  • Monitor assessment moderation.
  • Manage all the communication to students.
  • Assist with the verification of class and exam timetables for the department in consultation with the program director and the HoD.
  • Assist with the registration process of student applicants in consultation with the program director and the HoD.
  • Liaise with Recognition of Prior Learning (RPL) office on regular basis.
  • Assist the program director and the HoD to coordinate lecture and tutorial schedules.
  • Monitor the submission of examination question papers and/ or study guides.
  • Organise the logistics of workshops and seminars.
  • Assist with the administration of module evaluations.
  • Manage RIMS: Receive research publications from the academic and research staff on time and capture it in the UFS RIMS system timeously.

Financial Administration

  • Request and appraise quotations.
  • Capture and approve requisitions.
  • Create purchase orders and provide them to suppliers.
  • Approve invoices for payments of service providers.
  • Manage ad-hoc claims of department.
  • Manage employee claims (F1, F2, etc.).
  • Purchase supplies, stationery, and equipment.
  • Create billing invoices and journals for internal services.
  • Assist with refund requests of students and complete the bursary forms for student refunds.

Office Administration and Operations

  • Provide administrative support to the line manager (Head of the Department).
  • Responsible for general office administration and operations, including but not limited to:
  • Handle all meeting administration, including arranging meetings, scheduling appointments, managing electronic diaries and preparing the minutes of the meeting.
  • Provide administrative support to all staff as required.
  • File documentation.
  • Order and control stationary.
  • Arrange printing, make photocopies and general maintenance of the photocopier.
  • Assist with travel and accommodation arrangements.
  • Draft letters.
  • Receive and process auditing information captures and make sure of the accuracy of data.
  • Liaise with external and internal stakeholders.
  • Make arrangements pertaining to social matters.
  • Liaise with internal as well as external stakeholders, including answering and handling of telephonic enquiries, handling of incoming correspondence, email and receiving of visitors, schedule appointments and handle general enquiries.

Human Resource Administration

  • Assist with the administration of new appointments within the department.
  • Assist with the administration of contract appointments.

Inherent Job Requirements:

  • Grade 12 or National Vocational Certificate on NQF level 4.

Recommendations:

  • One (1) year relevant experience related to the duties and responsibilities as listed above.

Competencies

Key Competencies:

  • Results Orientated:
  • The ability to set high standards, establish tough goals, and to work to achieve success.
  • The ability to cope with a frequently changing environment and to adapt to evolving situations.
  • 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 lead, take charge of situations, and offer opinions and directions to others.
  • 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.

Required Documents

Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
  • Certified copies must not be older than 6 months
  • A detailed curriculum vitae and cover letter
  • Certified copies of all academic records
  • Certified copies of relevant qualifications (please provide SAQA accreditation in the case of foreign qualifications)
  • A Certified* copy of your identity document
  • Proof of registration with a Professional Body (if applicable)
  • A copy of your driver's license (if applicable)
  • A service record of your current employer / last employer

Assumption of duties:
As soon as possible.

Closing date:
03 March 2023

Salary:
The annual remuneration package, including benefits is R 211 391.43- R 354 408.50 per annum, depending on the budget available for the position, 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 9814 or email at [email protected] or [email protected]. Additionally, kindly contact 051 401 2979/ 9810/ 9813/ 9848 for assistance.

General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/ division.

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 : https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH



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 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.