Senior Assistant Officer

Faculty Economic and Management Sciences
Centre for Development Support
Senior Assistant Officer (post level 12)
Job ID: 3455

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: http://www.ufs.ac.za/templates/vacancies. Applications submitted through any other platform will not be considered.

Please ensure that all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED. Please note: Compile/Convert all the below documents as one document (Pdf or Word), when uploading it on the online applications system.

a detailed curriculum vitae and cover letter (please note that the first three (3) referees on your CV will be contacted with regard to reference checking);

certified copies (not older than 3 months) of all academic records;

certified copies (not older than 3 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);

a certified copy (not older than 3 months) of your identity document (ID).

Proof of registration with a Professional Body (if applicable).

A copy of your driver’s license (if applicable).

Duties and responsibilities:

General office management and administration

Act as the office manager for the SARCHI Chair on City-Region Economies.

Arrange meetings, functions, venues and catering.

Prepare agendas and take minutes of the meetings of the Centre for Development Support, distribute these to the academic staff and organise and keep the records of the minutes and related documents up to date.

Manage general communications to the department and SARCHI Chair, including email and other correspondence, manage queries and distribute information.

Liaise and manage administrative enquiries of all students associated with the SARCHI Chair on city-region economies

Arrange travel and accommodation arrangements (national and international) for staff members and visitors / guest speakers.

Order and distribute office supplies (stationary, consumables and cleaning materials) and manage waste paper.

Supervise the cleanliness and general neatness of the building, kitchen and lecture venues, and liaise with cleaning staff.

Supervise and liaise with departmental messenger and assistants.

Submit and manage service requests (including reporting faults, repair work and general maintenance).

Coordinate postal and courier requirements.

Facilitate security measures within the department.

Manage allocation of venues within the department.

Maintain administrative records as required by the University.

Manage the printing/photocopying of the department.

Financial administration

Manage financial matters in collaboration with the Director of CDS.

Manage the financial matters of the SARCHI Chair on City-Region Economies in collaboration with the Chair.

Submit employee claims and reconciliation of advances.

Assist with loading ad hoc claims and F1 forms, and job requests.

Handle all purchases and orders via university requisitions.

Monitor all entities (more than 50) of the department, SARCHI Chair and prepare financial statements.

Perform general administrative support including obtaining quotations, obtaining electronic requisitions and finalise all purchases as well as all other departmental or SARCHI Chair claims.

Assist research staff to manage payments to and from their entities.

Assist research staff as needed.

Research administration

Manage tenders and contract development of research projects.

Assist with logistics on research projects as required.

Assist academic staff with research tender application documentation.

Assist academic staff with research finances.

Load and co-ordinate all the logistics of research projects (car rentals, flights, fieldworkers, accommodation etc.).

Assist with purchase orders and organising any guest research presentations (including catering/booking of venues and invitations to guests).

Prepare and co-ordinate departmental Personalia every quarter for Faculty Counci.

Prepare and co-ordinate departmental / SARCHI Chair research outputs on the RIMS system for DHET subsidy verification.

Director of Department / SARCHI Chair assistance

Keep a record of the research fellows and visiting professors.

Co-ordinate the agreements and contracts of the research fellows and visiting professors.

If there are any vacancies available – assist the Director with advertising, interview schedules and selection procedures.

Inherent requirements:

Grade 12 or National Vocational Certificate on NQF level 4.

A minimum of one (1) year relevant working experience related to the duties and responsibilities.

Required competencies:

Business Acumen

o Proficient in using MS Office.

Results Orientated

o The ability to be reliable, responsible, dependable and to fulfil obligations.
o The ability to deal calmly and effectively with high stress situations.

Strategic Thinking

o The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
o The ability to plan work and to follow plans.

Leading

o The ability to lead, take charge of situations, and offer opinions and directions to others.
o The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.

Building Coalitions

o The ability to interact with others and establish personal connections with people.
o The ability to make decisions through consultation, collaboration, and working with close supervision.

Recommendations:

Experience within the higher education environment

Knowledgeable of PeopleSoft system – Campus Solutions, Financials, Human Resources.

Assumption of duties:

As soon as possible

Closing date:

4 August 2020

Salary:

The annual remuneration package, including benefits is R301 475.48 – R 378 285.65 per annum, depending on the budget available for the position, experience and qualifications.

Enquiries:

For enquiries, please feel free to contact 051 401 9848/7705 /7267 /9003 or email Recruit@ufs.ac.za

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.

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 committed to the pursuit of excellence, diversity and redress in achieving its equity targets. Our Employment Equity Plan is available at https://ufsacza.sharepoint.com/sites/supportservices/hr/Resources/Employment%20Equity%20Plan_July2017.pdf. For this post, we seek particularly to attract black (i.e. African, Coloured and Indian) and disabled South African candidates.

The UFS will only consider applications of candidates who meet all the inherent requirements of the position. 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.

APPLY ONLINE:

External candidates can click HERE to apply online.

UFS staff members can log onto PeopleSoft, click Self Service, Recruiting, and Careers to