Job Description

Duties/Pligte

Financial administration and budget control

Timeously and efficiently executing financial administrative tasks related to the daily functioning of the Department and in line with Stellenbosch University's financial policies, including

processing requisitions, issuing requisitions, placing orders and receiving goods, processing departmental bursaries, ad hoc payments, interacting with debtors and creditors.Managing cost centres of academic staff and researchers in the Department. Using the University's financial system to enter and extract financial data, with a thorough understanding of the Department's cost centres and accounts. Liaising internally with SU's purchasing and procurement divisions, financial services and the vehicle fleet. Responsible for all administrative and financial tasks regarding arrangements for national and international travel, accommodation and conference attendance for academic staff (with

compliance to SU policy).

Administrative support

Receiving visitors, interacting with students, and effectively managing e-mail and telephonic enquiries. Maintaining an effective filing system of departmental documents. Providing secretarial and administrative support to academic staff members and undergraduate and postgraduate students. Handling undergraduate teaching and assessment administration. Handling the departmental postgraduate administration. Administering and scheduling activities for the Department of Chemistry and Polymer Science (scheduling meetings and planned activities, events coordination, monitoring and managing

diaries, taking minutes during meetings, etc.).Compiling financial statements, memoranda and other relevant documents as needed. Coordinating effective internal communication with departmental staff and students.

Finansiele administrasie en begrotingsbeheer

Die tydige en doeltreffende uitvoer van finansiele administratiewe take wat verband hou met die daaglikse funksionering van die Departement, en in ooreenstemming met die finansiele beleid

van die Universiteit Stellenbosch, met inbegrip van die verwerking van versoeke, die uitreik van rekwisisies, die plaas van bestellings en ontvang van goedere, die verwerking van
departemele beurse, ad hoc-betalings, skakeling met debiteure en krediteure.Bestuur kostepunte van akademiese personeel en navorsers in die Departement. Gebruik die Universiteit se finansiele stelsel om finansiele data in te voer en te onttrek, met 'n deeglike begrip van die Departement se kostepunte en rekeninge. Verantwoordelik vir die interne skakeling met die US se aankope-, finansiele dienste- en voertuigpoelafdelings. Verantwoordelik vir alle administratiewe en finansiele take gemoeid met nasionale en internasionale reis-, verblyf- en konferensiebywoningsreelings vir akademiese personeel (in

ooreenstemming met die US se beleid).

Administratiewe ondersteuning

Ontvang besoekers, skakel met studente, en die effektiewe bestuur van e-pos- en telefoniese navrae. Die instandhouding van 'n effektiewe liasseringstelsel van departementele dokumente. Verleen sekretariele en administratiewe ondersteuning aan akademiese personeel en voorgraadse en nagraadse studente. Hanteer voorgraadse onderrig- en assesseringsadministrasie. Hanteer die departementele nagraadse administrasie. Administreer en skeduleer aktiwiteite vir die Departement Chemie en Polimeerwetenskap (skedulering van vergaderings en beplande aktiwiteite, monitering en bestuur van dagboeke, neem

van notules tydens vergaderings, ens.).Die opstel van finansiele state, memorandums en ander toepaslike dokumente soos benodig. Koordinering van effektiewe interne kommunikasie met departementele personeel en studente.


Job Requirements/Pos Vereistes
A post-matric secretarial or administrative qualification at NQF Level 7 or higher. At least five years' secretarial and/or administrative experience. Knowledge and experience of financial, administration, and information systems. The ability to liaise appropriately and effectively with individuals at all levels, both within and outside the University. Proven computer proficiency - intermediate to advanced - in the use of the Microsoft Office package (Word, Excel, PowerPoint, Outlook and Teams). Shortlisted candidates will be required to

complete an applicable proficiency assessment.Excellent verbal and written communication skills in English. The ability to work under pressure without compromising accuracy. Outstanding interpersonal skills. The ability to work independently as well as in a team. Excellent organisational skills, and the ability to adhere to deadlines.
'n Naskoolse kwalifikasie in 'n sekretariele of administratiewe rigting op NKR-vlak 7 of hoer. Minstens vyf jaar se sekretariele en/of administratiewe werkservaring. Kennis en ervaring van finansiele, administratiewe en inligtingstelsels. Die vermoe om toepaslik en effektief met persone op alle vlakke, binne, sowel as buite die Universiteit te skakel. Bewese rekenaarvaardigheid (intermedier tot gevorderd) in die gebruik van die Microsoft Office pakket (Word, Excel, Powerpoint, Outlook en Teams). Daar sal van kortlyskandidate verwag word

om 'n toepaslike vaardigheidsassessering te voltooi.Voortreflike mondelinge en skriftelike kommunikasievaardighede in Engels. Die vermoe om onder druk te funksioneer sonder om akkuraatheid in te boet. Uitmuntende interpersoonlike vaardighede. Die vermoe om onafhanklik, sowel as in spanverband te kan werk. Uitstekende organisatoriese vaardighede en die vermoe om sperdatums na te kom.



Recommendation/Aanbeveling
A general working knowledge of scientific terminology. Some prior exposure to the use of chemical drawing software. Prior experience of administration work at a higher education institution. Prior experience in using Stellenbosch University's online systems (SUNLearn, STEMLearn, SUNStudent, SUNFin, etc.). An excellent spoken and written command of Afrikaans.
'n Algemene werkskennis van wetenskapsterminologie. Vorige blootstelling aan die gebruik van tekensagteware vir chemie. Vorige ervaring van administratiewe werk in `n hoeronderwysomgewing. Vorige ervaring in die gebruik van die Universiteit Stellenbosch se aanlynstelsels (SUNLearn, STEMLearn, SUNStudent, SUNFin, ens.). * Voortreflike mondelinge en skriftelike kommunikasievaardighede in Afrikaans.