Job Description

Job Title
Assistant Officer (post level 13) (Contract appointment: 1 year) Job ID: 6198
Organizational Unit
University of the Free State -> Deputy Vice-Chancellor: Research and Internationalisation -> Centre for Graduate Support
Contract Type
Contract
Occupational Level
Semi-Skilled
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date
22/7/2025
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. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:

A detailed Curriculum Vitae. Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation). A copy of your identity document (South African ID or passport for foreign nationals). Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Process University Capacity Development Grant (UCDG) ad hoc claims. Verify employment hours of claimants with Human Resources and applicable guidelines. Process travel authorisations, travel expenses and cash advances. Process UCDG F1 Creditor claims. Create e-requisitions for Operational and UCDG accommodation, travel arrangements, presenter

payments, air tickets, car rental and catering quotations.

Distribute Purchase Orders to requesters. Send signed invoices to UFS Finance, based on the quotations processed. Provide proof of payment to service providers when requested and received from UFS Finance. Process Nurturing Emerging Scholar's Programme (NESP) related financial transactions. Serve on the Staff Study Support Grant committee and process financial transactions of approved

applications.

Administer and monitor Operational, UCDG and NESP General Ledger expenses. Report on any unusual transactions or movements in the General Ledger. Compile monthly reports for Operational, UCDG and NESP activities. Maintain and update NESP and staff financial records and reconcile with entity expenditure. Comply with UFS Financial policies and the processing of payment in time. Update the UCDG Management Information System (MIS) with financial progress. Communicate with suppliers, service providers, external and internal UFS stakeholders.

Inherent requirements:

Grade 12 on NQF Level 4. Experience in financial processing in the higher education sector.

Recommendations:

Minimum of one (1) year's experience in the higher education sector. A post-school qualification in finance/accounting. Knowledge of financial processing at a higher education institution.
Competencies

Required competencies:

Results Orientated:

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

o Strategic Thinking:

The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. The ability to be creative and open-minded when addressing work issues.

o Business Acumen:

The ability to adhere to rules and strictly follow work regulations. Proficient in using MS Office.

o 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.

o Building Coalitions:

The ability to be self-assured and at ease with people in all types of social situations. The ability to interact with others and establish personal connections with people.

Assumption of duties:

As soon as possible.

Closing date:

22 July 2025

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.

Salary

The annual remuneration package, including benefits is

R 231 699,90- R 388 426,59 per annum, depending on the budget available for the position, relevant work experience and qualifications.

Enquiries:

For enquiries, please feel free to contact 051 401 2979 or email

JardineS@ufs.ac.za

or Recruit@ufs.ac.zaAdditionally, kindly contact

051 401 9831 / 9848 / 9329 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 Plan is available at: EEA13-UFS EE Plan 1 March 2025_28 Feb 2026.pdf


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 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.