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. 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:

• Provide direct support to the Assistant Director and Senior Officer in administrative and operational tasks.
• Manage the Assistant Director's calendar, including scheduling appointments and meetings.
• Coordinate and organise events, workshops, and meetings.
• Handle inquiries from staff, students, and external stakeholders.
• Perform general office duties, including answering phones, greeting visitors, and managing correspondence.
• Maintain and update filing systems, both electronic and paper-based.
• Take meeting minutes and distribute them to relevant parties.
• Assist in the preparation of the agenda and follow up on action items.
• Assist with special projects and research as required.
• Assist the office with training workshops and capacity-building activities.
• Contribute to the planning and execution of the Eco-Vehicle Skills programme and race day.
• Process invoices, purchase orders, and expense reports.
• Support budget preparation and monitoring within KovsieACT.
• Handle reimbursements and other financial transactions as required.
• Complete requisitions (online approvals) and request and compiling journal requests.
• Submit invoices to various debtors, creditors, invoices and all queries.
• Assist in PeopleSoft registrations for vendors/quick customers.
• Assist students with Ad-hoc claims related to processing payments.

Inherent requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.
• A minimum of one (1) year's relevant experience in skills development, project coordination, or youth engagement.

Recommendations:

• A bachelor's degree or a B-Tech degree on NQF Level seven 7 in the field of Social Science or related field.
• A minimum of two (2) years' relevant experience or qualification in Project Management.
• Knowledge of UFS PeopleSoft Finance and Campus Solutions.
• A valid driver's license (attach a copy).

Competencies
Required competencies:

• Results Orientated:

- The ability to stick with tasks, not give up, and overcome obstacles in completing one's task.
- The ability to be reliable, responsible, dependable and to fulfil obligations.

• 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.
- Knowledge on UFS Systems (Blackboards, PeopleSoft Financials)

• 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.

• 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:
3 December 2025
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.
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 9814 or email or . Additionally, kindly contact 051 401 9810 / 9813 / 2979 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:
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.
Additional Information

Skills Required