Job Description

Job Title
Assistant Officer (Post Level 13) (Job ID: 5540)

Organizational Unit
University of the Free State -> Student Affairs -> Student Governance

Contract Type
Permanent

Occupational Level
Semi-Skilled

Location
Qwaqwa Campus - Qwaqwa, FS ZA (Primary)


Closing Date
13/11/2023

Description
This post was previously advertised as Job ID 5440. All applications received in response to the previous advertisement will not be considered automatically. Previous applicants, therefore, need to reapply. 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:
General and Office Administration

• Receive clients.
• Manage incoming calls/emails and correspondences.
• Administer Student Governance Diary.
• Arrange all travelling and accommodation.
• Schedule, arrange and organize meetings.
• Book venues for meetings.
• Type minutes/documents and reports.
• Order stationery and equipment and process all requisitions.
• Photocopy and print documents.
• Maintain the Student Governance Notice Board and communication.
• Serve as a link between the Faculties, CSRC Office, Student Governance Office and the Office of the Student Affairs.

Documents Management

• File documents and control record keeping.
• Update and maintain the Student Associations/ Organisations database.
• Develop and maintain a document management/ filling system.
• Archive documents.

Project Management

• Assist with Administrative Support for all Student Governance Programmes and Projects
• Assist with administrative Support for all registered Student Structures/Associations.
• Assist with Faculty Student Councils (FSC) and the Establishment of Faculty Student Governance Structures in line with the ISRC Constitution.
• Assist on Facilitating actively the engagement of Student Governance Structures.
• Assist on organizing the Induction programmes for all Student Governance Structures.

Inherent Job requirements:

• Grade 12 on NQF level 4.

Recommendations:

• A Bachelorxe2x80x99s degree or an advanced diploma/BTech degree on NQF level 7.
• Driverxe2x80x99s licence.
• Computer literacy.
• Experience within the higher education environment.
• Knowledge of university system, policies, and procedures.
• Minimum two (2) years relevant working experience in office administration.

Competencies

Key Competencies required:

• Results-oriented:
• The ability to set high standards, establish tough goals, and work to achieve success.
• The ability to cope with a frequently changing environment and to adapt to evolving situations.
• The ability to be reliable, responsible, dependable, and to fulfil obligations.

xe2x80xa2 Strategic thinking:

• The ability to deal with several activities at a time.
• The ability to plan work and to follow plans.
• The ability to be creative and open-minded when addressing work issues.
• The ability to carefully analyse information and use logic to address issues and problems at work.

xe2x80xa2 Business Acumen:

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

xe2x80xa2 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.
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

xe2x80xa2 Building coalitions:

• The ability to be sensitive and understanding to the needs and feelings of others.
• The ability to interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration and working with close supervision.

Required Documents
Please ensure that all relevant documentation is attached to your application.

• A detailed curriculum vitae and cover letter.
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driverxe2x80x99s license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
01 December 2023 or as soon as possible. Closing date:
13 November 2023. Salary:
The annual remuneration package, including benefits, is R 211,391.43 xe2x80x93 R 354,408.50 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 9810 or email MofoloNG@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979 /9813 /9814/ 9848 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 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 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.

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