Job Description

KINDLY NOTE THAT ONLY INTERNAL APPLICANTS WILL BE CONSIDERED FOR THIS POSITION.
KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - 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:

• Effectively reconcile and run associated exceptions reports.
• Report problem vendors and sort out problems.
• Manage open PO list per vendor.
• Perform reconciliations of critical vendors.
• Review reconciliations done by other officers and senior assistant officers.
• Manage the scanning of all once-off claims into an electronic system and assist with the difficult queries.
• Manage the Once-off office on deadlines, capturing and recurring procurement.
• Review Once-off creditors to identify recurring procurement from once-off payments and register these vendors where they meet the criteria of the UFS.
• Ensure and monitor accurate and timely foreign transactions (Once-off and PO-related).
• Review accuracy of the water and electricity payments.
• Create more effective invoice/receipt processes.
• Take responsibility for contingency plans of staff, including leave and sick leave.
• Monitor risks relating good receivable notices.
• Monitor appropriate approvals as per policy (more than 10% deviations from the original PO).
• Manage and monitor Image Now to ensure that no items are older than 2 days.
• Identify and monitor corrections of Double payment reports.
• Monitor the risk of the system taking appropriate discounts as agreed with suppliers.
• Monitor the risk of completeness and accuracy of credit/debit notes captured.
• Manage the Dashboards of creditors.
• Compile and review monthly management reports.
• Oversee and monitor all creditor reconciliation functions.
• Assist with implementing financial policies and procedures.
• Manage the match workbench to ensure optimal effectiveness and an optimal control environment.
• Perform CR/DP/FR Payment Process.

Inherent requirements:

• Bachelor's degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 or a three-year national diploma on NQF Level 6.
• Minimum of two (2) years' relevant working experience in a Creditors' environment.

Recommendations:

• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Member of or registration at a professional body (attach proof).

Competencies
Required competencies:
Results Orientated:
- The ability to set high standards, establish tough goals, and to work to achieve success.
- 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 carefully analyse information and use logic to address issues and problems at work.

• Business Acumen:

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

• Leading:

- 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.

• Building Coalitions:

- 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.
Assumption of duties:
As soon as possible.
Closing date:
10 July 2025
Salary:
The annual remuneration package, including benefits is R 447 323,31- R 562 750,48 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 or email _ or . Additionally, kindly contact / / 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.