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 comprehensive administrative and operational support to the Incubator team, entrepreneurs, and stakeholders.
• Manage day-to-day office operations.
• Manage financial records, including obtaining quotations, processing requisitions, purchase orders, invoices, and payments.
• Coordinate events and workshops.
• Liaise with startups and university departments.
• Maintain records and communication platforms.
• Assist with financial monitoring of projects and events.
• Support finance processes (budgets, expenditure tracking, reporting, audit prep).
• Coordinate with facilitators, speakers, and attendees.
• Assist with event registrations, attendance tracking, and feedback collection.
• Serve as a first point of contact for incubator participants (students, researchers, startups).
• Schedule mentoring and advisory sessions.
• Maintain a database of incubated ventures and track their progress.
• Maintain and organise digital and physical files, ensuring easy access to important documents.
• Assist with the preparation of presentations, reports, and other project-related documents.
• Assist in updating the incubator's website, social media, and newsletter.
• Help promote incubator activities to students and staff.
• Provide general administrative support, including scheduling meetings, managing correspondence, and

maintaining office supplies.

• Coordinate logistics for various projects, workshops, pitch sessions, and events, from planning, venue

bookings, to execution.
Inherent requirements:

• Bachelor's degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 in the field of Business Administration, Finance, or a related field.
• A minimum of two (2) years' relevant working experience in an administrative or financial support role, within an academic or project-based setting.

Recommendations:

• Two or more years of experience in event planning and coordination.

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.

• 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 negotiate, sell, influence and to persuade others.
- The ability to interact with others and establish personal connections with people.
Assumption of duties:
As soon as possible
Closing date:
26 January 2026
Salary:
The annual remuneration package, including benefits is R 335,528.28- R 422,077.01 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 2558 or email or . Additionally, kindly contact 051 401 2876 / 7659 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