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.

Duties and responsibilities:

• Responsible for general office administration and operations including but not limited to:
• Provide administrative support and secretarial services to the department and line manager.
• Welcome and direct visitors and students to the appropriate staff members.
• Receive parcels from courier and other services.
• Receive, direct and relay telephone calls and messages.
• Handle general enquiries.
• Dispatch parcels/courier services.
• Scrutinise and record the incoming mail and categorise it into priority of urgency.
• File finance and HR related documents.
• Responsible for meeting administration.
• Responsible for departmental events: Catering, transport, preparation of venue.
• Responsible for travel and accommodation arrangements for external examiners/moderators, lecturers, Post Docs and PhD students.
• Assist with Travel Insurance.
• Control the stock register.
• Assist with typing as requested from lecturers from time to time.
• Follow-up of previous correspondence and pass items to line manager to follow-up.
• Request and appraise quotations.
• Capture requisitions for outstanding vendors and approve requisitions (internal e.g., Paintwork, plumbers, etc)
• Receive Purchase Orders from provisioning/finances and provide it to the suppliers.
• Process invoices for payments of service providers.
• Create and distributes invoices.
• Capture and manage employee claims.
• Capture, approve, report and follow up on job requests for maintenance and repairs where necessary.
• Purchase and order office supplies, stationery and equipment.
• Manage and administer the asset register.
• Assist with the recordkeeping of leave applications.
• Assist with Special leave applications for overseas.
• Assist and manage the administration of new appointments within the Department.
• Monitor the submission of study guides, assignments and tests for module files.

Inherent Job Requirements:

• Grade 12 on NQF Level 4.
• One (1) year's relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience within the higher-education environment.
• Knowledge of university systems, policies, procedures.

Competencies

Key Competencies Required:

• Results oriented:

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

• Strategic thinking:

- The ability to deal with several activities at a time.
- The ability to be creative and open-minded when addressing work issues.

• 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 be self-assured and at ease with people in all types of social situations.
- The ability to be sensitive and understanding to the needs and feelings of others.

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 driver's license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
1 January 2024

Closing date:
16 October 2023

Salary:
The annual remuneration package, including benefits is R 354,408.50- R 444,721.26 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 me at 051 401 9813 or email at PhokaR@ufs.ac.za. Additionally, kindly contact 051 401 2979 / 9810 / 9814 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.

University of the Free State