Job Description

Job Title
Senior Executive Assistant (post level 10) (Job ID: 6177)
Organizational Unit
University of the Free State -> Vice- Chancellor and Principal -> Top Management
Contract Type
Permanent
Occupational Level
Semi-Skilled
Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date
2/7/2025
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

Executive and Strategic Support:

Provide high-level, confidential support to the Chief Officer: Office Manager, including calendar management, travel coordination, briefings, and logistical arrangements. Draft and prepare executive correspondence, reports, minutes, and presentation material with a high degree of accuracy and professionalism. Coordinate and follow up on action items resulting from strategic meetings, ensuring deadlines and expectations are clearly communicated and met. Serve as the central point of contact for internal and external communication flowing through the executive office.

Office Administration and Operations:

Oversee daily operations of the Office of the Vice-Chancellor to ensure smooth workflow and efficient office functioning. Manage document flow and ensure secure record-keeping of confidential files, including the implementation of archiving and tracking systems. Monitor and maintain office supplies, assets, and resources to ensure optimal readiness and presentation of the executive space. Ensure professional frontline reception of all visitors, dignitaries, and stakeholders engaging with the Vice-Chancellor's office.

Financial and Procurement Administration:

Support the Chief Officer: Office Manager in overseeing the office's operational budget, ensuring responsible expenditure management aligned with institutional policies. Prepare and process purchase requisitions, supplier onboarding documentation, and invoice tracking through the university's finance and procurement systems. Monitor and reconcile all financial transactions, including travel claims, subsistence allowances, event-related costs, and event expenses. Maintain accurate records of all procurement and expenditure documentation for audit readiness and reporting purposes. Draft financial reports and expenditure summaries for quarterly and annual reviews, as requested by the Chief Officer: Office Manager. Coordinate travel bookings, accommodation, and claims for the Vice-Chancellor's Office and delegations, ensuring adherence to institutional travel procedures. Follow up on outstanding payments, manage relationships with internal finance units and external vendors, and resolve queries efficiently. Assist in the preparation of cost estimates and budgeting for official events, strategic engagements, and special projects hosted by the Office of the Vice-Chancellor. Serve as a point of liaison with the Finance and Audit departments to ensure timely submission of supporting documents and adherence to financial governance requirements.

Governance, Compliance, and Coordination:

Ensure compliance with institutional policies, governance protocols, and reporting timelines applicable to the Vice-Chancellor's office. Support the preparation and coordination of institutional meetings, strategic planning workshops, and formal governance structures involving the executive office. Maintain institutional confidentiality and data integrity in all interactions and processes.

Stakeholder Engagement and Protocol Support:

Act as the key liaison for the Office of the Vice-Chancellor with internal divisions, faculties, government officials, universities, donors, and international guests. Coordinate event and protocol arrangements for high-level visits, ensuring an exemplary standard of executive hosting. Prepare stakeholder briefings and logistics schedules for institutional events led by the Vice-Chancellor.

Inherent requirements:

A three-year National Diploma on NQF Level 6 in Office Administration, Public Administration or Business Management or a related field. Minimum of two (2) years' relevant working experience relating to the duties and responsibilities.

Recommendations:

Exceptional Organisational skills with the ability to manage complex diaries, competing priorities, and multiple deadlines with precision. Excellent planning and coordination skills, particularly for high-level meetings, strategic engagements, and institutional events. Strong attention to detail and the ability to manage documentation, correspondence, and information flow at an executive level. Excellent interpersonal skills and the ability to interact confidently and diplomatically with executive leadership, senior academics, and external stakeholders. Understanding of university governance structures, strategic planning processes, and the role of the Vice-Chancellor's office in institutional leadership. Awareness of the South African higher education landscape, including relevant policies, legislation, and compliance frameworks. Financial Knowledge and Experience (finance systems, e.g., PeopleSoft, Oracle, or similar). Advanced computer literacy with proven experience using the full Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Competencies

Required competencies:

Results Orientated:

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.

o 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.

o Business Acumen:

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

o 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.

o Building Coalitions:

The ability to be self-assured and at ease with people in all types of social situations. The ability to make decisions through consultation, collaboration and working with close supervision.

Assumption of duties:

As soon as possible.

Closing date:

2 July 2025

Salary:

The annual remuneration package, including benefits is R447 323.31 - R562 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 051 401 7659 or email SejanamaneP@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9813 /9810 /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 Plan is available at: EEA13-UFS EE Plan 1 March 2025_28 Feb 2026.pdf

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.