Job Description

Job Title
Senior Finance Officer - Student Affairs(post level 9) (Job ID: 5600)

Organizational Unit
University of the Free State -> Student Affairs

Contract Type
Permanent

Occupational Level
Junior Management

Location
Bloemfontein Campus - Bloemfontein, FS ZA (Primary)


Closing Date
5/2/2024

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:

• Provide statements/balances of entities as required by the Executive Director of Student Affairs.
• Do financial analysis for management decisions within Student Affairs.
• Check all finance-related documents before approval of the Executive Director of Student Affairs.
• Oversee budgets of Student Affairs inclusive of 9 departments.
• Manage all Finance and financial documentation of Student Affairs. Oversee all expenditures of the divisions of Student Affairs.
• Develop an annual budget for Student Affairs in consultation with the Executive Director of Student Affairs.
• Provide support regarding the development of the annual budget for divisions of Student Affairs.
• Financial accounting, i.e. controls, reconciliation and correcting of errors (Regarding invoices, journals, requisitions).
• Monitor and regulate expenditure against budgetary constraints; complete reconciliations for all relevant funds, working closely with the Executive Director of Student Affairs.
• Compile financial reports for Student Affairs.
• Manage and resolve all financial queries that might arise from both creditors and debtors.
• Ensure that financial transactions are transacted in compliance with UFS financial policies and procedures.
• Responsible for checking that advances have been cleared and submitted timeously.
• Assist staff to understand and better manage their finances.
• Responsible for the monitoring of all expenditure entities to ensure it complies with UFS policies.
• Support HOD with departmental budgets to submit to the Budget Register. i.e. Equipment (capital and non-capital), IT (capital and non-capital), and projects as appropriate.
• Handle petty cash.
• Arrange the release of invoices.
• Handle financial administrative and financial enquiries.
• Assist with operations related to Human Resource Management in Student Affairs Process employee Adhoc claims, Advances and Expenses applications.
• Order stationery and supplies when required for the office of the Executive Director as and when needed.
• Assist with invoicing of clients for adverts or services rendered by divisions of Student Affairs.
• Review S&T claims, reimbursements, and advances to staff, and ensure correct fund/cost centres are entered on all forms and sufficient funds are available.
• Monitor and regulate expenditure against budgetary constraints; complete reconciliations for all relevant funds, working closely with the Executive Director of Student Affairs.
• Design relevant financial report templates.
• Handle payments of creditors and all queries.
• Ensure the required HR appointment forms are submitted timeously - Appointment of Adhoc appointments via Peoplesoft HR are submitted timeously. Manage a comprehensive HR filing system.
• Assist with the administration of HR related matters for the Department.
• Assist with operations related to Human Resource Management in Student Affairs.
• Implement and monitor the overall risk management process for the department aligned with the institution.
• Implement, supervise, and assess the policies and processes that pertain to managing the risks faced by the department.
• Provide assurance to the ED regarding the management of risks within the department.
• Provide comprehensive and timely reports to the ED on the state of risk management, including recommendations for addressing risk issues that require improvement.
• Evaluate the effectiveness of internal controls and mitigation strategies to address risks faced by the
• department.
• Follow up on the implementation of risk mitigation strategies and report status to the ED.
• Report any material changes to the risk profile of departments to the ED.
• Ensure the risk register is updated with all changes.
• Oversee the development and implementation of (Internal and External) Strategic EDSA Projects.
• Establish a communication approach to update stakeholders, including appropriate staff in the organization, on the progress of the project.
• Initiate, coordinate, and roll out projects of strategic relevance in Student Affairs:
• Annual EDSA Prestige Awards
• Student Affairs Week
• Kovsie Open Day
• Annual DSA Strategic Planning Launch
• Any other project initiative from the Executive Director Office
• Coordinate and manage collaborative projects between different divisions in Student Affairs.
• Manage and administer the EDSA Prestige Awards together with the DSA Strategic Planning.
• Monitor the progress of the project and make adjustments by following an approved change management process as necessary to ensure the successful completion of the project.
• Monitor project alignment with the approved budget.
• Ensure that the project deliverables are on time, within budget and at the required level of quality.
• Report on and close the project.
• Responsible for other Ad hoc required activities.
• Collect and disseminate relevant information.
• Coordinate the departments' project activities, deliverables, resources, equipment, and information for effective execution of the project outcomes.
• Translate the project purpose and scope into doable actions and set timeframes.
• Liaise with stakeholders to identify and define requirements, scope, and objectives.
• Assist internal project leaders with scheduling and the management of projects.
• Assist with the preparation of budgets for the projects and reporting.
• Analyse project risks, opportunities, and mitigations.
• Oversee project financial procurement management processes.
• Monitor and manage project statuses by handling any project-related issues that may arise.
• Act as the point of contact and communicate project status to all stakeholders.
• Report to the Executive Director: Student Affairs.
• Make awareness and inform students about the EDHE Entrepreneurship.
• Compile data of students participating in entrepreneurship activities on campus.
• Update students of entrepreneurship activities.
• Inform the EDHE about the annual entrepreneurship competition.
• Identify qualifying studentsxe2x80x99 entrepreneurs to enter the EDHE competition.
• Support and coordinate students throughout the competition process.
• Encourage, follow-up and monitor the existing business of the students.
• Travel for work-related workshops, strategic plannings etc, / by invite to work related project Purchasing of equipment and furniture for the DSA.
• Support/Cover for the broader EDSA admin team if absent.
• Maintain all HR records; Conduct administrative component of all HR processes for ad hoc appointments; management of ad hoc HR payments; third-party access administration.
• Proactively engage with the Executive Director and HR to ensure that Ad Hoc employment contracts are valid and, where applicable, timeously renewed.
• Manage all administrative processes for the DSA Finance Office.
• Participate in the Community of Practice of Experts, related to the broader DSA Strategy and Vision.
• Create partnerships with the Department of Higher Education and Training and external organisations related to Student Affairs, namely:

o SAASSAP
o NASDEV

• Serve as a conduit between the Executive Director: Student Affairs and the broader UFS Finance Department Provide Strategic Support to the Executive Director: Student Affairs in terms of DSA Finances.

Inherent requirements:

• Bachelorxe2x80x99s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 in Accounting or a 3-year National Diploma on NQF level 6 in Accounting.
• A minimum of two (2) years relevant working experience related to the duties and responsibilities.

Recommendations:

• Knowledge of PeopleSoft.
• Knowledge of the Procurement Policy.
• Principles of corporate governance (e.g., financial, communication management).
• Knowledge of IT systems.
• Applicable university regulations, policies, and procedures.
• University structures and services (including academic environment).
• Principles of corporate governance (e.g., financial, communication management) Knowledge of the Procurement Policy.
• Knowledge of Budgeting.
• Knowledge of PeopleSoft Financial management skills.
• Computer skills (MS Office, Internet, and Intranet).
• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Member of a or registration at a professional body.

Competencies

Required competencies:

• Results-oriented.
• 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 focus on details, work towards perfection, and approach work in a neat and organised manner.

xe2x80xa2 Business Acumen:

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

xe2x80xa2 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.

xe2x80xa2 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.

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:
1 March 2024 or as soon as possible thereafter. Closing date:
5 February 2024. Salary:
The salary is available on request. 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 9814 or email at MakolaCM@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2979/ 9810/ 9813/ 9848/ 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 Policy is available at:
EEA13_EE Plan UFS 1 March 2022 (003).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.