PURPOSE OF THE POSITION

The appointment of a Senior Administrative Assistant is a very important position for the Centre of Excellence for Nutrition, Faculty Health Sciences to appropriately support the daily functioning of the office of the Research Director of CEN, in terms of administrative activities, support for researchers, post-graduate student programmes, and financial administration in the entity and to ensure the correctness and completeness of all the above activities.

KEY RESPONSIBILITIES:

Director’s administration & organizational tasks

• Director's personal assistance/Secretary (including director’s diary, assist with information for keeping CV of director up to date).
• Annual research report in collaboration with the director - obtaining and supplying information (also list of collaborators).
• Receiving visitors and visitors’ administration.
• Enquiries – staff & students’ travelling bookings, etc.
• CEN website – maintaining and loading of new information.
• Organising workshops, courses, functions, strategic meetings, etc.
• Circulating all information to staff and students (symposiums, conferences. external courses, etc.).
• Drafting agendas and finalising minutes (in collaboration with the director).
• Network printer (maintenance, accessories and monthly meter readings), external printing and copying.
• Stationery – handling and ordering when necessary.
• Appointment scheduling (staff, students, meetings, research forums, etc.).
• Assistance with ANLP arrangements (biographical information of participants), ordering of material and clothing.
• Administering collaboration agreements on system.
• Catering for visitors and meetings.
• Vehicle bookings and key collection (departmental, NWU Fleet Vehicles & Hertz vehicle hiring).
• Secure and confidential dispatch of mail and documents / courier services.
• Handling venue bookings for CEN – electronic.
• IWMS-PLANON (Integrated Workplace Management System) - Reporting faults and maintenance.
• IT (Information Technology) support portal – reporting and requesting IT services.
• Updating and record keeping of the list of extraordinary appointments.
• Other information requested by the Research Support office, Higher Degree Administration (SALA) and International Office.
• Notice board – updating and new information.
• General office management and administration.
• Any other tasks received.

Postgraduate programme administration

• Enquiries: prospective students, current students and international students.
• Post-graduate applications – downloading lists and necessary documents.
• Student information.
• Status of students’ performance.
• Circulation of necessary information.
• Bursaries – NWU, Faculty, departmental and external where applicable.
• Exchange students.
• Turnitin submissions on eFundi.
• Title registrations – supply templates and record keeping.
• Any other student related matters.

KFS system – support with financial matters

• All KFS and other electronic transactions – including all types of documents regarding financial matters.
• Staff and student finances.

Research administration

• Conference contributions, attendances and presentations (staff speaking at conferences by invitation).
• Collecting publications for information lists and notice board.
• Compiling information for nominees of NWU and FHS research awards.

Record management

• Direct and redirect any information received or stored – HAD, Admin offices of Executive Dean of Health Sciences, VSS, and NWU Nextcloud. MS Teams (One Drive, SharePoint).

Occupational Health and Safety

• Adhere to all safety regulations and training drills when necessary.
• Report faults, breakage and other to OHS representative, other senior staff members applicable, and on IWMS.

• An administrative certificate/diploma (NQF Level 5/6).
• A minimum of three (3) years’ administrative and financial experience, including postgraduate student administration, general office management, and records management.

• Experience within higher education sector.

• Experience with post-graduate student administration / lifecycle (e.g. VSS).
• Computer literacy in MS Office (Word, Excel, Adobe Acrobat and Power Point).
• Demonstration of language proficiency to function optimally in the various functionally multilingual environments of the NWU.
• Ability to multi-task and still function effectively and accurate under pressure and meet deadlines.
• Attention to detail.
• Good communication, written and numeracy skills.
• Knowledge of general financial principles & exposure to budgeting, reporting and analytical reviewing.

BEHAVIOURAL COMPETENCIES:

• Ability to work accurately and to deadline with minimal supervision.
• Ability to work effectively in a team.
• Ability to strictly enforce policy and procedures.
• Positive disposition.
• Adaptability / Agility.
• Emotional intelligence.

REMUNERATION:

The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.

ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Prof. Marlien Pieters on 018 299 2462

ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms. Janine Da Gama on 016 910 3451

CLOSING DATE: 4 November 2026

PLANNED COMMENCEMENT OF DUTIES: As soon as possible

Kindly take note: applications must be submitted online through the official NWU vacancy website. Incomplete applications and those submitted through any other platform will not be considered.

The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.

The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.

If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.

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