Senior Administrative Assistant N001075
Listing reference: nwu_000881
Listing status: Closed
Apply by: 13 July 2022
Position summary
Industry: Education & Training
Job category: Administration
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
FACULTY/ DIVISION: NWU REGISTRAR NWU INTERNAL AUDIT
POSITION NUMBER: N001075
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: 12
EMPLOYMENT TYPE: PERMANENT
Job description
PURPOSE OF THE POSITION
Responsible for overall financial and general office administration and assistance with audit-related requests from members of the Internal Audit department, outsourced audit teams and external auditors.
KEY RESPONSIBILITIES:
1. FINANCIAL ADMINISTRATION:
- Responsible for all related purchasing of the department - creating requisitions, processing of payments, general ledger allocation and corrections, petty cash handling, and allocation of income received.
- Responsible for continuous training and upskilling of financial knowledge related to the KFS system.
- Issuing and controlling of office stationery, refreshments, computer equipment any other articles necessary for office use.
- Month- and year-end reconciliations of finances and ensuring the department stay within their budget.
- Assistance with the preparation of the annual departmental budget.
2. AUDIT-RELATED TASKS AND AD HOC REQUESTS:
- Assistance with audit-related tasks such as verification audits, tracking of evidence for investigations, follow-up on amounts owed to the NWU in respect of investigations, verification of student debtors/graduates/stock counts/ fieldwork for audits or any other ad hoc related tasks.
- Assisting outsource and external auditors with administrative matters or arrangements when required.
- Assistance with administrative arrangements for ARCC meetings and finalisation of report (professional touch and layout).
3. RECORDS MANAGEMENT FOR THE DEPARTMENT AND GATHERING OF RELEVANT DOCUMENTATION FOR THE ANNUAL QUALITY REVIEW:
- Filing/maintaining the department's internal electronic records management system in accordance with the relevant requirements/guidelines and rules.
- Assisting with the preparation and summary of audit assignments for ARCC reporting.
- Maintenance of documentation, recordkeeping, and ease of access to records for annual quality review.
4. BOOKINGS / ACCOMMODATION / TRAVEL / LEAVE ARRANGEMENTS:
- Arrangements for different seminars/conferences/training, including registrations, booking of accommodation and travel, and the payment thereof for all staff in the department.
- Application for and effective management of SDL funding for training.
- Update of training needs analysis and training register for the department.
- General maintenance/reconciliation of leave records and reports and reconciliation of the department's leave calendar and out-of-office arrangements.
5. GENERAL OFFICE ADMINISTRATION:
- Arrangements of meetings for director and other internal audit personnel, including agendas, minutes, and arrangements related to meeting rooms (clean, neat, and ready for use).
- Any preparation for and assistance during meetings when required.
- Preparation of conference/facilitation rooms for use and cleaning afterwards.
- Arrangements of personnel functions (social and year-end) and/or staff development sessions (birthday, culture, and casual day).
- Arrangement and coordination (before, during and after) of fraud-, training or other related events.
- Minute-taking during monthly meetings and reporting afterwards.
- Monitor usage and replacement of tea-, bathroom and conference room refreshments.
- Asset controller of the department / maintain the departmental asset register and planning or replacement of assets.
- Any other office administration as requested.
6. TENDERS
- Opening, coordination, communications and checking of all booked tenders from an internal audit department perspective and preparation of audit certificates in this regard.
7. INTERNAL AUDIT WEBPAGE
- Assisting with the update and improvement of the Internal Audit website regularly.
8. DEPARTMENT OHS REP:
- Submit monthly feedback reports to the NWU Compliance Offices and attendance of representative meetings to give feedback on departmental issues and/or reporting as required.
Minimum requirements
MINIMUM REQUIREMENTS:
- A National Senior Certificate (Grade 12) with mathematics, economic and/or accounting subjects
- Bachelor’s degree with financial subjects is desirable.
- 3 years working with MS Office – Word and Excel in intermediate to advance level.
- 2 years’ financial systems experience
- 3 years assistance with financial related tasks
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
- Finances - sound knowledge of the NWU financial system and policies.
- Asset management - maintaining the department’s asset register.
- Records management according to NWU standards.
- Valid driver’s license
KEY BEHAVIOURAL COMPETENCIES:
- Good interpersonal and communication skills.
- Demonstration of language proficiency to function optimally in various multilingual environments for the NWU.
- Effective planning, organising and time management skills.
- Ability to work independently, be self-driven and perform under pressure.
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: Nicolene Botha on 081 285 2803
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Melissa Freeman on 018 299 4811
CLOSING DATE: 12 July 2022
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.
