Administrative Assistant M000693
Listing reference: nwu_001709
Listing status: Under Review
Apply by: 15 May 2023
Position summary
Industry: Education & Training
Job category: Administration
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
DIVISION: FINANCE AND FACILITIES
DEPARTMENT: FACILITIES
POSITION NUMBER: M000693
VACANCY: ADMIN ASSISTANT
PEROMNES GRADE: P13
EMPLOYMENT TYPE: PERMANENT
PURPOSE OF THE POSITION:
• The position will fulfil two functions. 1.) There is a compliance function regarding administration of statutory required recordkeeping, this includes service, inspection and certification recordkeeping, this is required as per the OHS act. 2.) During the implementation of the IWMS system it was realized that there is a shortfall in Engineering Compliance regarding the service desk and back-office.
Job description
KEY RESPONSIBILITIES:
Record management of department
· Implement and maintain the record management system for the department. Ensure all records are organized and stored as per the OHS and statutory requirement in both hard and soft copies.
· Ensure the record management system for Certificates of Compliance of all electrical, mechanical, gas and fume cabinet installations at the NWU are up to date.
· Update all registers to comply with changing requirements and communicate any shortfalls regarding certificates. Ensure standardization of all records.
Help desk and back-office
· Perform the required task in the help desk to submit. route, allocate work orders for the users to the technicians and service providers. Update statuses and report.
Financial support to department
· Ensure all financial transactions are as per the procurement policy, generate budget reports, ensure job cards are up to date and issued in time and verify payments for critical installations. Assist with budgets for preventative maintenance and department projects. Assist with all financial reporting as per financial system
Admin support to department
· Organize admin operations and procedures with regards to all engineering compliance activities. Procure office- and other supplies. Offer general admin support to maintenance staff. Ensure all admin required are up to date and assist the department when needed. Assist with personal development requests and arrangement of courses that need to be attended.
Communication and liaison
· Communicate with internal and external stakeholders (contractors, professional consultants, Department of Labour etc.) Ensure everybody knows about the statutory requirements and assist with standardization of work, products and records
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Good communication skills and fault reporting
· Ability to work according to planning schedules with measurable intermediate goals.
· Computer Literacy to work with electronic job cards
· Advanced knowledge of infrastructure processes
· Ability to function under pressure and make decisions according to regulations.
KEY BEHAVIOURAL COMPETENCIES:
· Enthusiastic team player with positive social & interpersonal skills.
· Able to operate with minimum supervision
· Pro-active and innovative problem-solver
Minimum requirements
MINIMUM REQUIREMENTS:
· Grade 12 (NQF level 4).
· A minimum of 2 years’ administrative experience, preferably in a compliance environment.
RECOMMENDATIONS:
· A post-school qualification (diploma/degree) in Business Administration or Communication.
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: Mr HC Esterhuizen, 072 160 1869
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Dorah Ntlwana, Doarh.Ntlwana@nwu.ac.za
CLOSING DATE: 15 May 2023
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.
