PURPOSE OF THE POSITION:

Under general supervision, performs a variety of administrative duties for UCDP grants to assist the smooth running of the Academic Grants Administration office.

KEY RESPONSIBILITIES:

1.     Secretarial duties and general administration:

• Operate office machines, such as printing/photocopier/ scanners/facsimile machines, voice mail systems, and personal computers.
• Type/edit, format and proofread correspondence and other documents, from notes or dictating machines, using computers.
• Compute, record, and proofread data and other information, such as records or reports.
• Handle general enquiries from staff, students and receive visitors.
• Schedule UCDP grant related meetings and ensure attendance of key role players at meetings & other communication forums.
• Maintain work schedules, manage calendar of the manager, and arrange appointments.
• Make travel arrangements such as bookings and claims.

2.     Financial administration:

• Perform financial administration for the Academic Grants Office:

• Closing of the UCDG grants accounts.
• Registering new KFS users for the UCDG grant.
• Procurement and capturing of KFS transactions.

3.     Filing/Records Management:

• Maintain and update filing, inventory, mailing, and MS Teams/Nextcloud database systems.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities according to prescribed NWU records management system.
• Review files, records, and other documents to obtain information to respond to requests.

4.     External Communication:

• Ability to liaise and communicate with external stakeholders.
• Perform ad hoc administrative tasks as assigned by superior for general functioning of the AGA office.

5.     Occupational Health and Safety

• Co-operate with management, OHS officials and colleagues to help everyone meet legal requirements, whilst upholding and maintaining general occupational health and safety standards and practices.

MINIMUM REQUIREMENTS:

·          An Advanced certificate (NQF level 5) in Administration.

·          A minimum of 2 years’ experience in general office administration and financial administration.

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

·          Strong financial administrative skills.

·          Excellent communication skills (written and verbal).

·          Knowledge of administrative systems such as word processing, managing files and records, designing forms and office procedures and processes.

·          Ability to organise tasks effectively, meet deadlines and the ability to work independently and as a team member.

KEY BEHAVIOURAL COMPETENCIES:

·          Excellent inter-personal skills

·          Ability to work efficiently under pressure.

·          Discrete and trustworthy (discretion when handling confidential and sensitive information).

·          Stable and healthy personality, emotionally mature.

·          Excellent organisational skills, task commitment and task orientation.

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:                    Ms Edwina Fransman, Tel: 018 285 2334

ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO:    Mr Zenyo Seboko, Tel: 018 299 4797

CLOSING DATE:                                                                                                     07 March 2024

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.