Senior Administrative Assistant P001283
Listing reference: nwu_001910
Listing status: Under Review
Apply by: 7 August 2023
Position summary
Industry: Education & Training
Job category: Administration
Location: Potchefstroom
Contract: Permanent
Remuneration: Market Related
Introduction
NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS)
FACULTY OF NATURAL AND AGRICULTURAL SCIENCES
UNIT FOR ENVIRONMENTAL SCIENCES AND MANAGEMENT POSITION NUMBER: P001283
VACANCY: SENIOR ADMINISTRATIVE ASSISTANT
PEROMNES GRADE: P12
EMPLOYMENT TYPE: PERMANENT APPOINTMENT
PURPOSE OF THE POSITION:
The purpose of the position is to coordinate and administer creditors, financial administration, budget planning, record and project management and secretarial duties in the office of the Director.
Job description
KEY RESPONSIBILITIES:
Creditors Administration
· Performs financial administration tasks using Kuali.
· Responsible for the administration of Unit for Environmental Sciences and Management money stream 1 accounts.
· Responsible for the administration of UESM G2, G3, and G5 accounts.
· Receives requisitions, checks correctness and ensures that sufficient funds are available.
· Creates requisition on Kuali, for all vendors.
· Ensure that all documentation is in place.
· Internal and payment requisitions must be done on Kuali.
· Receiving payment request on the Kuali system.
· Create and update an electronic creditor list of all processed transaction created on the Kuali system.
· Administers all enquiries about finances (subject groups and research activities), including:
o Proof of payment enquiries
o Requests order forms
· Support to researchers about balance on activities and the correction of overspending.
· Determines uncompleted obligations (encumbrances).
· Handles advance requests and finalisation of advances.
· Preparation of documentation for internal and external audits.
Financial Administration
· Identify potential financial problems before they occur and prevent them (where possible without involving the directors). Report actions to directors.
· Administers the UESM’s financial records.
· Monitors all accounts (SOF1, 2, 3 and 5) in the UESM so that none of the account are overspent or misappropriated.
· Manage all research contracts, agreements, MoUs, MoAs and the opening of new associated accounts.
· Arrangement of bursary payments.
· Financial correspondence of the UESM and attendance of meetings that may have a bearing on the UESM’s finances.
Budget Planning
· Collecting of budget information, creating individual budget for the UESM and in cooperation with financial officer of Unit Environmental Sciences and Management. Consolidation of School (SBS and SGSS) so that there are no overlaps.
· Plans in consultation with UESM Director, distribution of operational allocations received from NWU and the utilisation thereof to achieve the UESM objectives.
Ad hoc
Ad hoc assignments will be given by the Director of the UESM
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Knowledge of financial administrative and clerical procedures and systems such as Kuali, word processing, managing files and records, office procedures and terminology.
· Understanding and detail knowledge of the financial and related policies of the NWU.
· Understanding the activities and processes of the Unit for Environmental Sciences and Management.
· Understanding the activities and budgeting processes of the NWU
· Must understand which records should be created/generated to serve as proof of the activity as elucidated in the NWU File Plan.
· Must know what a financial audit entails and how to execute it
· Must know which staff members in the department / subject group / school are responsible (record owners) for the creation of records.
· Financial system (Kuali – critical)
· Knowledge of NWU management information systems (Next Cloud, Dropbox, Google docs, Microsoft Teams)
· Knowledge of principles for providing customer and personal services.
· Knowledge and skills regarding the use of specific financial and archiving software programs.
· Ability to prioritise ongoing administrative tasks and manage own time well
· Ability to utilize various software programs such as spreadsheets for financial purposes and processes to address queries.
KEY BEHAVIOURAL COMPETENCIES:
· Communicate effectively with students, visitors, stakeholders, and staff.
· Ability to work with financial staff in the UESM and related schools and research teams.
· Demonstration of language proficiency to function optimally in the various multilingual environments of the NWU.
· Actively look for ways to assist staff, students, and stakeholders
· Functioning in a team environment.
Minimum requirements
· Grade 12 (NQF Level 4).
· A minimum of 2 years’ financial administration/creditors experience within the NWU.
· A minimum of 1 year record management experience.
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 CC Bezuidenhout: 018 299 2315
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Mpume Mqina: 018 285 2009
CLOSING DATE: 07 August 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.
