Senior Administrative Assistant P000346
Position summary
Introduction
Job description
PURPOSE OF THE POSITION
The person in this position will be responsible for Secretariat and Administration duties of the department including financial control and management.
KEY RESPONSIBILITIES:
Strategic development
· Ensuring adherence of vision, mission, values and Code of Ethics for a unitary NWU Protection Services.
· Ethics for a unitary, NWU, Protection Services.
· Ensuring adherence on campus regulations.
· Ensuring adherence of standard operating procedures.
· Attend broader forum meeting.
· Attend Occupational Health and Safety meeting.
· Attend Crime Combatting Forum meetings.
Security Services
· Receiving report of Non-Compliance from Senior Control
Officer to prepare penalties and operational monthly reports.
Secretarial duties and Administrative Management
· General maintenance of office property and control over departmental assets.
· Consolidation of reports:
o Crime stats.
o Annual Report.
o Employment Equity Plan.
o Production reports.
o Production reports for Potchefsroom Campus.
· Record and take minutes at the following meetings:
o Crime Combatting Forum.
o Contract firm (Mi7 Security) meeting once a month.
o Broader forum meeting once a month.
o Control Officer meetinq once a month.
Records management representative
· Ensure that all NWU records (as listed in the NWU file plan and relevant to activities of organizational unit) are uploaded on NextCloud.
· Ensure that all records uploaded on NextCloud are provided with the correct reference numbers and that the naming conventions are
correctly adhered to.
Budget Management
· Assist Snr Manager with planning regarding the budget
· Obtaining quotations for all financial expenses.
· Creation of orders, requisitions and management of, checking and updating of internal and external accounts and invoices.
o Payments of invoices.
o Complete all service billinqs
Occupational Health and Safety
· Serve as a scribe at OHS Meetings.
KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:
· Knowledge of University Financial systems.
· Liaise with security service providers, vendors and clients.
· MS Office (Word, Excel and PowerPoint).
· Ability to work with numbers and inquiries.
· Problem solving and planning is essential.
Minimum requirements
· Grade 12 (NQF level 4).
· A valid driver’s license (Code 8/ EB).
· A minimum of two (2) years’ experience in secretariat/financial administration.
· A minimum of two (2) years’ experience working with vendors, contractors (services providers) and client services.
· A minimum of two (2) years’ experience working in an institution of higher learning.
ADDED ADVANTAGES:
· A minimum of two (2) years’ experience in working with university financial systems.
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: Michael Lekoko on 018 299 2212
ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Akhona Maqungo on 018 299 2624
CLOSING DATE: 09 December 2024
PLANNED COMMENCEMENT OF DUTIES: As soon as possible
