The purpose of this position is to support the University Capacity Development Grant (UCDG) 2021-2023 Focus Areas 2 (Staff Development) Focus Area leader and Project leaders. Tasks include the administration and execution of UCDG administrative and relevant activities, office administration and project activity planning and organisation, as well financial tasks for UCDG associated projects. Tasks focus on performing a variety of clerical/administrative duties to ensure the administration and smooth running of the Focus Area 2 activities. Financial duties include reconciliation of budgets and management of budget administration. Additional to coordination tasks, performing of ad hoc requests from UCDP management.

· Responsible for general clerical/administrative tasks, including but not limited to:

· Responsible for coordinating data record systems.

· Support the Focus Area Leader and relevant Project leaders in the design and maintenance of a file structure according to the formal record management policies

· Ad hoc administrative duties as indicated by UCDG management and Focus Area 2 leader.

· Coordinate financial administration for one or more projects in collaboration with the responsible UCDG financial officer;

· Perform financial administration for the Focus Area on the KFS system;

· Provide input at budget meetings;

· Assist in the reporting on all financial activities and reporting on budget on a monthly basis;

· Follow up on outstanding orders of internal and external requisitions;

· Perform procurement tasks as required, including physical office logistics, arrangement of accommodation during campus visits of school staff, organisation of equipment for meetings & functions, organising a variety of staff development opportunities etc;

· Provide input to UCDG budget, regarding improved efficiency and cost savings; and

· Perform financial administration for UCDG Focus Area 2 specified projects.

·         A bachelor’s degree (NQF level 7).

·         Formal training in MS Office, Internet, KFS, various applicable systems e.g. Management Information System (NQF level 5).

·         A minimum of 3 years’ financial experience – expenditure management.

·         Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, office procedures and terminology.

·         Knowledge and skills with regard to the use of specific office software programs especially MS Office suite (Excel, PowerPoint, Word), Google applications (Google Drive) internet and email usage and Video conferencing/collaborative software such as Zoom, MS Teams.

·         Knowledge of principles for providing customer and personal services.

·         Knowledge of the structure and content of the appropriate language including the meaning and spelling of words, rules of composition, and grammar.

·         Knowledge of applicable systems: KFS, records management.

·         Financial administration and budgeting.

·         Office Administration in higher education institutions.

·         Knowledge and skills in compilation of information in an appropriate format.

·         Perform basic mathematical operations with accuracy.

·         Ability to effectively liaise and communicate with the public, academic staff and colleagues at various levels and from diverse backgrounds. Customer service orientation by responding to clients’ requests promptly and effectively.

·         Ability to utilize various software programs for word processing and spreadsheets.

·         Accuracy and attention to detail to deliver accurate products conforming to applicable quality standards.

·         Ability to prioritise and coordinate ongoing administrative tasks and manage own time well, meet deadlines and delegate to team members where applicable.

·         Attention to detail.

·         Conference/ workshop/ meeting organisation and coordination.

·         Ability to work effectively independently and as part of a team.

·         Demonstration of language proficiency in order to function optimally in the various multilingual environments of the NWU.

·         Actively to coordinate activities within a smaller group.

· Discretion when handling confidential and sensitive information.

The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.

 

If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.