Senior Administrative Officer (5 yr contract appointment)

DEPARTMENT OF HIGHER EDUCATION AND TRAINING

FINANCIAL AND PHYSICAL PLANNING DIVISION

SENIOR ADMINISTRATIVE OFFICER (FIVE-YEAR CONTRACT APPOINTMENT)

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

RESPONSIBILITIES:

The incumbent will be responsible for the following:

• Provision of Financial administrative support to the Directorate:
  • Assisting in preparing submissions, memorandum and infrastructure briefing notes;
  • Collecting and updating Quarterly reports for the Directorate;
  • Maintaining a Central registry of contact details of relevant Infrastructure officials at public universities as may be required;
  • Making travel and accommodation arrangements for staff members in the Directorate including task teams, working groups etc;
  • Maintaining a central registry and file copies of all documentation;
  • Organizing meetings and minute taking at the meeting;
  • Preparing supporting documents and data for meetings.
• Provision of administrative and logistical office support to the Programme:
  • Setting up of meetings;
  • Compiling and distributing minutes of meetings;
  • Co-ordinating workflow and logistics for Directorate workshops;
  • Filing and tracking of, documents and correspondence;
  • Updating and responding to social media;
  • Maintaining and updating records of Directorate;
  • Keeping a record of all available documents;
  • Ordering of office stationary.
• Providing general office and secretarial support to the Deputy Director:
  • Responding to telephone enquiries and e-mail correspondence;
  • Maintaining and updating a contact list of contacts as requested by the Deputy Director;
  • Making travel arrangements for Directorate staff and task team members.
• Assisting with analysing of annual audited infrastructure progress reports submitted by universities to ensure the effective and efficient use of the infrastructure and efficiency grant:
  • Drafting submissions to the Director-General/Minister for the approval and release of funds, the use of interest and savings, ect;
  • Assisting in the co-ordination and analysis of Quarterly PICC expenditure reporting on the SIP 14 (Higher Education) infrastructure projects.

MINIMUM REQUIREMENTS:

• An appropriate relevant Bachelor’s degree/National Diploma in either Business, Commerce or Public Administration;
• Three years’ relevant work experience in administration, which includes financial, administrative and secretarial responsibilities.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• A thorough knowledge of and experience in the following:
  • Financial management systems;
  • Ability to arrange and systematise information;
  • Office management;
  • Workflow co-ordination;
  • Events and project management;
  • Management of monthly cash-flow statements;
  • Procurement policies and practices;
• Knowledge of Treasury Regulations and the Public Finance Management Act;
• A sound knowledge of computer applications including MS Word, Access, PowerPoint and Outlook;
• Excellent written and verbal communication skills;
• Excellent interpersonal skills;
• Excellent numeracy skills;
• Accuracy and attention to detail.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The all-inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

CLOSING DATE: 31 December 2017

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms Koba Allison, Tel: (012) 661 6159.

Should you not hear from the University of Pretoria by 28 February 2018, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.

In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply.

The University of Pretoria reserves the right to not fill the advertised positions.