Senior Assistant Officer

2 weeks ago

Bloemfontein, Orange Free State, South Africa University of the Free State Full time
Job title : Senior Assistant OfficerJob Location : Free State, BloemfonteinDeadline : March 14, 2025Quick Recommended Links
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Duties and responsibilities

Provide the following administrative support to the Research Chair in Climate Change and Agriculture: 

Academic Administration:

  • Manage communication to students and staff active in the chair.
  • Plan practical work conducted by students in the chair.
  • Organise workshops and seminars.
  • Assist with the quarterly reporting of the chair to the ARC and with reporting on externally funded projects.
  • Capture research data for RIMS and other monitoring purposes.
  • Enter scientific literature into the database.

General Administration:

  • Provide administrative support to line manager.
  • Responsible for general office administration and operations.
  • Manage the diary of the Chair holder.
  • Schedule appointment.
  • Receive visitors.
  • Handle general enquiries.
  • Scrutinise and record the incoming mail and categorise it into priorities of urgency.
  • Administer departmental venue bookings.
  • Responsible for meeting administration.
  • Arrange events within the department or section.
  • Responsible for travel and accommodation arrangements.
  • Liaise with external and internal stakeholders.
  • Draft letters.
  • Ensure office compliance with safety regulations.
  • Receive and process auditing information.
  • Capture and make sure of the accuracy of data.
  • Maintain a pending system for follow-up of previous correspondence and pass items to line manager for follow-up.

Financial Administration:

  • Request and appraise quotations.
  • Create/Receive purchase orders and provide it to the suppliers.
  • Process invoices for payments of service providers.
  • Create and distributes invoices.
  • Manage ad-hoc claims.
  • Capture, approve, report, and follow up on job requests for maintenance and repairs where necessary.
  • Responsible for the insurance of equipment.
  • Manage and administer the asset registers.

Inherent requirements:    

  • Bachelor's degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a National Diploma on NQF Level 6 in Office Management/Administration or closely related field.
  • Minimum of one (1) year's relevant working experience relating to the duties and responsibilities.

Recommendations:

  • Experience within the higher-education environment.
  • Knowledge of university systems, policies, and procedures.
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