Faculty Officer

**UP Professional and Support**:
FACULTY OF NATURAL AND AGRICULTURAL SCIENCES

OFFICE OF THE DEAN

FACULTY OFFICER

PEROMNES POST LEVEL 10
- 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:

- Assisting the Faculty Manager in the management of buildings and facilities by:

- Oversee faculty logistics and operations by conducting site inspections and assessments of facilities, and infrastructure every week;
- Monitoring maintenance issues within the faculty and ensure issues are logged with the helpdesk (OneStop) and followed up;
- Ensuring housekeeping of buildings is done;
- Liaising with asset control to remove old furniture from buildings and venues;
- Liaising with service providers (internal and external) to address building and equipment issues;
- Ensuring facility complaints within the faculty are attended to e.g., maintenance of lecture rooms, offices, laboratories, etc.;
- Work closely with Asset Management Department in the resolution of asset queries
- Supporting the Faculty Manager, departmental staff and students with Occupational & Health Safety issues by:

- Serving as Occupational Health and Safety (OHS) Committee Secretary for the Faculty;
- Ensuring that OHS directives and adhered to;
- Ensuring inspection books are completed and submitted regularly;
- Monitoring and ensure adequate training of OHS reps in the faculty;
- Ensuring that personnel report any hazard, hazardous situations or accidents that may have occurred, or which may occur to the University’s OHS office;
- Developing emergency response plans for that faculty in coordination with the University’s Central OHS office;
- Supervising faculty messengers by:

- Providing guidance and support to faculty messengers and oversee regarding the execution of duties and responsibilities;
- Managing and ensuring that staff comply with the UP code of conduct, disciplinary code, and other policies and business rules, and participate in the disciplinary processes;
- Providing financial and logístical support to the Office of the Dean such as:

- Liaising with staff in the Dean’s office, suppliers, and external stakeholders;
- Making arrangements for travel and accommodation and handling general expenses;
- Requesting quotations and create requisitions on the financial system;
- Placing orders on the financial management system (PeopleSoft) and send purchase orders to respective suppliers;
- Communicating with suppliers to ensure orders have been delivered;
- Sending invoices to the Finance Department to ensure payments are processed;
- Booking courses for staff training;
- Providing logístical support to the Faculty Manager, e.g. arranging meetings and compiling information on request;
- Supporting to internal and external stakeholders regarding access to campus, e.g. visitor access permit;
- Ethics Applications Support:

- Communicate with the research community about research ethics, processes and revisions;

MINIMUM REQUIREMENTS:

- Relevant Bachelor’s degree with at least two (2) years’ experience; OR
- Relevant National Three-year Diploma (Health and Safety related) with at least four (4) years’ experience;
- Experience mentioned above should include experience in occupational health and safety, financial administration related work, office administration and secretarial duties.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge of the Occupational Health and Safety Act 85 of 1993 and certification;
- Proficiency in ERP systems, and managing online folders;
- Excellent interpersonal skills with internal and external stakeholders, as first point of contact for internal and external stakeholders;
- Exceptional administrative abilities, including organizing, prioritizing and commitment to meet deadlines;
- Able to multi-task and to work under pressure;
- Driver’s license.

ADDED ADVANTAGES AND PREFERENCES:

- Experience as OHS rep in a laboratory environment.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.
- A comprehensive CV;
- Certified copies of qualifications;

CLOSING DATE: 4 February 2024

ENQUIRIES:

- The University of Pretoria is committed to equality, employment equity and diversity._
- The University of Pretoria reserves the right to not fill the advertised positions._