Administrative Officer C1

7 months ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
**General office administration and reception**:

- Receiving visitors and/or clients on behalf of the Copyright, Trademark and Short Courses Division;
- Coordinating and preparing the boardroom for meetings and for receiving meeting attendees, and arranging refreshments when required;
- Performing administrative functions with regard to the boardroom and other venue bookings as required;
- Preparing documentation (printing and scanning) for the Copyright, Trademark and Short Courses Division, as requested;
- Coordinating access to the network on behalf of staff members of the Copyright, Trademark and Short Courses Division;
- Coordinating and managing daily external office cleaning services;
- Coordinating and managing requests for general office building and garden maintenance when required;
- Providing general administrative support to staff members of the Copyright, Trademark and Short Courses Division when required.

**General financial administration**:

- Engaging with general service providers to place orders for general office and catering supplies and electronic office equipment;
- Managing petty cash for emergency purchases for office use, and reconciling petty cash transactions.

**Financial responsibilities include**:

- Procurement requisitions;
- Receiving goods;
- Facilitating international requisitions;
- Creating a furnishing and equipment budget;
- Managing requisitions for claims reimbursement of the Copyright, Trademark and Short Courses Division staff;
- Office asset management via SU's financial system; Asset in transit administration.

**Algemene kantooradministrasie en ontvangs**:

- Ontvang besoekers en/of kliënte namens die Afdeling Kopiereg, Handelsmerke en Kortkursusse;
- Koördinering en voorbereiding van die raadsaal vir vergaderings en vir die ontvang van persone, en wanneer nodig, reël vir versnaperinge;
- Uitvoering van administratiewe funksies ten opsige van die bespreking van die raadsaal en ander lokale soos benodig;
- Hantering en verwysing van telefoniese navrae van potensiële kandidate en kliënte na die toepaslike personeellede of omgewing;
- Voorbereiding van dokumentasie (druk
- en skandeerwerk) vir die Afdeling Kopiereg, Handelsmerke en Kortkursusse soos versoek;
- Koördineer toegang tot die netwerk namens personeellede van die Afdeling Kopiereg, Handelsmerke en Kortkursusse;
- Koördineer en bestuur daaglikse eksterne kantoorskoonmaakdienste;
- Koördineer en bestuur versoeke vir instandhoudingswerk van die kantoorgebou en tuin wanneer nodig;
- Verskaf ondersteuning aan die personeellede van die Afdeling Kopiereg, Handelsmerke en Kortkursusse ten opsigte van algemene administrasie, wanneer nodig.

**Algemene finansiële administrasie**:

- Skakel met algemene diensverskaffers vir die plasing van bestellings vir die aankoop van algemene kantoor
- en spyseniersbenodighede en elektroniese kantoortoerusting;
- Bestuur die kleinkas vir noodaankope vir kantoorgebruik en rekonsiliasie van kleinkastransaksies.

**Finansiële verantwoordelikhede sluit in**:

- Voorraadrekwisisies;Goedereontvangs;
- Buitelandse rekwisisies;
- Skep 'n begroting vir meubels en toerusting;
- Behartig rekwisisies ten opsigte van eise ingestel deur die personeel van die Afdeling Kopiereg, Handelsmerke en Kortkursusse;
- Kantoorbatebestuur ten opsigte van die US se finansiële stelsel;
- Bate in transito administrasie.

Job Requirements/Pos Vereistes
- An applicable post-school diploma in office management and/or office administration;
- At least three years' experience of general office administration, including finances and/or secretarial work;
- Excellent computer skills in the MS Office suite (SharePoint, Word, PowerPoint, Excel, Adobe Acrobat);
- Excellent time management skills;
- Excellent and professional client service skills;
- Excellent interpersonal skills;
- Excellent planning skills;
- Understanding of bookkeeping procedures (finances);
- The ability to operate in a team;
- The ability to work independently;
- The ability to work efficiently and accurately under pressure;
- Good verbal and written communication skills in Afrikaans and English.
- 'n Toepaslike naskoolse diploma in kantoorbestuur en/of kantooradministrasie;
- Minstens drie jaar se ervaring in algemene kantooradministrasie met inbegrip van finansies en/of sekretariële werk;
- Uitstekende rekenaarvaardighede in die MS Office pakket (SharePoint, Word, PowerPoint, Excel, Adobe Acrobat);
- Uitstekende tydsbestuursvaardighede;
- Uitstekende en professionele kliëntediensvaardighede;
- Uitstekende interpersoonlike vaardighede;
- Uitsekende beplanningsvaardighede;
- Begrip van boekhouprosedures (finansies);
- Die vermoë om binne spanverband te funksioneer;
- Die vermoë om onafhanklik te werk;
- Die vermoë om effektief en akkuraat onder druk te werk;
- Goeie mondelinge en skriftelike kommunikasievaardighede in Afrikaans en Engels.

Recommendation/Aanbeveling
- Knowledge of the processes and procedures wi

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