Assistant Director: Housing and Residence Affairs

2 months ago

Bloemfontein, South Africa University of the Free State Full time

Job Title- Assistant Director: Housing and Residence Affairs Finance (post level 7) (Job ID: 5964)- Organizational Unit- University of the Free State -> Student Affairs -> Housing and Residence Affairs- Contract Type- Permanent- Occupational Level- Junior Management- Location- Bloemfontein Campus - Bloemfontein, FS ZA (Primary)
- Closing Date- 1/11/2024- Description**Duties and responsibilities**:

- **Financial Management**:

- Manage, calculate and upload the accommodation fees in accordance with the percentage increase approved by the UFS Council.
- Manage the process of mass billing of all residential students annually during February.
- Manage the transfer and uploading of billing/charges related data files from Mercury system to PeopleSoft.
- Oversee the annual reconciliation process of accommodation charges on student accounts of all three campuses.
- Reconcile income and occupancy.
- Manage and control salary expenses.
- Approve ad-hoc salary claims.
- Provide feedback to Residence Heads regarding the internal auditing of the residences' financial documents.
- Calculate the remuneration of Residence Committee members, including Day Residences.
- Obtain and discuss sub-divisions' budgets with relevant heads of sub-divisions.
- Table the draft budgets of sub-divisions to the Director for approval.
- Draft overall annual budget and concept budget for the following year in conjunction with the Deputy Director: Finance for all campuses and submit to Director for approval.
- Manage and oversee all cost centres of Housing and Residence Affairs (HRA).
- Prepare journals when necessary.
- Ensure that donations are transferred from the cost centre to residence's bank accounts.
- Calculate amount of campus levy per residence to be transferred from cost centres to the residence's bank accounts.
- Review water and electricity readings for discrepancies.
- Request overdraft facilities at the end of the year for all three campuses.
**- Human Resources**:

- Compile adverts for vacant posts.
- Submit forms for advertisement and appointments to the Director, Executive Director and HR Department.
- Ex-officio member of all HRA shortlisting panels and interviews.
- Serve as liaison with HR Business Partner.
- Submit appointments of RC Members/Ad Hoc Staff for submission to HOD.
- Keep a record of the leave of staff members.
**- 3rd Income Stream**:

- Oversee catering services at dining halls.
- Oversee income of Dining Halls.
- Oversee all the planning and logistic arrangements of conferences which is held during the UFS's holiday period.
- Oversee the reconciliation of conference accounts.
**- General Administration**:

- Request item types to be created for residences.
- Signing authority up to R100 000 of quotations, requisitions, and purchase orders.
- Approve electronic tax invoices received from UFS Finance Department.
- Manage and control telephone accounts of department.
- Oversee the HRA vehicle fleet.
- Attend meetings on financial matters.
- Coordinate all financial communication of HRA to staff, Residence Heads and Residence Committee (RC) members.
- Keep record of computer equipment in offices.
- Assist the Director as risk champion to update the Risk Register.
- Attend POPIA meetings with the Director.
- Provide benchmarking information regarding accommodation fees to the Deputy Director: Tuition Fees.
- Prepare reports (quarterly, semester, and annual) on department finances for submission to the Director.
**- Training and Development**:

- Provide training to sub-division heads on compiling their budgets.
- Provide financial training to newly elected RC Finance Members and Residence Heads.
- Review the Financial Manual of Residences in collaboration with the Assistant Director: Residence Life & Student Communities.
- Provide training to Student Assistants in HRA finance (Residence) office.**Inherent requirements**:

- Bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 with specialisation in Finance.
- A minimum of four (4) years relevant management experience in a higher education environment.
- Valid driver's licence.

**Recommendations**:

- Experience in a higher education housing environment.
- Knowledge of PeopleSoft System.
- Knowledge of Mercury System.
- Knowledge of Financial Principles.
- Knowledge of Budgeting.
- Knowledge of UFS Policies (Finance, Procurement, Entity Management, HR).
- Knowledge of Health & Safety Policy.
- Competencies**Required competencies**:

- **Results orientated**:

- The ability to set high standards, establish tough goals, and to work to achieve success.
- The ability to be reliable, responsible, dependable and to fulfil obligations.
**- Strategic thinking**:

- The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
- The ability to carefully analyse information and use logic to address issues and problems at work.
**- Business acumen**:

- The ability to adhere to ru

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