Senior Officer: Research Outputs Coordinator

2 months ago

Bloemfontein, South Africa University of the Free State Full time

Job Title- Senior Officer: Research Outputs Coordinator (post level 9) Job ID: 5921- Organizational Unit- University of the Free State -> Vice-Rector: Research and Internationalisation -> Research Development- Contract Type- Permanent- Occupational Level- Junior Management- Location- Bloemfontein Campus - Bloemfontein, FS ZA (Primary)
- Closing Date- 28/10/2024- Description- A detailed curriculum vitae and cover letter.
- Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
- A copy of your identity document (ID or passport in the case of foreign nationals).
- Proof of registration with a Professional Body (if applicable).
- A copy of your driver’s license (if applicable).
- Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

**Duties and responsibilities**:
**Research Administration**
- Process, compile and monitor research outputs.
- Send all research-related documents to Deans, faculties, and staff members.
- Compile training documents and manuals for all capturers.
- Provide training to capturers.
- Update and prepare all e-forms and backend of the research module on the Research Information Management System (RIMS).
- Review all outputs on RIMS.
- Capture outputs in certain cases.
- Circulate all outputs electronically to sub-committees for internal reviewing.
- Communication between authors, capturers, and the Department of Higher Education and Training (DHET).
- Obtain all supporting documentation to be uploaded to RIMS in support of outputs.
- Prepare all documents ready for when our journals are audited.
- Handle all the enquiries during the audit process.
- Run reports and provide reports to numerous different individuals and entities regularly.
- Provide numerous research-related statistics to top management, deans, and heads of departments.
- Handle all data matters relating to outputs for internal and external purposes.

**General Administration**
- File documents.
- Handle all general queries and enquiries pertaining to research and output matters.
- Update all relevant research documentation as needed.
- Compile letters for staff to confirm outputs.

**Financial Administration**
- Compile Research Awards payment summaries after submission to DHET.
- Distribute this summary report to faculties.
- After feedback, compile a journal transfer letter to the finance department.
- Capture Ad hoc claims on the system.
- Handle all queries in this regard.
- Summarise all payments for each output year.
- Meeting Administration
- Handle the agenda and minutes of the UFS Journal editors' meeting.
- Handle most of the administration of this meeting.
- Distribute relevant information to the committee members.
- Responsible for the yearly payments of the honorarium to all editors and co-editors.
- Handle most of the journal-related enquiries.
- Schedule meetings between 2 and 4 times a year.

**Coordination**
- Serve as the contact between DHET and other research entities and the UFS, pertaining to research output matters.
- Communicate all relevant information to all relevant parties at the UFS.
- Distribute all reports and relevant information to all parties involved (mostly UFS).
- Liaise with DHET and other research entities on behalf of UFS staff concerning research-related matters.
- Work closely with the external auditors for research outputs submission.

**Inherent requirements**:

- A bachelor’s degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6 in Administration.
- Minimum of two (2) years relevant working experience relating to the duties and responsibilities.

**Recommendations**:

- Knowledge of a university environment, policies, procedures and relevant systems.
- Excellent Excel knowledge and skills.
- Competencies**Required competencies**:

- **Results oriented.**:

- The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
- The ability to deal calmly and effectively with high stress situations.

**- 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 rules and strictly follow work regulations.
- Proficient in using MS Office.

**- Leading.**
- The ability to lead, take charge of situations, and offer opinions and directions to others.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

**- Building coalitions**
- The ability to be self-assured and at ease with people in all types of social situations.
- The ability to make decisions through consultation, collaboration and working with close supervision.

**Assumption of duties**:
As soon as possible.

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