Senior Departmental Officer
2 weeks ago
Duties/Pligte The incumbent will be responsible for:
**A. Finance**:
- Financial administration of the Department as well as research cost centres and projects;
- Preparing and processing requisitions, claims and requesting journal transfers and advances;
- Timeous settlement of all invoices according to the terms and conditions of the financial policy of the University;
- Ordering stationery, furniture, equipment, and supplies;
- Reconciliation of payments;
- Processing monthly payments on ad hoc, D20 and the student assistant HR system;
- Statistics/recordkeeping;
- Responsible for making financial recommendations to the Head of the Department and Facilities Management;
- Filing;
- Budgeting;
- Maintaining a good financial relationship with suppliers and staff members;
- Maintaining the financial policies and regulations of the University;
- Sharing financial communication with staff members during meetings;
- Responsible for registration fees, conference/congress bookings (local and international) and making travel arrangements for staff and students;
- Preparing fixed-term contracts for part-time staff;
- Assisting colleagues with setting up cost centres via the financial office.
**B. Client Service**:
- Making referrals and recommendations to staff and students;
- Networking to promote the Department.
**C. Administration**:
- Statistics/recordkeeping;
- Filing;
- Sharing important information with staff and students regarding the finance and bursary offices;
- Making travel arrangements;
- Assisting with information for the departmental webpage.
**D. Ad Hoc Projects**:
- Arranging catering and meal packs for staff meetings and field trips of students;
- Social committee liaison.
**E. Self-Management**:
- Adding to the successful outcomes of the Department;
- Maintaining a positive attitude with clients, colleagues, and students;
- Accepting negative and positive feedback and attending to it accordingly;
- Accepting responsibility for the job and effective self-management;
- Maintaining quality and effective service delivery;
- Continuous personal development.
Job Requirements/Pos Vereistes
- Diploma in Financial Accounting or a related field;
- At least three years' experience in administration of which at least one year should be within a similar environment;
- Applicable experience with the University's or similar tertiary institution's information and administrative systems;
- Experience in preparing and managing departmental budgets, conducting budget reviews, and providing recommendations for financial efficiency;
- Experience in establishing and maintaining internal controls, ensuring compliance with financial regulations, and mitigating financial risks.
Recommendation/Aanbeveling
- Bachelor's degree or NQF level 7 qualification will be advantageous.
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