Administrative Assistant Iii

3 months ago

Gauteng, South Africa University of Johannesburg Full time

**Advert reference**: uj_001673
- **Advert status**: Online**Position Summary**

**Industry**:Education & Training

**Job category**:Education and Training

**Campus**:Doornfontein Campus

**Contract**:Permanent

**Remuneration**:Market Related

**EE position**:Open to all

**Level**:Skilled

**Introduction**

The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development, and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) for societal impact in the context of the changing social, political, and economic fortunes of Africa”.

**Job description**

**Responsibilities**:

- To professionally assist and support the AVU Manager in the execution of their administrative functions of the unit. Coordinate the departmental (training, project coordination, scheduling, bookings, etc.).

**Office Secretarial**
- Professionally and efficiently manage the diary of the Manager by organising daily commitments and ensuring that commitments are honored.
- Manage the reception area and act as the first line of contact for the function.
- Take minutes at meetings and agendas for accurate record keeping.
- Compute, record, and proofread data and other information such as reports, agendas, memos, overtime, etc.
- Arrange and schedule meetings across functions.

**Client Liaison**

***
- Interact, organise, and liaise with clients from different departments as well as external stakeholders.
- Communicate with customers, employees, and other stakeholders.

**Office Administration**

***
- Effectively and timeously perform organisational and administrative tasks.
- Ensure that policies and procedures are adhered to.
- Manage information relevant to the job for records to be kept up to date for future reference.
- Arrange travel and accommodation for official business trips and conferences.
- Regularly update and keep records of all personal information of staff to assist when needed.
- Keep up to date with the services within the University, to assist staff with relevant information.
- Ensure that policies and procedures are adhered to.
- Protect and maintain confidentiality of information always known to staff members.
- Coordinates and records all sundries required by the staff.
- Keep up to date with the functioning of the department to ensure that professional assistance is always delivered.

**Procurement and Financial Administration**
- Ensure that all invoices are approved and delivered to the creditor's department on time for payment.
- Administer procurement of operational and capital items to enable efficient functioning.
- Ensure that all invoices are approved and delivered to the creditor's department on time for payment.
- Keep up to date with the procurement requirements to ensure the effective management of the process.
- Manage the purchasing and travel cards, reconciling purchases and ensuring that allocations are done accurately and timely on Oracle.

**Project administration**
- Scheduling routine meetings and recording decisions.
- Measuring and reporting on the project performance.
- Acting as the contact point for all project participants.
- Preparing and providing documentation to key stakeholders and internal teams.
- Breaking complex projects into simpler tasks and setting goals and timeframes.

**Minimum requirements**
- Diploma (NQF6) in Administrative Management/ Office Administration/ Business Administration
- Three (3) years' experience in Administration preferably at a tertiary institution
- Knowledge of UJ procurement systems and policies
- Knowledge of faculty rules and regulations
- Experience in all Microsoft packages (Word, Excel, PowerPoint, and Outlook)

**Competencies and Behavioural Attributes**:

- Computer literacy (all MS Office packages)
- Principles and processes for providing customer and personal services
- Telephone etiquette
- University policies and procedures
- Administrative and clerical procedures and systems
- Typing skills
- Strong interpersonal relationships
- Ability to network and build relations
- Must have verbal communication skills

**Recommendations**:

- Proven previous experience in administration and projects.
- Ability to build relationships with others.
- To deal with conflict situations.
- Must be able to work under pressure.
- Ability to use own initiative and work independently.
- Have problem-solving skills.
- Diplomacy skills.
- Social perceptiveness.

**Working Conditions**:

- May be required to work long hours

**Enquiries**:
**Enquiries regarding the job content**: Ms Nthabiseng Segole on Tel: (011) 559 2396

**Enquiries regarding remuneration & benefits**: Ms Glaudina Croukamp (HCM Business Partner) on Tel: (011) 559 3467

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