Assistant Director: Housing and Residence Affairs

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