Senior Management Assistant

**UP Professional and Support**:
DEPARTMENT OF INTERNATIONALISATION AND STRATEGIC PARTNERSHIPS

SENIOR MANAGEMENT ASSISTANT (ONE-YEAR CONTRACT)

PEROMNES POST LEVEL 9- The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development._

JOB PURPOSE:
Provide secretarial, departmental, financial and office administrative support to the Director, Deputy Directors, and other staff members of the Department of Internationalisation and Strategic Partnerships (DISP).

RESPONSIBILITIES:

- Office administration:

- Providing administrative support to the Director as required;
- Attending to department related and general enquiries for referral as required;
- Keeping up with departmental projects and providing information when required;
- Purchasing office supplies, office groceries, and refreshments for meetings;
- Attending to the Director’s office, reception area, and office in general to ensure neatness and cleanliness;
- General Director’s support:

- Managing submission dates and following up if required;
- Requesting information from the staff and management team, compiling and consolidating departmental reports as requested;
- Compiling agenda for meetings, taking minutes during meetings and circulating minutes after meetings in consultation with the relevant stakeholders;
- Financial administration:

- Attending to procurement for the department;
- Assisting with budget compilation and monitoring;
- Creating a database of various international networks and memberships that need to be paid, and processing payments;
- Ad hoc financial administration projects;
- Events and projects:

- Coordinating events and managing projects;
- Coordinating and acting as guardian for international students, researchers and guests;
- Liaising and maintaining relations with external accredited suppliers;
- Ad hoc events and projects.

MINIMUM REQUIREMENTS:

- Relevant national three-year Diploma; with
- Three years’ experience in:

- General administration;
- Financial administration;
- Project administration;
- Valid driver’s license

OR
- Grade 12; with
- Five years’ experience in:

- General administration;
- Financial administration;
- Project administration.
- Valid driver’s license

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge:

- Interpersonal and communication skills;
- Writing and basic research skills;
- Knowledge of at least three (3) official languages;
- Technical:

- Diary management;
- Applicable computer packages;
- Computer literacy;
- PeopleSoft Finance system;
- Minute taking;
- Behavioural competencies:

- Ability to:

- Build and maintain ongoing, collaborative working relationships with co-workers to achieve the goals of the work unit;
- Listen and respond appropriately to others;
- Identify problems, determine possible solutions, an actively work to resolve the issues;
- Create and maintain a professional environment;
- Professional telephone skills (Answering calls, taking detailed messages, referral to relevant departments etc.).

ADDED ADVANTAGES AND PREFERENCES:

- Relevant Bachelors/BTech degree;
- Three to five years’ experience in:

- A tertiary or academic environment;
- Report writing and basic research;
- Event coordination and project management;
- Working with young adults;

The all-inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.
- A comprehensive CV;
- Certified copies of qualifications;

CLOSING DATE: 25 July 2025
- The University of Pretoria is committed to equality, employment equity and diversity._
- The University of Pretoria reserves the right to not fill the advertised positions._