Administrative Officer

2 weeks ago

Stellenbosch, South Africa Stellenbosch University Full time

Duties/Pligte
- Providing administration and financial support to the IT management and staff.
- Administrating and processing items for procurement as logged and delegated via the SU internal logging system, including obtaining quotations from service providers when required, goods receipts and payment.
- Monthly reconciliation and payment of the IT credit card.
- Processing staff and student expense reimbursements.
- Requesting and administrating for new vendor registration on the University's creditors system.
- Checking compliance of transactions and processes with IT and the University's policies.
- Handling enquiries from and liaising with vendors, IT staff, IT senior management and other support environments, with a strong focus on finance and procurement.
- Coordinating registration and payment for IT staff training and workshops as approved by the IT management.
- Completing annual staff training reports submitted to HR.
- Paying the commitments that are due monthly (from contracts and tenders).
- Closing recons of listed expense items monthly to ensure that information is available for quick decision making.
- Processing and administration of monthly asset transactions, write offs, corrections, transfers and in transit requests.
- Conducting and coordinating the annual IT asset certification process.
- Responsible for maintaining the database / electronic filing of all IT contracts and tenders.
- Requesting and coordinating supporting documentation required for licence and subscription renewals.
- Assisting with the preparation of information required for reporting purposes or the annual budget processes.
- Preparation of journals for corrections on cost centres, transfer of funds between cost centres, or refunds for projects completed by the Network Infrastructure team.
- Handling enquiries from and liaising with staff, students, service providers and the public.
- Assisting with monthly and financial year end processes.

Job Requirements/Pos Vereistes
- A financial diploma (at least on a level NQF 6), or administrative diploma (with accounting as part of the qualification), or equivalent qualification.
- Four years' relevant working experience in finance **and** office administration.
- Computer proficiency in Excel, MS Word and Outlook.
- Excellent verbal and written communication skills.
- An independent, responsible, problem-solving, and collaborative working approach.
- The ability to work as part of a team and providing peer support.
- Sound judgement and strong interpersonal skills, with the ability to interact with diverse individuals.
- Exceptional customer service orientation.
- The ability to multitask, have good organisational and prioritising skills to manage time and tasks effectively within deadlines, without compromising attention to detail, quality and accuracy.

Recommendation/Aanbeveling
- Experience at a higher education or similar institution.
- Knowledge of Stellenbosch University's financial system (TeraTerm and OCF) and other applicable systems (MS Teams, Jira call logging).
- Exposure to or experience within an IT division.

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