Assistant Officer (Level 13) - University of the Free State

Duties and responsibilities

Reception Front Desk:

• You will be the first point of contact for University Estates.
• Duties include offering administrative support across the organization.
• You will coordinate front-desk activities, including distributing correspondence and redirecting phone calls
• Direct visitors to the appropriate person and office.
• Maintain office security by following safety procedures and controlling access via the reception desk.

Financial Administration

• Request quotations for accommodation and car rentals.
• Capture requisitions for accommodation and car rentals.
• Receive purchase orders and provide them to the accommodation and car rentals suppliers.
• Process invoices for payments of accommodation and car rentals.

• Manage ad-hoc claims of the department.
• Manage the employee claims (F1, F2 etc.).
• Purchase and order office supplies, and groceries, including office stationery and equipment.
• Assist with bookings: workshops, conferences, travel, accommodation, flights and seminars or webinars for staff.
• Do requisitions for catering and general office needs.
• Make sure that all purchase orders and tax invoices are signed for approval.
• Send signed purchase order and a tax invoice to Finance department.
• Assist the Facilities Administrative Services division with procurement and administrative tasks as required.

General Administration

• Schedule appointments and meetings on the Outlook calendar.
• Taking off and distributing minutes as requested.
• Arrange support if needed for presentations.
• Official receiving and distributing of documents.

Inherent Job Requirements:

• Grade 12 or relevant National Vocational Certificate or relevant N4 qualification on NQF level 4,
• A minimum of one (1) year relevant working experience related to the duties and responsibilities.

Recommendations:

• Knowledge of the Procurement Policy of the UFS.
• Human Resources related background with focus on customer service.

Competencies

Key Competencies:

Results Orientated:

• The ability to be reliable, responsible, dependable and to fulfil obligations.
• The ability to deal calmly and effectively with high stress situations.

Strategic Thinking:

• The ability to deal with several activities at a time.

Business Acumen:

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.
• PeopleSoft Financials.

Leading:

• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.

Building Coalitions:

• The ability to be self-assured and at ease with people in all types of social situations.
• The ability to make decisions through consultation, collaboration, and working with close supervision.

Required Documents:

Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

• Certified copies must not be older than 6 months
• A detailed curriculum vitae and cover letter
• Certified copies of all academic records
• Certified copies of relevant qualifications (please provide SAQA accreditation in the case of foreign qualifications)
• A Certified* copy of your identity document
• Proof of registration with a Professional Body (if applicable)
• A copy of your driver's license (if applicable)
• A service record of your current employer / last employer

Salary:

The annual remuneration package, including benefits is R 198 670.72 – R 333 081.64 per annum depending on the budget available for the position, relevant work experience and qualifications.

Enquiries:

For enquiries, please feel free to contact me at 051 401 9857or emails at NtauKR@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 7267 /9848 /9810 /9003 for assistance.