Administrative Officer A2 - Stellenbosch University

eg. Accountant or Accounting or Kempinski



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The Administrative Officer is responsible for all financial management and general administrative activities of the SU Botanical Garden, including supporting project management and liaising with the public and media as required, and in a manner that will enhance the image of the garden and its facilities, as an academic extension and self-sustainable business unit.

Responsibilities include coordinating office activities and operations to secure efficiency and compliance to the University?s policies, and keeping stock of office supplies and placing orders when necessary, in conjunction with the Senior Horticulturist.

The role supports the vision of the Stellenbosch University Botanical Garden by using the unique context and location of our small botanical garden within a world class university to achieve conservation and education outcomes, especially within the rich and threatened Cape flora.

 

Duties

  • Financial Management:
    • Responsible for the Botanical Garden?s financial transactions and operational and project fund cost points, including procurement and ordering and invoicing on the SU financial system;
    • Reporting to the Curator and SunCom;

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  • General office administration, including handling email, answering the telephone and handling office stock orders;
  • Creating and maintaining information management systems and databases;
  • Responsible for gate access systems and the management of the service provider, as well as visitor data;
  • Responsible for leave administration and coordinating work schedules of the staff of the Botanical Garden;
  • Responsible for monthly staff timesheets and the submission of wages for overtime and weekend work;
  • Handling of infrastructure maintenance schedules and creating service requests for work and repairs in collaboration with the Senior Horticulturist;
  • Coordinating and managing the administration of the annual internship placements;
  • Oversee garden security infrastructure, contracts and occurrences;
  • Responsible for asset management;
  • Supporting the Curator with effectively liaising with the public and media, as well as with the website content maintenance;
  • Providing project management support to externally and internally funded projects with task scheduling oversight, tracking expenditure using the SU systems, and compiling and submitting required financial and output reporting;
  • Providing administrative support to the Curator.

 

Job Requirements

  • A relevant post-school qualification in office administration or financial management;
  • Proven and relevant experience in a similar environment, including financial management, bookkeeping, and financial reporting;
  • Proven ability to manage office administration independently and performing duties with minimal supervision;
  • Strong interpersonal skills and ability to interact with the public and staff from diverse backgrounds;
  • Excellent computer literacy, especially highly proficient in MS Word and Excel;
  • Strong organisational skills;
  • Good written and verbal communication skills in at least English.

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Recommendation

  • Experience in environmental/life sciences sectors or academia;
  • Proficient in any of the following languages: Afrikaans / isiXhosa;
  • Web, social media and communication content development experience;
  • Project management support or project management experience.

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