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

eg. Accountant or Accounting or Kempinski



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





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1. Patiently scroll down and read the job description below.

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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.


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  • 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.


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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 [email protected] or [email protected]. Additionally, kindly contact 051 401 7267 /9848 /9810 /9003 for assistance.

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