Administrative Officer (Post Level 11) Department of Mathematical Sciences at Stellenbosch University

Duties

• Performing financial administration processes.
• Ordering materials and equipment.
• Liaising with staff and students regarding order statuses.
• Making travel arrangements, including flights, accommodation, car rentals, conference registrations, travel insurance, and subsistence allowances.
• Processing personal claims for staff and students.
• Following up on outstanding invoices from creditors.
• Assisting with invoicing, budget control, payment processing, and expense tracking for research administration.
• Processing remuneration and ad hoc payments (including student assistants, diverse, and D20 payments).
• Processing bursary payments.
• Drawing up and submitting correction journals and journal transfer requests, and following up on these requests as needed.
• Processing enquiries relating to cost centre and Project and Grants transactions as well as balance enquiries.
• Providing reception services as required.
• Overseeing asset management.
• Completing the annual research output report.
• Responding to general queries (internal and external) appropriately.
• Assisting with the organisation of departmental or divisional functions.
• Providing other administrative support as directed by the Head of Department or Division Head.

Job Requirements 

• A post-school qualification (at least NQF Level 7 or equivalent).
• At least three years' work experience in financial administration, preferable at a higher education institution or a position requiring a similar skill set.
• Knowledge and experience of financial administration and information systems (such as Oracle Cloud Financial).
• The ability to liaise appropriately and effectively with individuals at all levels, both within and outside the University.
• Proven proficiency in the use of the Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams).
• Excellent verbal and written communication skills in English.
• The ability to work under pressure without compromising detail and accuracy.
• Excellent time management skills and the ability to multitask under pressure.
• Commitment to maintaining strict confidentiality and professional discretion.
• The ability to work independently as well as in a team.