Administrative Officer at Stellenbosch University

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.

Closing Date 06-Oct-2025