Administrative Officer: Vendor Records(1617) at University of Western Cape

• Reporting to the Manager Accounts Payable, the role involves custodianship of both electronic scanned and physical document storage systems, including the responsibility for security profiles and record reference accuracy.  The incumbent will be responsible for sensibly categorizing and referencing supporting documentation for payment transactions and ensuring these are readily available to a the correct users.

The key outcomes expected from the role are: 

• Creation, Maintenance, Management and Retrieval of documents/records and associated financial meta-data
• Creating, configuring and reviewing document categories/types, system structure and associated Metadata
• Deliver user support by co-ordinating and providing technical support and training to users
• Set up and ongoing review of users and their access profiles
• Input into ongoing development / improvement of electronic document system
• Filter and extract financial information and records according to requests from key users
• Perform routine analysis and audits of system, investigating any irregularities and vulnerabilities
• Review storage volumes and appropriately determine filing, retention periods and disposal of stored material

Minimum Requirements

• A completed tertiary qualification in financial accounting/ management accounting/ cost accounting/financial management (minimum NQF 6) or equavilent
• A minimum of 2 years’ experience in a processing environment with at least 1 year that includes Electronic and Physical Document administration use.
• Is familiar with and readily embraces and learns use of new technologies, innovation and systems
• Understands payment as well as general financial processing systems, information and records
• Able to safely and effectively perform physical activities relating to archiving and retrieval of documents

COMPETENCIES

• Sound written and oral communication skills
• Honesty, integrity and trustworthiness
• Has a high standard of performance, coupled with a professional and positive attitude
• Computer proficient in specifically Microsoft Office Applications, Mail and Calendar applications and Enterprise Resource programs
• Knowledge of the Higher Educational environment would be advantageous.

Closing Date

11/8/2023