Administrative Officer: Vendor Records at University of Western Cape

Role Clarification & Key Performance Areas

• The University of the Western Cape requires an individual who has a deadline driven approach, works well under pressure, is meticulous, has strong technical skills and enjoys working in a team environment, to administer physical and electronic document management for Vendor Payments. The individual should readily adapt to changes in processes, environment and legislation.
• 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 2 year diploma in financial accounting/ management accounting/ cost accounting/ financial management (minimum NQF 6 level)
• A minimum of 3 Years in a financial record management or similar role, with responsibility for access profile and system settings
• Understands payment as well as general financial processing systems, information and records

Relevant Competencies:

• Able to safely and effectively perform physical activities relating to archiving and retrieval of documents.
• Sound written and oral communication skills.
• Honesty, integrity and trustworthiness.
• Has a high standard of performance for self-coupled with a professional and positive attitude.