Administrator: Mastercard Foundation Scholars Program at University of the Western Cape/Universiteit van Wes-Kaapland

Role Clarification & Key Performance Areas

The University of the Western Cape (UWC) is a vibrant, diverse and dynamic university rooted in the African continent with an increasingly global reach. UWC actively responds in critical and creative ways to the country's development needs within an ever-changing national and global context.

The Mastercard Foundation in partnership with the University of the Western Cape aims to develop Africa’s next generation of leaders. The Scholars Program, to be implemented over a period of seven years, provides financial, social and academic support to a diverse range of talented undergraduate and postgraduate students who are impeded by financial and social barriers, especially women, from South Africa and other parts of the African continent. Through the Scholars Program, UWC will strengthen its role in producing transformative leaders.

The Mastercard Foundation Scholars Program at UWC invites applications for the post of Office Administrator. The Office Administrator will coordinate, oversee and perform a wide variety of administrative and support activities on behalf of the Program Director. The Office Administrator serves as a primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues.

Reporting to the Program Director: Mastercard Foundation Scholars Program, the Office Administrator’s responsibilities will include but will not be limited to the following:

• Liaise on behalf of the Program Director with internal and external stakeholders
• Provide reception duties including as a first line reception regarding queries from staff, students, and external stakeholders
• Manage incoming and outgoing correspondence and documents between the Director and stakeholders
• Respond to in-person and telephonic enquiries and manage the generic e-mail inbox of Mastercard Foundation Scholars Program at UWC
• Liaise efficiently with external vendors and other parties as and when required
• Organise all logistics related to meetings, including coordinating of meeting invitations in calendars and follow up on attendance, compiling and distributing the relevant agendas and notices, minute taking and distribution of meeting minutes and reports as directed to meeting participants
• Manage the Director’s calendar/diary and ensure that it is appropriately organised
• Lead the project management of events planned by the Office of the Director such as workshops and seminars, including sourcing of venues, catering, vendors
• Organise travel and accommodation logistics for the Program Director and other relevant Program Management Office staff in accordance with university policies and procedures
• Coordinate and process all procurement activities, payments, acquisition of assets, etc. within the Program Management Office
• Develop and maintain files and record keeping systems for the Office of the Director
• Capture data efficiently as required, to ensure the smooth functioning of general administrative processes of the Office of the Director
• To perform any ad-hoc administrative tasks as delegated by the Director

Minimum Requirements (Qualification and Experience)

• A relevant National Diploma at an NQF 6 or an Equivalent Qualification
• A minimum of 3 to 5 years relevant experience

Required competencies (skills, knowledge, and behavioural attributes):

• Ability to handle multiple projects in a calm demeanour and meet all relevant deadlines.
• Excellent verbal, written and communication skills.
• Good organizational skills.
• Student-orientated disposition.
• Proficiency in computer programmes /software packages e.g. Microsoft Office Suites – Word, Excel, Power Point; etc.