Assistant Officer (Post Level 13) (Contract appointment: 2 years) at University of the Free State

Duties and responsibilities:

• Provide administrative support to the line manager (Academic Head of Department).
• General office administration and operations, including, but not limited to:
• Handle all meeting administration, including to arrange meetings, schedule appointments, manage electronic diaries and prepare the meeting minutes.
• Provide administrative support to all staff as required.
• File documentation.
• Order and control stationery.
• Arrange printing, make photocopies and assist in general maintenance of the photocopier.
• Assist in travel and accommodation arrangements.
• Draft letters.
• Liaise with internal and external stakeholders: answer and handle telephonic enquiries,  incoming correspondence, emails, visitors and general enquiries.
• Request quotations for laboratory and other items.
• Provide suppliers with purchase orders and follow-up.
• Make and administer service requests. 

Inherent requirements:

• Grade 12 or national vocational certificate on NQF Level 4.

Recommendations:

• BSc or equivalent degree on NQF Level 7 or a three-year national diploma on NQF Level 6.
• One (1) year’s relevant working experience relating to the duties and responsibilities.
• Experience in administration of laboratory consumables.
• Proficient in Microsoft Office, specifically MS Outlook, MS Word and MS Excel.

Competencies
Required competencies:

• Results oriented.
• The ability to cope with a frequently changing environment and to adapt to evolving situations.
• The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic thinking.
• The ability to deal with several activities at a time.
• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.
• Business Acumen:
• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.
• Leading.
• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.
• Building coalitions
• The ability to interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration and working with close supervision.