Electronic Resources & Contract Coordinator at University of the Witwatersrand

Brief Description        
Key Responsibilities

• Coordinate, collate, and manage all licence agreements and contracts for electronic information resources
• Liaise with Legal Services regarding contract, licensing, and compliance matters
• Load and administer the annual Information Resources budget on library systems and perform fiscal close processes
• Ensure compliance with procurement standards and report non-compliance where applicable
• Create and maintain spreadsheets reflecting requested titles and pricing
• Liaise with vendors regarding renewals, cancellations, and subscription changes
• Compile annual lists of subscribed journals that have transferred between publishers
• Meet with vendors to address service-related issues and discuss new database management tools
• Attend publisher training sessions to remain current with new databases and systems
• Process invoices, reconcile financial data, and compile monthly and annual financial reports
• Perform regular quality control checks to ensure the accuracy of order and invoice data
• Report order and invoice queries to suppliers and service providers
• Maintain the vendor database and relevant bibliographic information
• Prepare management reports, including subscription transfer lists and statistical reports
• Recommend and implement system developments and enhancements in collaboration with the Systems Librarian

Minimum Requirements

• B.Bibl / B.Inf or an equivalent Bachelor’s degree plus a Postgraduate Diploma or Honours in Library and Information Science
• A minimum of three (3) years’ relevant experience in acquisitions, electronic resources management, and/or collection development within an academic or research library environment
• Demonstrated experience in licensing and contract management for electronic information resources

Competencies (Knowledge, skills and behavior)

• Knowledge and experience in licensing electronic resources
• In-depth knowledge of electronic information resources (e-journals, e-books, databases, and e-reference sources)
• Strong understanding of library management systems and electronic resources management systems
• Knowledge of administrative functions of subscription databases
• Proven competence in managing, maintaining, and troubleshooting electronic resources

Technical Competencies

• Sound knowledge of license agreements, copyright, and legal frameworks governing electronic resources
• Solid understanding of procurement processes and financial management, including budgeting and invoicing
• Experience working with subscription databases and vendor platforms
• Ability to compile accurate statistical, financial, and management reports
• Well-developed written communication and report-writing skills
• Registration with the professional body, the Library and Information Association of South Africa (LIASA), is recommended.

Closing date: 19 March 2026