Faculty Officer - Office of the Dean - Faculty of Natural and Agricultural Sciences at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The incumbent will be responsible for:

Assisting the Faculty Manager in the management of buildings and facilities by:

• Oversee faculty logistics and operations by conducting site inspections and assessments of facilities, and infrastructure every week;
• Monitoring maintenance issues within the faculty and ensure issues are logged with the helpdesk (OneStop) and followed up;
• Ensuring housekeeping of buildings is done;
• Liaising with asset control to remove old furniture from buildings and venues;
• Liaising with service providers (internal and external) to address building and equipment issues;
• Ensuring facility complaints within the faculty are attended to e.g., maintenance of lecture rooms, offices, laboratories, etc.;
• Work closely with Asset Management Department in the resolution of asset queries

Supporting the Faculty Manager, departmental staff and students with Occupational & Health Safety issues by:

• Serving as Occupational Health and Safety (OHS) Committee Secretary for the Faculty;
• Ensuring that OHS directives and adhered to;
• Ensuring inspection books are completed and submitted regularly;
• Monitoring and ensure adequate training of OHS reps in the faculty;
• Ensuring that personnel report any hazard, hazardous situations or accidents that may have occurred, or which may occur to the University’s OHS office;
• Developing emergency response plans for that faculty in coordination with the University’s Central OHS office;

Supervising faculty messengers by:

• Providing guidance and support to faculty messengers and oversee regarding the execution of duties and responsibilities;
• Managing and ensuring that staff comply with the UP code of conduct, disciplinary code, and other policies and business rules, and participate in the disciplinary processes;

Providing financial and logistical support to the Office of the Dean such as:

• Liaising with staff in the Dean’s office, suppliers, and external stakeholders;
• Making arrangements for travel and accommodation and handling general expenses;
• Requesting quotations and create requisitions on the financial system;
• Placing orders on the financial management system (PeopleSoft) and send purchase orders to respective suppliers;
• Communicating with suppliers to ensure orders have been delivered;
• Sending invoices to the Finance Department to ensure payments are processed;
• Booking courses for staff training;
• Providing logistical support to the Faculty Manager, e.g. arranging meetings and compiling information on request;
• Supporting to internal and external stakeholders regarding access to campus, e.g. visitor access permit;

Ethics Applications Support:

• Perform administrative support of all ethics application;
• Support the Dean’s Office and researchers with ethics applications and compliance with government regulations;
• Communicate with the research community about research ethics, processes and revisions;
• Manage and report on information with regard to ethics applications.

MINIMUM REQUIREMENTS:

• Relevant Bachelor’s degree with at least two (2) years’ experience; OR
• Relevant National Three-year Diploma (Health and Safety related) with at least four (4) years’ experience;
• Experience mentioned above should include experience in occupational health and safety, financial administration related work, office administration and secretarial duties.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of the Occupational Health and Safety Act 85 of 1993 and certification;
• Advanced proficiency in MS Office (MS Excel, MS Word), and Email software;
• Proficiency in ERP systems, and managing online folders;
• Excellent interpersonal skills with internal and external stakeholders, as first point of contact for internal and external stakeholders;
• Exceptional administrative abilities, including organizing, prioritizing and commitment to meet deadlines;
• Able to multi-task and to work under pressure;
• Driver’s license.

ADDED ADVANTAGES AND PREFERENCES:

• Experience as OHS rep in a laboratory environment.