Officer: Administration (P10): ICT at Sol Plaatje University

Minimum Requirements

• Relevant Diploma/Degree/ NQF level 7
• 3 to 4 years related experience.
• Computer literate (MS Word)

Duties and responsibilities

General and Office Administration.

• Correspondence Handling.
• Typing.
• Meeting Administration.
• General Administration.
• Database Administration.
• Telephone Coverage.

Diary Management

• Manage diary of the Director/ Head of Department/Section.
• Set up meetings and venues via the electronic diary.

Front Office Assistance

• Assist at the front office / reception as required.
• Manage front office calls as required.

Purchase Orders and Procurement

• Processing and monitoring purchases.
• Ordering stationary.
• Maintaining stock required for the Department.
• Implement and maintain a relevant document management system in relation to the procurement function.
• Receive purchase order requests from relevant parties.
• Ensure that all PO requests are signed off by the designated signatories and obtain approval.
• Matching up of PO request and original PO from ITS.
• Communicate with all vendors regarding outstanding deliveries and payment procedure.
• Clearing unpaid PO’s monthly.     

Financial Administration

• Maintain and reconcile vendor accounts.
• Liaise with creditors regarding queries.
• Follow up on invoices for payment.
• Submit purchase orders for payment to the required office.

Client/Student Liaison

• Co-ordinate liaison between schools/departments/sections.
• Respond to student/staff/visitor queries.

Monitoring, Evaluation and Reporting

• Monitoring and updating the asset register.
• Monitor, maintain and order office consumables.
• Monitor the level of tidiness of meeting rooms, notice boards, etc.
• Monitor the Maintenance Department and Cleaners to keep areas tidy.