Programme Administrator at University of Pretoria/Universiteit van Pretoria

Key responsibilities include: 

Departmental and Office Administration:

• Managing the general administration and finances of projects;
• Coordinating effectively with CAS post-docs and external actors;                
• Participating in developing monitoring and evaluation indicators for projects and collecting data;
• Conference organising including logistics, flights, hotels, questionnaires and other tasks; 
• Handling venue bookings for the project;
• Collecting information and compiling reports where necessary;
• Filing documents and management information;
• Arranging for the maintenance of office equipment and handling the financial administration pertaining to this equipment and Photostat machines;
• Keeping records of applicable policy procedures and guidelines.

Secretarial Tasks:

• Handling incoming calls and taking messages; 
• Conducting follow-up work in terms of information and adherence to due dates; 
• Arranging appointments and meeting on behalf of Project Leader and on behalf of other project personnel; 
• Taking Minutes during meetings and circulating summaries after meetings;
• Mailing out physical and electronic correspondence and circulating general notices. 

Liaison:

• Handling general enquiries;
• Liaising with suppliers of the university, etc; 
• Liaising with relevant support services, etc;
• Receiving visitors in a professional manner.

Typing and Records Management:

• Handling high volumes of typing (Publications, Research Reports, Study materials, etc.) when requested;
• Doing specialist typing jobs (Related to projects) if necessary. Proof reading, typing, and making corrections.

Financial Administration:

• Handling acquisitions (Quotations, orders, receipt of, storage of and distribution of items); 
• Creating requisitions on PeopleSoft Financial System for all received quotations and invoices;
• Sending purchase orders to suppliers;
• Submitting invoices and POs to UP Finance for payment;
• Ensuring compliance with UP policies, procedures and/or directives.

Events and Co-ordination:

• Making arrangements and engaging with stakeholders for the following by coordinating with relevant departmental personnel and/or departments on:  Seminars, Conferences and project functions.

MINIMUM REQUIREMENTS:

• Relevant National three year Diploma in secretarial and office administration or any relevant qualification with three years’ experience that includes office administration, secretarial experience, financial administration and project management;  

OR

• A Grade 12 certificate with five years’ experience that includes office administration, secretarial experience, financial administration and project management.