Risk and Compliance Officer at Stellenbosch University

Duties/Pligte

Bursary governance and administration:

• Managing and overseeing the Faculty's bursary governance framework by administering Faculty staff bursaries, externally funded bursaries and departmental bursaries throughout the bursary lifecycle. Ensuring the integrity and maintenance of bursary records, funding registers, payment schedules and compliance documentation to ensure sound governance and compliance with legislative, contractual and reporting requirements.
• Leading and administering the annual Faculty Staff Bursary Programme, including the call for applications, application administration, committee documentation, committee meetings, minutes, communication of outcomes and facilitation of bursary payments. Taking responsibility for monitoring recipients' academic progress and compliance with bursary conditions, maintaining accurate records, and administering the programme in accordance with the Faculty Bursary Guidelines, including the recovery of funds where contractual obligations are not met.
• Providing governance oversight of departmental bursary processes by verifying compliance with the Faculty Bursary Guidelines and applicable University requirements. Reviewing bursary documentation and approvals, facilitating compliant bursary payments, and ensuring the integrity and maintenance of records and reports required for institutional governance and accountability.
• Managing and administering externally funded bursaries, including bursary agreements, funding arrangements and stakeholder relationships with external funders and internal support divisions. Preparing invoices, financial reconciliations, funding statements and other reports required by the Faculty and external funders.
• Overseeing and assessing compliance with the legislative and governance framework applicable to bursaries, including section 10(1)(q) of the Income Tax Act 58 of 1962, SARS Interpretation Note 66, the Faculty Bursary Guidelines (as amended from time to time), donor requirements, funding agreements and applicable University policies. Managing bursary-related audit responses, identifying and assessing compliance risks, preparing governance reports, and driving continuous improvement in bursary governance, internal controls and administrative processes.

Occupational Health and Safety governance and compliance:

• Administering and overseeing the implementation of the Faculty's Occupational Health and Safety (OHS) Management System, including effective compliance monitoring against applicable legislation, University policies, Faculty standards and statutory requirements.
• Administering and overseeing the Faculty's Occupational Health and Safety governance processes, including statutory appointments, compliance registers and committee processes. Ensuring the integrity and maintenance of committee documentation, meeting records, legal appointments and other statutory OHS records.
• Planning and conducting Occupational Health and Safety inspections, compliance assessments, audits, operational risk assessments and incident investigations across the Faculty, including laboratory, research and other high-risk environments. Overseeing and following up on corrective actions, liaising with Campus Health and other relevant stakeholders on COIDA-related matters, and preparing Occupational Health and Safety reports and recommendations.
• Planning and administering Occupational Health and Safety awareness programmes, inductions and emergency preparedness activities, including emergency drills and related initiatives. Ensuring the maintenance of statutory training records and contributing to strengthening the Occupational Health and Safety culture across the Faculty.
• Providing specialist occupational health and safety compliance guidance and advice to laboratory managers, researchers, technical personnel, contractors and other stakeholders. Administering hazardous chemical compliance processes and providing operational support to the Faculty's Hazardous Chemical Substances Coordinator function, overseeing the implementation of corrective actions, and identifying opportunities for continuous improvement in laboratory governance, occupational health and safety and regulatory compliance.

Faculty risk and compliance:

• Administering and overseeing the Faculty Risk Register and other operational risk registers, including tracking and assessing risk mitigation actions, maintaining accurate risk records and preparing risk reports. Facilitating the implementation of the Faculty's risk management framework and providing guidance to relevant stakeholders on risk management processes and requirements.
• Administering and conducting compliance monitoring activities across the Faculty, including maintaining compliance registers, the Faculty Legal Register, governance records and other compliance documentation. Assessing compliance with applicable legislation, University policies and governance frameworks, identifying areas of non-compliance and recommending appropriate corrective actions.
• Administering and facilitating the Faculty's Employment Equity programme, including liaising with Faculty management, the Director: Employment Equity, Employment Equity Representatives and other stakeholders. Ensuring the maintenance of statutory records and facilitating the implementation and monitoring of the University's Employment Equity Plan within the Faculty.
• Managing and facilitating the Faculty's participation in internal and external audits, governance reviews and compliance assessments, including the preparation and maintenance of audit records, coordination of required information and responses, and overseeing and tracking corrective actions. Preparing governance and compliance reports and advising relevant stakeholders on identified findings and required actions.
• Managing and implementing assigned Faculty governance, risk and compliance initiatives and compliance projects. Developing procedures and guidance documents, facilitating policy implementation, and identifying and implementing opportunities for continuous improvement in governance, compliance and risk management practices.

Legal, governance and office administration:

• Administering commercial contracts, legal registers, governance records and related documentation. Conducting legal research, preparing draft correspondence, reports and governance documents, and managing assigned contract administration processes.
• Administering governance and committee processes, including the preparation of meeting documentation, agendas, minutes, action registers and governance reports. Tracking and reporting on the implementation of committee resolutions and following up on outstanding actions with relevant stakeholders.
• Managing the day-to-day administrative and operational processes of the Legal, Risk and Compliance Office, including liaising with internal and external stakeholders, facilitating project implementation, ensuring the integrity and maintenance of governance and office records, and supporting effective and accountable service delivery.
• Managing and implementing assigned strategic projects, digital systems, standard operating procedures, process improvements and other initiatives that strengthen governance, compliance, risk management and operational efficiency within the Faculty.
• Providing professional legal and governance support to the Head: Legal, Risk and Compliance, including conducting legal research, preparing documentation and liaising with Legal Services, the Litigation Team, Debt Recovery and other specialist divisions. Administering bursary recovery matters and other legal compliance processes referred to the Office, and tracking matters through to appropriate resolution.

Job Requirements/Pos Vereistes

• A relevant qualification at NQF Level 6 or higher in law, risk management, compliance management, corporate governance, internal auditing, occupational health and safety, occupational hygiene, safety management, or another related discipline.
• At least three years' proven experience in governance, compliance, risk management, legal administration, contract administration, or a related environment.
• Experience within a higher education institution or another regulated environment will be advantageous.
• Strong governance, compliance, risk management and occupational health and safety skills.
• Strong analytical, investigative, problem-solving and critical thinking skills.
• Excellent report writing, drafting, presentation and records management skills.
• Strong organisational, planning, project management, governance administration, and implementation skills.
• Excellent stakeholder engagement, communication and relationship management skills.
• The ability to interpret and apply legislation, policies, procedures, standards and contractual documents.
• The ability to conduct inspections, compliance monitoring, audits, incident investigations and risk assessments.
• The ability to administer and oversee governance processes, committee administration and compliance programmes.
• Strong attention to detail, with the ability to maintain accurate records, analyse information and prepare management reports.
• Proficiency in Microsoft Office applications and institutional information management systems.
• Sound knowledge of legislation and regulatory frameworks applicable to governance, risk, compliance, Occupational Health and Safety and bursary administration within a higher education and health sciences environment, including the Occupational Health and Safety Act 85 of 1993, the National Health Act 61 of 2003, the Protection of Personal Information Act 4 of 2013 (POPIA), the Employment Equity Act 55 of 1998, applicable tax requirements relating to bursaries, and other applicable legislation and regulatory requirements.
• Sound knowledge of governance, risk management, compliance management and Occupational Health and Safety principles, frameworks and management systems.
• Knowledge of commercial contract administration, records management, internal controls and audit principles.
• Knowledge of higher education governance, University policies, governance and committee processes, and applicable regulatory frameworks.
• Knowledge of project management, stakeholder management and continuous improvement principles.
• Knowledge of Microsoft Office applications and institutional information management systems.

Recommendation/Aanbeveling

• Professional registration or membership with SAIOSH, Saioh, IRMSA, CISA, or another relevant recognised professional body.
• Training and/or certification in ISO 31000, ISO 37301, ISO 19011, ISO 45001, ISO 9001, and/or ISO 14001.
• Training and/or certification in SAMTRAC, NEBOSH, or another recognised Occupational Health and Safety programme.
• Training and/or certification in Good Laboratory Practice (GLP), biosafety, biosecurity, chemical safety or another recognised laboratory compliance programme.
• Experience within a higher education institution, research institution or another regulated environment.