SARChi Administrator at Sol Plaatje University

Minimum requirements:

• National Diploma or bachelor’s degree in office administration, Business Administration, Public Administration or a related field (NQF Level 6/7).
• A higher qualification will be an added advantage.
• A minimum of 2–3 years' experience in office administration, preferably within a university, research or public sector environment.
• Experience in financial administration, procurement processes and budget monitoring.
• Experience in coordinating events, meetings and logistics.
• Excellent oral and written communication skills.
• Excellent report writing skills
• Strong organisational, planning and time management skills.
• High level of computer literacy, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently and use own initiative.
• Strong analytical and problem-solving skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• High attention to detail and accuracy.
• Strong stakeholder management and interpersonal skills

Recommended Requirements:

• Experience working in a university or research setting.
• Experience in managing externally funded research grants.
• Knowledge of higher education systems, governance and compliance frameworks.
• Knowledge of university systems, structures, policies and procedures.
• Knowledge of project Management.
• Project management experience or qualification.
• Previous experience as an Academic Administrative Officer, Departmental Secretary or Executive Secretary.
• Familiarity with NRF reporting processes and postgraduate student administration.

Duties:

Office & Administrative Management

• Coordinate and manage all administrative operations of the SARChI Chair.
• Develop and maintain effective administrative systems, databases and electronic repositories.
• Organise and maintain diaries and schedule appointments for the SARChI Chair.
• Screen phone calls, enquiries and requests, and handle them appropriately.
• Deal with incoming email and correspondence, often corresponding on behalf of the SARChI Chair.
• Organise and attend meetings, ensuring the Chair is prepared with the necessary documentation.
• Process bursary applications and administer postgraduate student records on behalf of the Chair.
• Liaise between postgraduate students and the SARChI Chair.
• Record research outputs for submission to DHET and the NRF.
• Prepare institutional and NRF progress reports.
• Manage and order stationery and other office supplies.
• Perform ad hoc duties as and when required.

Financial & Procurement Administration

• Raise requisitions and submit purchase orders for the Chair.
• Receive, sign and submit invoices to Procurement and Finance to ensure timely payments.
• Manage the operational and project budgets of the Chair, monitoring expenditure against NRF grant allocations and keeping comprehensive records of all expenditures.
• Process requisitions, purchase orders, invoices, and payments — including office consumables, equipment, books, and software — in liaison with Procurement and Finance.
• Arrange S&T, reimbursements, advance requests, and advance submissions for the Chair and students.
• Coordinate bursary nominations, top-up payments, and student funding processes.
• Facilitate formal university invoicing and internal cost centre transfers as required.
• Prepare financial reports, reconcile cost centres, and provide reports as required.
• Maintain complete, audit-ready financial documentation.
• Adhere strictly to all financial, procurement, and contracting governance policies, ensuring transparency and ethical management of all funds.

Stakeholder Engagement and Events Coordination

• Develop and maintain a comprehensive database of stakeholders.
• Plan, arrange and coordinate meetings, training sessions, workshops, functions and conferences as directed
• Liaise continuously with relevant organisations, community partners, university, government and research personnel.
• Ensure effective information processing by sourcing, receiving and disseminating information to appropriate parties.
• Prepare communication packages, external communications and media content on behalf of the Chair, ensuring timeous communication to all relevant stakeholders and supporting dissemination of research outputs.
• Oversee and maintain all digital communication platforms, including the Chair's website and social media presence.
• Coordinate public lectures, workshops, seminars, conferences and community engagement events hosted by or attended by the Chair.
• Manage travel, accommodation, visas and subsistence & travel claims for local and international trips.

Postgraduate and Research Support

• Coordinate postgraduate registration, bursary administration and thesis submission processes.
• Support NRF bursary nominations and reporting.
• Maintain records of research outputs for DHET submission.
• Provide administrative support for postdoctoral fellows and research assistants.
• Facilitate communication between students and the Chair Holder.

Project & Research Administration

• Create, manage and maintain the project database in accordance with the project planning model.
• Maintain relationships with programme and project partners.
• Deal with all correspondence pertaining to associated programmes and projects.
• Assist with NRF reporting processes and submission of research outputs online.
• Support Chair Holder with Chair-specific NRF bursary nominations.
• Assist with submission of theses and dissertations.
• Provide general assistance with reporting requirements and field trip arrangements.

Quality, Compliance & General

• Act as the first point of call on all general queries.
• Resolve day-to-day queries and escalate where necessary.
• Ensure key university processes and procedures are followed
• Identify areas for improvement and recommend solutions to optimise operations.
• Implement quality control measures to enhance administrative efficiency.