Senior Administrative Control Officer(One Post), Department for Education Innovation at University of Pretoria/Universiteit van Pretoria

RESPONSIBILITIES:

The post carries overarching responsibility for the smooth running of the Department for Education Innovation (EI) day-to-day operations and its portfolio:

• Human Resources: Provide HR policy advice, manage HR data and leave administration, and coordinate skills levy activities. Oversee contractor appointments and claims, manage the departmental database, and assist with the S999 budget.
• Finance: Responsible for annual budget preparation and monitoring, managing year-end financial close-out, donor-funded accounts, procurement via PeopleSoft, journal entries, requisitions, purchase orders, asset management, processing travel and event claims, debtors' management, and vendor onboarding. Administer petty cash, provide financial training to new managers, oversee publication funds, and handle interim payments.
• Operations & Facilities: Manage integrated reception services, access control, health and safety compliance, space planning, and small projects. Liaise with service providers, manage kitchen and meeting-room logistics, coordinate stock and waste management, facilitate departmental functions and meetings, and handle first-line facility fault reporting. Responsible for departmental security, photocopier rentals and servicing, postal services, vehicle and golf cart contracts, and maintaining the key register.
• Management: Oversee the general management of Operational Office staff, organise monthly ManCom meetings, and provide regular reporting to ensure a comprehensive understanding of finance and human resource management within teams. Compile and maintain guidelines for Operational Office services.

MINIMUM REQUIREMENTS:

• A relevant Bachelor’s/BTech degree.
• At least four (4) years’ experience in a higher education environment, covering:
  • Financial administration and reporting (PeopleSoft Finance module)
  • Human resources administration 
  • Logistics/facilities or project coordination
• Valid driver’s licence.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Technical: Knowledge of UP Internal Systems (i.e., PeopleSoft Finance and Procurement module, Gmail Suite, Asset Control Management);
• Record keeping and filing system; 
• Proficiency in Microsoft Office Suite; 
• Behavioural: Initiative and goal orientation; calm under pressure; deadline management; accuracy; clear written and verbal communication; collaborative problem-solving; high ethical standards; service mindset;
• Ability to explore alternatives and positions to reach outcomes that gain the support and acceptance of all parties.

ADDED ADVANTAGES AND PREFERENCES:

• Relevant qualification in Financial Management;
• Four (4) years’ demonstrable experience in Human Resources practices and procedures;
• Working within the University of Pretoria. 

CLOSING DATE: 23 June 2025