Senior Administrative Officer (Job Level 9) at Stellenbosch University

Duties    

• The senior administrative officer will be expected to perform the following financial and short course functions, which may include, but are not limited to, the following within the School of Public Leadership.
• Providing comprehensive financial governance and support services to the Director and other personnel.
• Overseeing the day-to-day financial operations of the School, including its various offices, academic programmes, short courses, research projects, centres, and social projects.
• Managing departmental and staff cost points, ensuring all incoming funds and payments are accurately recorded and verified.
• Drafting, reconciling, and monitoring budgets while providing timely and accurate financial reports, statements, and forecasts to support strategic planning and accountability.
• Administering financial activities such as vendor payments, departmental purchases (e.g., equipment and computers), and resolving budget-related enquiries.
• Ensuring compliance with financial policies, guidelines, and institutional procedures, while staying abreast of updates.
• Supporting staff in developing project proposals, preparing budgets, and ensuring alignment with institutional and funder requirements.
• Managing and administering all billing activities for the School, including short courses and other debtor invoices.
• Following up on outstanding debtors and providing continuous reporting on overdue accounts.
• Finalising and reconciling financial transactions related to short courses to ensure accurate records and compliance.

Job Requirements    

• Bachelor's degree in a commerce field (NQF level 7).
• Sound numerical and analytical skills, with attention to detail.
• Knowledge and competence in financial and project management.
• Excellent computer skills, including sound competence in Microsoft Office packages (particularly MS Excel) and communication computer packages (including cloud services and other collaboration tools).
• Knowledge and expertise in financial and administrative systems within a similar environment.
• At least three years' appropriate financial management work experience.
• Sound verbal and written communication skills in English.
• Effective planning, organisational, and prioritisation skills.
• The ability to work independently and use own initiative.
• The ability to function thoroughly and accurately under pressure.
• The ability to act diplomatically towards people at various levels within and outside the University.
• Willingness and availability to work outside of normal office hours from time to time on request.

Recommendation        

• BCom degree in financial accounting (NQF level 7).
• Honours degree or Postgraduate Diploma (NQF level 8);
• Advanced training in the use of MS Excel and experience with advanced financial accounting computer software packages.
• Financial administration work experience, specifically at a tertiary or similar institution.
• Sound verbal and written communication skills in Afrikaans and/or isiXhosa.
• Knowledge of the general functioning and structures of Stellenbosch University.
• Experience of Stellenbosch University¿s financial and administration systems.