Senior Assistant Officer (post level 12): Division Electronics and Instrumentation (Job ID 5751) at University of the Free State

Duties and responsibilities:

General Office management

• Serve as an effective interface between the division and members of the university community, public, private and community organisations, and the business sector.
• Provide administrative support to the Head of the Division, including drafting of letters and reports.
• Handle all administrative duties, including but not limited to email correspondence, report writing, processing and record-keeping of documentation.
• Assist other staff with administrative duties, as and when required.
• Handle all reception duties, receiving visitors, processing work orders and taking messages in absence of personnel members.
• Keep an audit trail of correspondence for record purposes and follow up.
• Ensure office compliance with safety regulations.
• Arrange and submit requests for maintenance and repairs when necessary.
• Manage the personnel leave register and leave applications received by staff members and summarize for the Head of the Division.

Financial management

• Generate monthly financial cost centre reports and checks.
• Obtain and appraise quotations.
• Process requisitions and orders for both divisions.
• Process invoices and other payments relating to purchases.
• Record keeping of all purchases in both divisions.
• Liaise with departments within the university regarding either work done by the division, follow-ups or payments that need to be done.
• Handle invoicing for both divisions for services rendered.

​​​​​​Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF Level 4. 
• Minimum of two (2) years’ relevant working experience relating to the duties and responsibilities.

Recommendations:

• Post matric qualification in finance and/or office administration.
• Experience in office administration and management.
• Experience within the higher-education -/engineering - /workshop environment.
• Experience in word processing, spreadsheets, and databases.
• Experience in PeopleSoft financials.
• Experience in supply chain management or logistics.