Senior Assistant Officer (post level 12) Meeting Administration: Top Management (Job ID 5587) at University of the Free State

Duties and responsibilities:

• Perform general office administration.
• Perform procurement duties, including requesting quotations, creation of e-requisitions and distribution of purchase orders etc. 
• Manage filing and office record-keeping system.
• Administer meeting logistics, including venue bookings, arrangements for refreshments, technical support, Wi-Fi passwords for external members, parking, etc.
• Liaise with external service providers, specifically vendors providing catering services.
• Order office supplies.
• Administer and coordinate the travel arrangements for UFS Council members.
• Coordinate the creation of profiles of UFS Council members in PeopleSoft.
• Administrate ad-hoc claims, including the honoraria of external Council members.
• Arrange for visitor cards for external UFS Council members.
• Administrate bookings of Room 16, Main Building and the Council Chamber, including the collection of the venue booking fee for the Council Chamber.
• Assist in the maintenance of the UFS Meeting Management SharePoint site.
• Assist with coordination of membership of meetings.
• Assist with the election of members of meetings.
• Administrate maintenance and service requests as necessary.
• Capture data for the UFS Calendar.
• Assist in developing and implementing the applicable policies and procedures.
• Assist the Head of the Department as may be required from time to time.

Inherent Job Requirements:

• Grade 12.
• A minimum of one (1) year’s relevant working experience relating to the duties and responsibilities.

Recommendations:

• Experience working in a Higher Education environment.