Senior Finance Officer - Student Affairs(post level 9) at University of the Free State

Duties and responsibilities:

• Provide statements/balances of entities as required by the Executive Director of Student Affairs.
• Do financial analysis for management decisions within Student Affairs.
• Check all finance-related documents before approval of the Executive Director of Student Affairs.
• Oversee budgets of Student Affairs inclusive of 9 departments.
• Manage all Finance and financial documentation of Student Affairs. Oversee all expenditures of the divisions of Student Affairs.
• Develop an annual budget for Student Affairs in consultation with the Executive Director of Student Affairs.
• Provide support regarding the development of the annual budget for divisions of Student Affairs.
• Financial accounting, i.e. controls, reconciliation and correcting of errors (Regarding invoices, journals, requisitions).
• Monitor and regulate expenditure against budgetary constraints; complete reconciliations for all relevant funds, working closely with the Executive Director of Student Affairs.
• Compile financial reports for Student Affairs.
• Manage and resolve all financial queries that might arise from both creditors and debtors.
• Ensure that financial transactions are transacted in compliance with UFS financial policies and procedures.
• Responsible for checking that advances have been cleared and submitted timeously.
• Assist staff to understand and better manage their finances.
• Responsible for the monitoring of all expenditure entities to ensure it complies with UFS policies.
• Support HOD with departmental budgets to submit to the Budget Register. i.e. Equipment (capital and non-capital), IT (capital and non-capital), and projects as appropriate.
• Handle petty cash.
• Arrange the release of invoices.
• Handle financial administrative and financial enquiries.
• Assist with operations related to Human Resource Management in Student Affairs Process employee Adhoc claims, Advances and Expenses applications.
• Order stationery and supplies when required for the office of the Executive Director as and when needed.
• Assist with invoicing of clients for adverts or services rendered by divisions of Student Affairs.
• Review S&T claims, reimbursements, and advances to staff, and ensure correct fund/cost centres are entered on all forms and sufficient funds are available.
• Monitor and regulate expenditure against budgetary constraints; complete reconciliations for all relevant funds, working closely with the Executive Director of Student Affairs.
• Design relevant financial report templates. 
• Handle payments of creditors and all queries.
• Ensure the required HR appointment forms are submitted timeously Appointment of Adhoc appointments via Peoplesoft HR are submitted timeously. Manage a comprehensive HR filing system.
• Assist with the administration of HR related matters for the Department.
• Assist with operations related to Human Resource Management in Student Affairs.
• Implement and monitor the overall risk management process for the department aligned with the institution.
• Implement, supervise, and assess the policies and processes that pertain to managing the risks faced by the department.
• Provide assurance to the ED regarding the management of risks within the department.
• Provide comprehensive and timely reports to the ED on the state of risk management, including recommendations for addressing risk issues that require improvement.
• Evaluate the effectiveness of internal controls and mitigation strategies to address risks faced by the 
• department.
• Follow up on the implementation of risk mitigation strategies and report status to the ED.
• Report any material changes to the risk profile of departments to the ED.
• Ensure the risk register is updated with all changes.
• Oversee the development and implementation of (Internal and External) Strategic EDSA Projects.
• Establish a communication approach to update stakeholders, including appropriate staff in the organization, on the progress of the project.
• Initiate, coordinate, and roll out projects of strategic relevance in Student Affairs:
• Annual EDSA Prestige Awards
• Student Affairs Week
• Kovsie Open Day
• Annual DSA Strategic Planning Launch
• Any other project initiative from the Executive Director Office
• Coordinate and manage collaborative projects between different divisions in Student Affairs.
• Manage and administer the EDSA Prestige Awards together with the DSA Strategic Planning.
• Monitor the progress of the project and make adjustments by following an approved change management process as necessary to ensure the successful completion of the project.
• Monitor project alignment with the approved budget.
• Ensure that the project deliverables are on time, within budget and at the required level of quality. 
• Report on and close the project.
• Responsible for other Ad hoc required activities. 
• Collect and disseminate relevant information.
• Coordinate the departments' project activities, deliverables, resources, equipment, and information for effective execution of the project outcomes.
• Translate the project purpose and scope into doable actions and set timeframes.
• Liaise with stakeholders to identify and define requirements, scope, and objectives.
• Assist internal project leaders with scheduling and the management of projects.
• Assist with the preparation of budgets for the projects and reporting.
• Analyse project risks, opportunities, and mitigations. 
• Oversee project financial procurement management processes.
• Monitor and manage project statuses by handling any project-related issues that may arise.
• Act as the point of contact and communicate project status to all stakeholders.
• Report to the Executive Director: Student Affairs.
• Make awareness and inform students about the EDHE Entrepreneurship.
• Compile data of students participating in entrepreneurship activities on campus.
• Update students of entrepreneurship activities.
• Inform the EDHE about the annual entrepreneurship competition.
• Identify qualifying students’ entrepreneurs to enter the EDHE competition.
• Support and coordinate students throughout the competition process.
• Encourage, follow-up and monitor the existing business of the students.
• Travel for work-related workshops, strategic plannings etc, / by invite to work related project Purchasing of equipment and furniture for the DSA.
• Support/Cover for the broader EDSA admin team if absent.
• Maintain all HR records; Conduct administrative component of all HR processes for ad hoc appointments; management of ad hoc HR payments; third-party access administration.
• Proactively engage with the Executive Director and HR to ensure that Ad Hoc employment contracts are valid and, where applicable, timeously renewed.
• Manage all administrative processes for the DSA Finance Office.
• Participate in the Community of Practice of Experts, related to the broader DSA Strategy and Vision.
• Create partnerships with the Department of Higher Education and Training and external organisations related to Student Affairs, namely:
• SAASSAP
• NASDEV
• Serve as a conduit between the Executive Director: Student Affairs and the broader UFS Finance Department Provide Strategic Support to the Executive Director: Student Affairs in terms of DSA Finances.

Inherent requirements:

• Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF level 7 in Accounting or a 3-year National Diploma on NQF level 6 in Accounting.
• A minimum of two (2) years relevant working experience related to the duties and responsibilities.

Recommendations:

• Knowledge of PeopleSoft.
• Knowledge of the Procurement Policy.
• Principles of corporate governance (e.g., financial, communication management).
• Knowledge of IT systems.
• Applicable university regulations, policies, and procedures.
• University structures and services (including academic environment).
• Principles of corporate governance (e.g., financial, communication management) Knowledge of the Procurement Policy.
• Knowledge of Budgeting.
• Knowledge of PeopleSoft Financial management skills.
• Computer skills (MS Office, Internet, and Intranet).
• Experience within the higher education environment.
• Knowledge of university systems, policies, and procedures.
• Member of a or registration at a professional body.

Competencies

Required competencies: 

Results-oriented.

• The ability to cope with a frequently changing environment and to adapt to evolving situations. 
• The ability to be reliable, responsible, dependable, and to fulfil obligations.

Strategic thinking.

• The ability to deal with several activities at a time.
• The ability to focus on details, work towards perfection, and approach work in a neat and organised manner.

Business Acumen:

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.

Leading.

• The ability to lead, take charge of situations and offer opinions and directions to others. 
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

Building coalitions

• The ability to interact with others and establish personal connections with people.
• The ability to make decisions through consultation, collaboration and working with close supervision.