Job Description:
- The School of Accounting is actively recruiting for a Financial & Operations Manager to manage the finances and operations in the School of Accounting and Department of Accountancy. Set within a fast-paced environment, this role demands outstanding planning and organisational skills in rendering excellent support conducive to an environment fit for excellence in teaching and learning.
Responsibilities:
The incumbent must be a dynamic, flexible, and self-motivated person who will provide inter alia the following services:
Timeous Payment of Temporary Staff:
- Management, overseeing of the temp appointments, independent contractors and claims for budget and non-budget cost centres.
- Projection of temporary contract expenses to ensure max budget utilisation.
- Management and amendment of individual temporary contract budgets where necessary.
- Reconciliation of appointments and claims captured and pay-run reports.
- Liaise with HR and payroll concerning administration of temporary salaries and claims.
- Budget management of temporary salary accounts.
Effective Budgeting and Budget Utilisation:
- Manage the budget process, prepare the budget according to strategy, capture and submit.
- Monitor, analyse and interpret expenditure against budget and/or funding and advise on both strategic and prudent budget maintenance.
- Liaise with all relevant stakeholders relating to budgeting and proper utilisation and forecasting of such.
- Manage and oversee budget control.
- Ensure appropriate budgeting for capital expenditure.
- Continuous liaison with procurement regarding expenditure.
- Ensure effective utilisation of the budget.
Financial Management and Reporting:
- Manage budget and year-end reports for Short Learning Programmes (SLP).
- Maintain and ring-fence cost centres according to strategy.
- Forecasting and budgeting for UJ levies on non-subsidised course income.
- Financial projection of extra-curricular and ad-hoc revenue and expenses (budget and non-budget cost centres) and revenue, including temporary appointment contracts.
Operational Finance - manage expenditure prudently:
- Maintain, approve and check funds and accounts allocation of expenditures within approved budget.
- Ensure maximum utilisation of budget and ensuring cash flow availability.
- Manage loss of UJ property, insurance & procurement of necessary replacement items.
- Manage journal requests.
- Manage and oversee I-expenses.
- Manage invoice requests.
- Manage procurement of non-catalogue items for budget and non-budget cost centres.
- Manage purchasing/replacement of computing equipment.
Infrastructure Management:
- Manage return of assets to stores after expiry of warranties / useful lifespan.
- Project manage space alterations and office allocations.
- Manage asset register.
- Liaising with UJ asset officers concerning University asset register and queries.
- General administration & assistance relating to operational matters.
Presentable and Compliant Offices:
- Ensure a clean and workable environment within the space.
- Ensure that the space is compliant with Protection Services rules and regulations, communication channels.
Governance and Compliance:
- Implement and maintain systems in line with governance principles to ensure compliance.
- Monitor validity of expenditure against UJ policies and procedures and engage with relevant stakeholders on deviations and implications with appropriate compliance recommendations.
- Conduct operations compliant with governance and internal policies.
- Ensure compliance with Health and Safety regulations.
Reduce or Mitigate Risks:
- Ensure staff are trained and competent in the roles and responsibilities affiliated to disaster management and continuity.
- Assist with compiling and updating risk registers.
- Assist in minimising risk factors.
- Ensure compliance in budget expenditure.
Human Resources Management:
- Assisting with the on-boarding of new staff members.
- Manage and oversee temporary support staff.
- Assist staff members with basic HR queries.
Relationship Management:
- Customer relationship management, advising of management team on operations.
Minimum requirements
- A relevant Degree (NQF 7) or equivalent qualification.
- Three (3) to five (5) years of relevant job-related experience.
- Computer Literacy with proven knowledge of Microsoft Office Package (Word, Excel, PowerPoint), electronic document and records management system, Internet, and email.
- Good knowledge and experience of general management and office administration, financial management, project management, etc.
- Experience in managing and leading subordinates.
Competencies and Behavioural Attributes:
- Leadership skills.
- Problem solving, critical thinking and analytical skills.
- Budget analysis and management, with strong financial acumen.
- Collaborative and team working skills.
- Operational management.
- High ethical standard.
- Confidentiality.
- Attention to detail.
- Taking responsibility.
- Strong organisational and communication skills.
go to method of application »
Job Purpose:
- Function as the University’s CELCAT Room Booker Expert and Administrator, including maintaining CELCAT Room Booker – a centralised self-help service for ad hoc venue bookings of centralised venues. Supervise the process for the annual finalisation and publication of all timetables per campus. Supervise and coordinate the University’s venue booking functions for all campuses. Various UJ venue info-related tasks.
Responsibilities:
CELCAT administrator and CELCAT Live Room Booker expert duties
- Function as a CELCAT administrator and the CELCAT Live Room Booker expert advising on software functionality and needed enhancements. Test upgraded software when installed.
- Maintain CELCAT Databases in terms of latest staff, venue and student details.
- Maintain LDAP setups for UJ staff members for CELCAT access.
- Train University staff members in the usage of the software as per their roles, including preparing and annually revising the relevant training manuals and videos.
Timetable integrity & stability: Timely publication of correct University timetables
- Supervise the processes for updating and finalising the University’s timetables for the next academic year, including annually creating and then maintaining the University’s master file for examination- and test timetables in collaboration with the TTD Supervisor: Examination Timetables – published on the UJ Website and sent to ICS for release to students via uLink after all changes. Keep vigilant records of all SAO-/Test-/Assessment-timetable changes.
- Annually create the next academic year’s CELCAT Client LTT databases, download the academic structure files from ITS INT 4, prepare it and import it into these databases as preparation for the task above. Annually revise and update the comprehensive TTD Training Manual re lecturing timetable processes.
- Attend UTC Subcommittee meetings re lecturing timetable changes and advise re validity of motivation and feasibility. Verify that UTC approved LTT changes have been implemented.
- Arrange, supervise and verify data comparisons between all relevant databases to ensure data quality and accuracy – 2 to 3 times annually.
- Monitor the daily LTT auto-upload processes for LTTs (CELCAT to ITS INT 4) and evaluate output error reports for referral to TTD Admin Officers where necessary.
Permanent and Ad Hoc venue bookings
- Supervise and coordinate the University’s venue bookings of lecture- & assessment venues, plus computer laboratories (in collaboration with ICS) via CELCAT Live Room Booker.
- Train and guide relevant TTD, ICS and JBS staff members as CELCAT Rooming Administrators – to be able to process requests for venue bookings from all staff members via CELCAT Live Room Booker.
- Train UJ staff members (clients) in the use of the CELCAT Room Booker System.
- Perform intermittent data audits on relevant databases.
- Review relevant BI reports annually and request enhancements if needed.
- Verify auto-emailed BI reports for issues daily and upload relevant BI reports to the Intranet: 3-5 times weekly.
UJ Master Venue file updates & tracking venue-related upgrade projects
- Keep the UJ master venue file updated with the latest correct information – ensuring that it is also aligned to ITS Integrator 4 Space System data.
- Coordinate the annual venue audit process to be completed by CTS/FM and ICS (AVS), then update all records and databases accordingly.
- Advise the FM-UTC Venues Task Team on various matters related to venues, venue availability and AV requirements.
- Keep track of and report on progress re venue-upgrade projects.
CVF Duties
- Duties for the Committee: Venues & Facilities in terms of advising the CVF on applications for: a. Student events & functions; b. Venue hiring; and c. All events scheduled in non-centralised venues.
- Supervise TTD staff re booking centralised venues for CVF-approved events.
Minimum requirements
- A post-matric degree: NQF Level 7 – Preferred study fields: IT/Computer Science/Mathematics/Statistics/Applied Maths-related
- Five years' of experience in timetabling and venue bookings at a tertiary education institution, with a minimum of two years’ experience in a supervisory position
- Extensive knowledge of and a minimum of three years’ experience in the use of the timetable subsystems of the ITS Integrator 4 Student Management System supplied by Adapt IT
- Extensive knowledge of and at least three years’ experience in the use of timetable scheduling/optimisation software, such as CELCAT, or Syllabus Plus, or a similar system
- Advanced Level MS Excel skills
- Extensive experience in the use of the MS Office Suite
- In-depth knowledge of UJ Policies and Procedures pertaining to timetables, venue bookings and venue hiring
Competencies and Behavioural Attributes:
- Excellent problem-solving skills via logical analytical thinking
- The ability to consistently work accurately under pressure – with excellent attention to detail
- Good to advanced numerical skills
- Very good verbal and written communication skills
- Excellent planning and organising skills, including staff- and time management
- Good administrative skills
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