Job Title : Assistant Officer: Social Support Office (Post level 13)
Location : Qwa-Qwa, Free State
Company : University of the Free State
Salary :
Open Date : 2023-03-03
Close Date : 2023-07-04

Job Title Assistant Officer: Social Support Office (Post level 13) (Job ID: 5110) Organizational Unit University of the Free State -> Student Affairs Contract Type Permanent Occupational Level Semi-Skilled Location Qwaqwa Campus - Qwaqwa, FS ZA (Primary)
Closing Date 13/3/2023 Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll. Applications submitted through any other platform will not be considered.

Duties and responsibilities:

• Attend to all social support-related queries from staff and students.
• Attend to all telephone calls.
• Greet and receive clients and visitors.
• Manage all email inquiries, respond and follow-up.
• Manage social support information; keep records of all student cases and updates.
• The first point of contact for student requests and refers accordingly.
• Administration of all social support committees, task teams and meetings.
• Control the stock register of social support supplies.
• Draft reports, create spreadsheets and update reports.
• Arrange travel and accommodation when required.
• Manage the compliance check of all sponsorship requests.
• Support and provide guidance to students making a sponsorship application.
• Estimate costs involved for the event or request for sponsorship.
• Process and create requisitions for issuing purchase orders.
• Receive and approve invoices for payments of service providers.
• Create and process travel authorizations and cash advances for students traveling.
• Facilitate journal transfers for institutional service providers.
• Manage and keep a record of all expenses, invoices, POs, approvals and motivations.
• Administer bereavement-related expenses.
• Order office supplies.
• Compile monthly, quarterly and yearly financial reports.
• Generate cost centre reports and check weekly /monthly.
• Provide administrative and financial administration support for projects, including

institutional social support projects.

• Keep projects on track, and send reminders on delegated tasks to the team.

Inherent Job Requirements:

• Grade 12 or National Vocational Certificate on NQF level 4.
• One (1) year relevant working experience in the portfolio or related to the duties and responsibilities.

Recommendations:

• A relevant post-school qualification, i.e., National Diploma in Office Administration on NQF level 6, or

higher.

• Eligible to obtain a driver’s license within one year.

Competencies

Key Competencies:

• Results Orientated:
• The ability to cope with a frequently changing environment and to adapt to evolving situations.
• The ability to stick with tasks, not give up, and overcome obstacles in completing one’s task.
• Strategic Thinking:
• The ability to deal with several activities at a time.
• The ability to plan work and to follow plans.
• Business Acumen:
• Proficient in using MS Office.
• The ability to adhere to rules and strictly follow work regulations.
• Leading:
• The ability to be cooperative with others, display a good-natured attitude, and encourage people to work together.
• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• Building Coalitions:
• The ability to be sensitive and understanding to the needs and feelings of others
• The ability to make decisions through consultation, collaboration and working with close supervision.

Required Documents

Please ensure all relevant documentation is attached to your application. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.

• Certified copies must not be older than 6 months

• A detailed curriculum vitae and cover letter;
• Certified copies (not older than 6 months) of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
• A certified copy (not older than 6 months) of your identity document (ID);
• Proof of registration with a Professional Body (if applicable);
• A copy of your driver’s license (if applicable);
• A service record of your current employer / last employer (only applicable to external applicants).

Assumption of duties:
01 April 2023 or as soon as possible thereafter.

Closing date:
13 March 2023

Salary:
The annual remuneration package, including benefits is R 211,391.43 – R 354,408.50 per annum depending on the budget available for the position, relevant work experience and qualifications.

Fringe Benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:
For enquiries, please feel free to contact me at 051 401 9810 or email at [email protected] or [email protected]. Additionally, kindly contact 051 401 2979/ 9813/ 9848 for assistance.

Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

General:
The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/ division.

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at : https://ufsacza.sharepoint.com/:b:/r/sites/supportservices/hr/Employment Equity/EEA13_EE Plan UFS 1 March 2022 (003).pdf?csf=1&web=1&e=TjtoXH

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful

The UFS will only consider applications of candidates who meet all the inherent requirements of the position.

Apply This Job