Administrative Officer - Stellenbosch, South Africa - Stellenbosch University

Stellenbosch University
Stellenbosch University
Verified Company
Stellenbosch, South Africa

2 weeks ago

Thabo Mthembu

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Thabo Mthembu

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Description
Duties/Pligte**Financial administration and budget control**:
Timeously and efficiently executing financial administrative tasks related to the daily functioning of the Department and in line with Stellenbosch Universitys financial policies, including processing requisitions,

issuing requisitions, placing orders and receiving goods, processing departmental bursaries,
- ad hoc_ payments, maintaining an asset register, and interacting with debtors and creditors;Managing cost centres of academic staff and researchers in the Department;- Using the Universitys financial system to enter and extract financial data with a demonstrable, thorough understanding of the Departments cost centres and accounts;;- Liaising internally with SUs Purchasing and Procurement Divisions, financial services and vehicle fleet;- Responsible for all administrative and financial tasks regarding arrangements for national and international travel, accommodation and conference attendance for academic staff (with compliance to SU policy);
- **Secretarial and administrative support**:- Maintaining an effective filing system of departmental documents;- Providing secretarial and administrative support to academic staff members and postgraduate students;- Handle the departmental postgraduate administration;- Administering and scheduling activities for the Department of Chemistry and Polymer Science (scheduling meetings and planned activities, monitoring and managing diaries, taking minutes during meetings, etc.);- Coordinatingf effective internal communication with departmental staff and students;- Handling undergraduate teaching and assessment administration;Handling the Departments postgraduate administration;- Compiling financial statements, memoranda and other relevant documents as needed;- Maintaining the departmental website.
- **Finansiële ondersteuning en begrotingsbeheer**:
Tydige en doeltreffende uitvoering van finansiële administratiewe take in ooreenstemming met die finansiële beleid van die Universiteit Stellenbosch wat verband hou met die daaglikse funksionering van dieDepartement, met inbegrip van die verwerking van versoeke, die uitreiking van rekwisisies, bestellings en ontvangs van goedere, die verwerking van departementele beurse,
_ad hoc_-betalings, die byhou van

bateregisters, en skakeling met debiteure en krediteure;Bestuur van kostepunte van akademiese personeel en navorsers in die Departement;-
- Gebruik die Universiteit se finansiële stelsel om finansiële data in te voer en te onttrek, met n bewese, deeglike begrip van die Departement se kostepunte en rekeninge;-
- Interne skakeling met die US se Afdelings vir aankope, finansiële dienste en die voertuigpoel;-
- Verantwoordelik vir alle administratiewe en finansiële take gemoeid met nasionale en internasionale reis-, verblyf
- en konferensiebywoningreëlings vir akademiese personeel (in ooreenstemming met dieUS-beleid).
- **Sekretariële en administratiewe ondersteuning**:
Ontvang besoekers, skakel met kliënte, en die effektiewe bestuur van e-pos
- en telefoniese navrae;-
- Die instandhouding van n effektiewe liasseringstelsel van departementele dokumente;-
- Verleen sekretariële en administratiewe steun aan akademiese personeel en nagraadse studente;-
- Administreer en skeduleer aktiwiteite vir die Departement Chemie en Polimeerwetenskap (skedulering van vergaderings en beplande aktiwiteite, monitering en bestuur van dagboeke, neem van notules tydensvergaderings, ens.);Koördinering van effektiewe interne kommunikasie met departementele personeel en studente;-
- Hanteer voorgraadse onderrig
- en assesseringsadministrasie;-
- Hanteer die Departement se nagraadse administrasie;-
- Opstel van finansiële state, memorandums en ander toepaslike dokumente soos benodig;-
- Instandhouding van die departementele webwerf.Job Requirements/Pos Vereistes- A post-matric secretarial or administrative qualification (or equivalent);- A minimum of five years' secretarial and/or administrative experience;- Knowledge and experience of financial, administration and information systems;- The ability to liaise appropriately with individuals at management and other levels, both within and outside the University;- Excellent computer proficiency in the use of the Microsoft Office package (Word, Excel, PowerPoint, Outlook and Teams);- Excellent verbal and written communication skills in English;- The ability to work under pressure without compromising accuracy;- Outstanding interpersonal skills;- The ability to work independently as well as in a team;- Excellent organisational skills, independence in performing tasks and the ability to adhere to deadlines.'n Naskoolse sekretariële of administratiewe kwalifikasie (of gelykwaardig);-
- Minstens vyf jaar se sekretariële en/of administratiewe ervaring;-
- Kennis van finansiële-, administratiewe
- en inligtingstelsels;-
- Die vermoë om toepaslik en effektief met persone op bestuurs
- en ander vlakke te skakel, binne sowel as buite die
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