Administrative Officer A2

at  Stellenbosch University

Duties/Pligte

• Managing the departmental cost centres.
• Compiling budgets for departmental expenditures.
• Processing requisitions on SU’s financial system.
• Liaison for all contracts with SU Legal Division, Faculty manager and HR as required, including ad hoc staff and fixed-term contracts.
• Managing petty cash.
• Providing general administrative support to staff, students and GUS (the University’s art gallery).
• Making travel and accommodation arrangements for staff and visitors.
• Managing finances for all departmental activities, including conferences, open days, events and GUS.
• Providing administrative support and management of research funds, short courses and social impact projects.
• Managing quotations, contracts, invoices and payment collections of external bookings of facilities.

• Managing local and international quotations, contracts, orders, invoices, payments and deliveries of materials, consumables and equipment for general and specialist studios, including for staff,

  teaching and research.

• 
  Compiling annual financial reports for record-keeping and audit purposes.

Bestuur van die departementele kostepunte.

• Opstel van begrotings vir departementele uitgawes.
• Verwerking van rekwisisies op die US se finansiële stelsel.
• Vir alle kontrakte, skakel met die US se Regsafdeling, Fakulteitsbestuurder en Menslike hulpbronne soos vereis, insluitend ad hoc-personeel en vastetermynkontrakte.
• Bestuur van kleinkas.
• Verskaf algemene administratiewe ondersteuning aan personeel, studente en GUS (kunsgalery van die Universiteit Stellenbosch).
• Tref reis- en verblyfreëlings vir personeel en besoekers.
• Bestuur van finansies vir alle departementele aktiwiteite, met inbegrip van konferensies, opedae, geleenthede en GUS.
• Verskaf administratiewe ondersteuning en bestuur van navorsingsfondse, kortkursusse en sosiale impakprojekte.
• Bestuur kwotasies, kontrakte, fakture en betalings-invorderings van eksterne besprekings van fasiliteite.
• Bestuur van binnelandse en internasionale kwotasies, kontrakte, bestellings, fakture, betalings en aflewerings van materiaal, verbruiksgoedere en toerusting vir algemene en spesialisateljees, insluitend vir personeel, onderrig en navorsing.
• Die opstel van finansiële jaarverslae vir rekordhouding en ouditdoeleindes.

Job Requirements/Pos Vereistes

• A relevant tertiary qualification in administration and/or finances.
• Two to three years’ administrative work experience with a focus on financial management.
• Proven computer proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint, etc.).
• Knowledge of the financial structures, general functioning of SU and working knowledge of SU’s central computer systems (e.g. SUNFin and TeraTerm).
• Excellent verbal and written communication skills in English and Afrikaans.
• The ability to function in a multilingual environment.
• Strong interpersonal skills.
• Proven organisational skills.
• The ability to manage multiple projects simultaneously and perform under pressure to meet strict deadlines.

• The ability to work independently and apply your own initiative.

’n Tersaaklike tersiêre kwalifikasie in administrasie en/of finansies.

• Twee tot drie jaar se administratiewe werkservaring met ’n fokus op finansiële bestuur.
• Bewese rekenaarvaardigheid in Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint, ens.).
• Kennis van die finansiële strukture, algemene funksionering van die US en werkende kennis van die US se sentrale rekenaarstelsels (bv. SUNFin en TeraTerm).
• Uitstekende mondelinge en skriftelike kommunikasievaardighede in Afrikaans en Engels.
• Die vermoë om in ’n veeltalige omgewing te funksioneer.
• Sterk interpersoonlik vaardighede.
• Bewese organisatoriese vaardighede
• Die vermoë om verskeie projekte gelyktydig te bestuur en onder druk te presteer om streng spertye te haal.
• Die vermoë om onafhanklik te werk en eie inisiatief toe te pas.

Recommendation/Aanbeveling

• Willingness to support departmental functions and events, incuding occasional after-hours support.

• Willingness to share reception duties with the academic administrator.

Bereidwilligheid om departementele funksies en geleenthede te ondersteun, insluitend af en toe na-ure.

• Bereidwilligheid om ontvangspligte met die akademiese administrateur te deel.

• Managing the departmental cost centres.
• Compiling budgets for departmental expenditures.
• Processing requisitions on SU’s financial system.
• Liaison for all contracts with SU Legal Division, Faculty manager and HR as required, including ad hoc staff and fixed-term contracts.
• Managing petty cash.
• Providing general administrative support to staff, students and GUS (the University’s art gallery).
• Making travel and accommodation arrangements for staff and visitors.
• Managing finances for all departmental activities, including conferences, open days, events and GUS.
• Providing administrative support and management of research funds, short courses and social impact projects.
• Managing quotations, contracts, invoices and payment collections of external bookings of facilities.
• Managing local and international quotations, contracts, orders, invoices, payments and deliveries of materials, consumables and equipment for general and specialist studios, including for staff