Administrative Assistant III (P11) (Information & Communication Systems Division: Audio Visual Unit) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development, and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) for societal impact in the context of the changing social, political, and economic fortunes of Africa”.
Job description
Office Secretarial
- Professionally and efficiently manage the diary of the Manager by organising daily commitments and ensuring that commitments are honored.
- Manage the reception area and act as the first line of contact for the function.
- Take minutes at meetings and agendas for accurate record keeping.
- Compute, record, and proofread data and other information such as reports, agendas, memos, overtime, etc.
- Arrange and schedule meetings across functions.
- Manage and distribute the generic emails received by internal and external parties.
- Interact, organise, and liaise with clients from different departments as well as external stakeholders.
- Communicate with customers, employees, and other stakeholders.
- Effectively and timeously perform organisational and administrative tasks.
- Ensure that policies and procedures are adhered to.
- Manage information relevant to the job for records to be kept up to date for future reference.
- Arrange travel and accommodation for official business trips and conferences.
- Regularly update and keep records of all personal information of staff to assist when needed.
- Keep up to date with the services within the University, to assist staff with relevant information.
- Ensure that policies and procedures are adhered to.
- Protect and maintain confidentiality of information always known to staff members.
- Keep abreast of new developments in the field and effectively apply them in the office setting.
- Coordinates and records all sundries required by the staff.
- Keep up to date with the functioning of the department to ensure that professional assistance is always delivered.
Procurement and Financial Administration
- Ensure that all invoices are approved and delivered to the creditor's department on time for payment.
- Administer procurement of operational and capital items to enable efficient functioning.
- Ensure that all invoices are approved and delivered to the creditor's department on time for payment.
- Keep up to date with the procurement requirements to ensure the effective management of the process.
- Manage the purchasing and travel cards, reconciling purchases and ensuring that allocations are done accurately and timely on Oracle.
Project administration
- Scheduling routine meetings and recording decisions.
- Measuring and reporting on the project performance.
- Acting as the contact point for all project participants.
- Preparing and providing documentation to key stakeholders and internal teams.
- Breaking complex projects into simpler tasks and setting goals and timeframes.
Minimum requirements
- Diploma (NQF6) in Administrative Management/ Office Administration/ Business Administration
- Three (3) years' experience in Administration preferably at a tertiary institution
- Knowledge of UJ procurement systems and policies
- Knowledge of faculty rules and regulations
- Experience in all Microsoft packages (Word, Excel, PowerPoint, and Outlook)
- Computer literacy (all MS Office packages)
- Principles and processes for providing customer and personal services
- Telephone etiquette
- University policies and procedures
- Administrative and clerical procedures and systems
- Typing skills
- Strong interpersonal relationships
- Ability to network and build relations
- Must have verbal communication skills
- Proven previous experience in administration and projects.
- Ability to build relationships with others.
- To deal with conflict situations.
- Must be able to work under pressure.
- Ability to use own initiative and work independently.
- Have problem-solving skills.
- Diplomacy skills.
- Social perceptiveness.
- May be required to work long hours
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
For more information, please review the following link: Justice/Criminal/NRSO.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
