Administrative Assistant I (P13) (Protection Services Division) (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
“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.
- Process financial requests, claims, and recordkeeping of expenses.
- Assist in the administration of financial expenses for the unit.
- Request quotations and get approval for departmental office supplies, equipment, and furniture.
- Handle queries related to the finances of the unit.
- Handle overtime requests of Protection Services staff.
- Place and follow up on orders.
- Coordinate purchasing and travel cards, reconcile purchases, and ensure that Oracle allocations are done accurately and timely.
- Keep up to date with the procurement requirements to ensure the effective management of the process.
- Ensure that all invoices are approved and delivered to the creditors' department on time for payment.
- Effectively and timeously perform departmental and administrative tasks.
- Assist in monitoring unit compliance with the UJ and regulatory body policies, procedures, and regulations.
- Draft correspondence and communication, such as compiling reports, memos, and other documents.
- Take and distribute minutes at meetings.
- Maintain office files.
- Be an active participant in staff meetings.
- Sort, organise, and distribute mail.
- Perform general administration tasks as instructed by the line Manager.
- Arrange and coordinate workshops, functions, conferences, etc., for the staff and guests.
- Arrange travel and accommodation for official business trips and conferences.
- Coordinate and record all stationery /refreshments, etc., required by the staff.
- Interact, organise, and liaise with clients from different departments.
- Communicate with customers, employees, and other stakeholders.
- Greet and assist visitors.
- Direct calls and respond to inquiries.
- Answer and respond to telephone calls with professionalism.
Minimum requirements
- Matric or Grade 12 (NQF4) with 3 to 5 years of job-related experience.
- Experience in all Microsoft packages (Word, Excel, PowerPoint, and Outlook).
- Ability to handle sensitive and extensive confidential data.
- Knowledge of purchasing and procurement systems, e.g. Oracle.
- Valid driver's license.
- May be required to travel between campuses.
- May be required to work overtime.
- Administrative experience in a Higher Education Institution.
- Knowledge of departmental rules and regulations.
- Knowledge of faculty rules and regulations.
- Ability to handle a large variety of details and work with all organisational levels
- Excellent customer service skills and interpersonal skills.
- Excellent oral and written communication skills
- Proficiency with e-mail, word processing, spreadsheets, databases, presentation software, and Internet use
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.
