Secretary (P11) (Facilities Management: APB Campus Senior Director) (Re-advert)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
- Manage the Senior Director’s office and to act as first line of contact to the stakeholders, staff etc. in a professional manner.
- Arrange travel and accommodation for the Senior Director for official business trips and conferences (local and international).
- Receive and directs calls to relevant staff head of departments.
- Compile agendas, registers, take minutes at meetings for accurate record keeping.
- Arrange and co-ordinate workshops, functions, conferences, etc. as per the Senior Director’s request.
- Maintain a trusting and open relationship with other secretaries, managers regarding official matters.
- Assist in maintaining and tracking the monthly budget for all units within the department.
- Ensure that documentation is kept safely and securely to maintain confidentiality.
- Manage the Senior Director’s diary and ensuring that all the commitments are honoured.
- Handle all procurement related to the Senior Campus Director’s office, including staff teas, stationery, computers, and office equipment.
- Perform ad hoc duties as and when required to support the effective functioning of the Campuses and Facilities Management. Department
Minimum requirements
- National Diploma (NQF 6 or equivalent) in Administration, Secretarial etc.
- Three (3) to five (5) years' of secretarial experience is essential.
- Three (3) to five (5) years' administrative experience including proficiency in iProcurement (iProc) systems, hosting events etc.
- Computer Literacy in Microsoft 365 Office and Oracle or similar.
- Proven experience of extensive diary management and scheduling.
- Pay attention to detail
- Ability to perform under pressure and work independently.
- Good communication skills
- Interpersonal skills
- Knowledge of Procurement procedures
- Office and administration Management
- Knowledge of Finance including budgeting
- Planning and organisational skills.
- Report writing skills.
- Excellent interpersonal skills.
- Good customer service
- Deadline driven
- Knowledge of UJ rules and regulations
- Previous experience in the Higher Education and Training sector
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.
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.
