Executive Secretary (P10) (Division for Global Engagement) (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
“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.
Executive Secretary to the Division for Global Engagement, reporting to the Senior Director to manage the smooth running of the operations of the Division. The Executive Secretary to the Senior Director of the Division of Global Engagement assists and support the Senior Director in all aspects of his position to ensure an efficiently run and co-ordinated office with particular attention to diary management, effective timely correspondence and communication, and accurate and complete documentation management. The Executive Secretary also assist the Senior Director and the Divisional staff in the annual budget preparation, and all procurement processes including travel management and coordination including the coordination of larger delegations. The Executive Secretary also assists the Division with coordination of seminars and conferences, international events, and delegation visits, including PR and communication work.
Responsibilities:
- To assist and support the Senior Director in all aspects of his/her position to ensure an efficiently run, co-ordinated office with particular attention to diary management, effective timely correspondence and communication, including accurate and complete documentation management.
- Staff and Executive delegation travel co-ordination, including itinerary development, quotations, hotel, flight, transport (Car, train and bus) quotation, travel orders for Senior Director and divisional staff as needed.
- Assist the division with seminars and conferences, international events and coordination of delegations, including PR and communication.
- To assist all sections of the division in the annual budget preparation, including accurate and detailed inputs on the budget, motivations and preparations for the budget defence and meetings with other entities overseeing the finance process.
- Control and processing of all procurement and invoices, in accordance with good governance.
- Control of procurement, expenses including international travel expenses.
- Procurement of operational and capital items.
- Processing of Institutional Memberships and conference payments.
Minimum requirements
- A Secretarial Diploma or other Diplomas, Certification (NQF 6).
- Three (3) to five (5) years’ Secretarial experience within a tertiary environment.
- Three (3) to five (5) years' experience within a tertiary environment.
- Three (3) five (5) years’ Administrative and budgeting experience.
- Computer literacy (all MS Office packages).
- Knowledge of University systems processes.
- Knowledge of University policies and procedures.
- Knowledge of Administrative and clerical procedures and systems.
- Extensive diary management and scheduling.
- Telephone etiquette, procurement procedures, and knowledge of conference calls (international and local).
- Office Administration experience.
Recommendations:
- A Bachelors’ Degree (NQF 7).
- Previous administrative experience in a higher education institution.
- Experience with leading or managing a high-performing team of one’s own.
Competencies and Behavioural Attributes:
- High attention to detail.
- Ability to perform under pressure and independent.
- Good communication skills.
- Interpersonal skills.
- Professional approach.
- Procurement procedures.
- Knowledge of conference calls (international and local).
- Office and administration management.
- Finance/budgeting.
- Planning and organisational skills.
- Accuracy, detail, and quality checking.
- Excellent interpersonal skills.
- Active Listening skills.
- Knowledge of conference calls (international and local).
- Planning and organisational skills.
Enquiries:
Enquiries regarding the job content: Professor Bhaso Ndzendze (Senior Director) on Tel: (011) 559 7504.
Enquiries regarding remuneration and benefits: Mr. Keabetswe Moalosi (Acting HCM Business Partner) on Tel: (011) 559 3194.
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.
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.