Chief Electoral Administrator (post level 9) (Ad-hoc Contract appointment: Up to 3 months - 12 hours per week) (Job ID: 6166)

NB! Internal advertisement: Permanent UFS staff may apply and must take leave for duties performed in this capacity during normal working hours.

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!
To ensure your application is complete you must submit ALL documents listed under the inherent requirements as well as the following standard documentation:
A detailed Curriculum Vitae.
Copies of your qualifications or official proof of qualifications obtained (If you hold foreign qualifications please include SAQA accreditation).
A copy of your identity document (South African ID or passport for foreign nationals).

Duties and responsibilities:
Assume final responsibility for the overall management and operation of the online voting process.
Coordinate verification of student associations and organisations data and status in consultation with the Student Governance Office.
Coordinate verification of student data across all UFS campuses in consultation with Student Academic Services (SAS).
Ensure that the elections are conducted in a free fair and impartial manner using the appointed external service providers online voting system.
Work with the Electoral Logistics Committee (ELC) and the external service provider to ensure seamless execution of the online election.
Supervise the technical and operational aspects of the online voting platform including voter registration ballot security and system accessibility.
Ensure that online election procedures adhere to UFS policies and data protection regulations.
o Work with the appointed service provider to conduct system tests security audits and training sessions before the elections.
o Ensure that the online voting system is fully functional secure and free from technical issues on election days.
o Coordinate technical support teams to assist with any system-related concerns during the election.
o Act as the primary point of contact between the UFS the ELC Student Affairs and the external service provider regarding election matters.
o Provide clear communication and instructions to students on how to access and use the online voting system.
o Ensure that students receive timely notifications and reminders about key election dates and procedures.
o Promote voter participation through digital campaigns webinars and outreach programs.
o Ensure that the online elections comply with UFS electoral policies governance regulations and ICT security protocols.
o Establish a secure and transparent vote auditing process to verify election integrity.
o Handle electoral disputes complaints and appeals in accordance with election policies.
o Oversee the vote counting and verification process to ensure accuracy and transparency.
o Work with the external service provider to audit election results before official declaration.
o Formally declare the election results following verification and validation.
o Compile a comprehensive post-election report detailing the online election process voter turnout system performance and areas for improvement.
o Ensure that all election data is securely stored or disposed of according to UFS data protection policies.
o Provide recommendations for future online elections based on lessons learned.

Inherent requirements:
Bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 or a three-year national diploma on NQF Level 6.
Minimum of two (2) years relevant working experience in election management particularly online voting systems in the Higher Education Sector or relating to the duties and responsibilities.
Must not be a staff member of the Division of Student Affairs of the University of the Free State.
Experience in election management online voting systems IT governance or digital platforms.
Strong understanding of cybersecurity digital platforms and online voting best practices (preferred).

Recommendations:
Experience within the higher-education environment.
Knowledge of university systems policies procedures.
Member of or registration with a professional body.

Required competencies:
Results Orientated:
- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to deal calmly and effectively with high stress situations.
Strategic Thinking:
- The ability to plan work and to follow plans.
- The ability to carefully analyse information and use logic to address issues and problems at work.
Business Acumen:
- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
Leading:
- The ability to maintain high levels of personal motivation energy and enthusiasm.
- The ability to be cooperative with others display a good-natured attitude and encourage people to work together.
Building Coalitions:
- The ability to negotiate sell influence and to persuade others.
- The ability to make decisions through consultation collaboration and working with close supervision.

Assumption of duties:
As soon as possible.

Closing date:
9 June 2025

Enquiries:
For enquiries please feel free to contact or email

General:
The UFS is a designated employer and is committed to the pursuit of excellence diversity and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at: EEA13-UFS EE Plan 1 March 202528 Feb

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications you may assume that your application was unsuccessful.