Senior Assistant Officer (post level 12) (Job ID 6334)

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).
Confirmation of employment in the form of a letter appointment contract service certificate or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:
Provide secretarial and administrative support to the Head of Department (HOD).
Provide an effective interface between the department and members of the University community public private and community organisations and business and government sectors.
Investigate complex queries and prepare responses/reports for the HOD.
Maintain a pending system for following up previous correspondence and referring items to the HOD for follow-up action.
Provide general administrative support to departmental academic staff for teaching and research activities.
Coordinate scheduling correspondence and communication within the department.
Responsible for the ordering of departmental stationery and day-to-day amenities.
Maintain accurate and accessible departmental documentation and filing systems.
Assist academic staff with travel bookings reimbursement claims and procurement.
Coordinate room bookings and logistical arrangements for academic staff.
Coordinate the departmental calendar and venue bookings for key departmental meetings
Process departmental financial requisitions purchase orders and reimbursements in accordance with university policy.
Purchase assets for the department keep a record of all purchases update the asset register and ensure that there are sufficient funds before purchasing.
Monitor expenditure against the departmental budget and provide regular summary reports.
Coordinate HR-related documentation including part-time appointments leave tracking and claims.
Maintain departmental inventory and oversee office logistics.
Act as a first point of contact for postgraduate enquiries.
Assist with postgraduate application processing.
Assist and support the Programme Director and prospective and current postgraduate students with registrations and examinations.
Be responsible for the coordination and quality control of the final submission of a mini dissertation for examination for all structured masters students in the department.
Coordinate the post-examination process (handle final corrections and reports).
Administer the arbitration process if necessary.
Provide support for graduation processes.
Coordinate departmental marketing activities with the Faculty Marketing Office.
Manage departmental web content and social media updates.
Organise departmental participation in open days seminars and faculty events.
Plan and organise departmental functions workshops and public & guest lectures.
Prepare meeting documentation and maintain accurate records of departmental decisions and reports.
Provide administrative support for departmental research activities.
Capture and maintain departmental research data on the Research Information Management System (RIMS).
Compile reports on departmental research outputs and activities.
Coordinate the logistics for research seminars conferences and grant-related visits

Inherent requirements:
Bachelors degree on NQF Level 7 in one of the Faculty of Economic and Management Sciences disciplines.
A minimum of one (1) years relevant work experience in a higher education environment related to the duties and responsibilities.

Recommendations:
Knowledge of MS Word Access Outlook Excel PeopleSoft SharePoint RIMS and Blackboard.
Knowledge of the Facultys curricula Faculty and UFS General Rules.
A sound knowledge of the Acts that impact the Higher Education sector.
Knowledge of university systems policies procedures

Required competencies:
Results Orientated:
- The ability to cope with a frequently changing environment and to adapt to evolving situations.
- The ability to be reliable responsible dependable and to fulfil obligations.
Strategic Thinking:
- The ability to deal with several activities at a time.
- The ability to focus on details work towards perfection and approach work in a neat and organised manner.
Business Acumen:
- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.
Leading:
- The ability to lead take charge of situations and offer opinions and directions to others.
- The ability to be cooperative with others display a good-natured attitude and encourage people to work together.
Building Coalitions:
- The ability to be sensitive and understanding to the needs and feelings of others.
- The ability to interact with others and establish personal connections with people.

Assumption of duties:
As soon as possible.

Closing date:
26 January 2026

Salary:
The annual remuneration package including benefits is R 388426.59 R 487479.38 per annum depending on the budget available for the position relevant work experience and qualifications.

Fringe benefits:
(Subject to specific conditions): pension scheme medical aid scheme group life insurance housing allowance leave and sick leave service bonus and study benefits.

Enquiries:
For enquiries please feel free to contact or email or . Additionally kindly contact / 9813 for assistance.

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:EEA13ReportUNIVERSITY OF THE FREE STATE FINAL SEP

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.