Officer Project Coordinator (30 hours per week) (post level 10) (Contract appointment 1-year) (Job ID 6331)

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 comprehensive administrative and operational support to the Incubator team entrepreneurs and stakeholders.
Manage day-to-day office operations.
Manage financial records including obtaining quotations processing requisitions purchase orders invoices and payments.
Coordinate events and workshops.
Liaise with startups and university departments.
Maintain records and communication platforms.
Assist with financial monitoring of projects and events.
Support finance processes (budgets expenditure tracking reporting audit prep).
Coordinate with facilitators speakers and attendees.
Assist with event registrations attendance tracking and feedback collection.
Serve as a first point of contact for incubator participants (students researchers startups).
Schedule mentoring and advisory sessions.
Maintain a database of incubated ventures and track their progress.
Maintain and organise digital and physical files ensuring easy access to important documents.
Assist with the preparation of presentations reports and other project-related documents.
Assist in updating the incubators website social media and newsletter.
Help promote incubator activities to students and staff.
Provide general administrative support including scheduling meetings managing correspondence and
maintaining office supplies.
Coordinate logistics for various projects workshops pitch sessions and events from planning venue
bookings to execution.

Inherent requirements:
Bachelors degree or an Advanced Diploma/ degree/Postgraduate Certificate on NQF Level 7 in the field of Business Administration Finance or a related field.
A minimum of two (2) years relevant working experience in an administrative or financial support role within an academic or project-based setting.

Recommendations:
Two or more years of experience in event planning and coordination.

Required competencies:
Results Orientated:
- The ability to stick with tasks not give up and overcome obstacles in completing ones task.
- 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 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 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 335528.28 R 422077.01 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 / 7659 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.