Office Manager (post level 9) Office of the Executive Director Institutional Advancement (Job ID 6347)

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.

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Duties and responsibilities:

General office operations (including secretarial and reception services):

Provide administrative and secretarial support to the Executive Director: Institutional Advancement.
Manage the Executive Directors diary extensively by organising the daily/weekly/monthly commitments and ensuring that all the commitments are honoured.
Handle correspondence (incoming calls and messages emails) and respond to queries as appropriate.
Receive and welcome visitors.
Ensure that the office is adequately provisioned.
Arrange meetings including refreshments as required and the preparation of venues for meetings.
Maintain digital and physical records for the Executive Director.
Arrange travel and accommodation for the Executive Director during official business trips and conferences.
Report and control maintenance work in the office.
Order office supplies and keep track of office inventories.

General administration (including meeting administration):
Ensure alignment of the office administration with university procedures processes and policies.
Compile agendas registers take minutes at meetings disseminate and file for accurate record keeping.
Ensure that documentation is kept safely and securely to maintain confidentiality.
Assist the Executive Director with the drafting and submission of monthly/quarterly and annual reports.
Administer and distribute relevant reports for various committees and forums.
Support/coordinate projects/events/campaigns when needed.

Stakeholder engagement:
Maintain a trusting and open relationship with the other departments within the UFS and with other stakeholders regarding the offices operations.
Build and maintain good and professional relationships with internal and external stakeholders.
Act as a liaison between the office of the Executive Director and other business units at the university.
Coordinate invitations received acceptance/rejections and communicate accordingly updating diary.
Maintain strict confidentiality at all times.

Financial administration:
Process requisitions for purchases and payment of invoices for the office.
Arrange local and international travel and accommodation and reconcile advances received for actual expenses for travel and accommodation.
Ensure sufficient office supplies are ordered as relevant.
Control and report on entities.
Conduct petty cash reconciliation.
Process claim forms following business trips.

Inherent Job Requirements:

Bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 in Office Management/Administration Business/Public Management/Administration Human Resources/Marketing/Communications or a closely related field.
Minimum of two (2) years relevant work experience relating to the duties and responsibilities.

Recommendations:

Experience within the higher-education environment.
Knowledge of university systems policies and procedures.

Key Competencies Required:

Results-Oriented:
- The ability to be reliable responsible dependable and to fulfil obligations.
- The ability to deal calmly and effectively with high stress situations.

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.
- The ability to be creative and open-minded when addressing work issues.

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 be self-assured and at ease with people in all types of social situations.
- The ability to interact with others and establish personal connections with people.

Required Documents

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).

Assumption of duties:
As soon as possible.

Closing date:
1 February 2026

Salary:
The salary is available on request.

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 .. Additionally kindly contact / 2876 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.