Assistant Officer (post level 13) (Job ID 6348)

IMPORTANT: ONLY INTERNAL APPLICANTS WILL BE CONSIDERED FOR THIS POSITION.
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:

Merchandise Store
Ensure stock meetings with the line manager are arranged monthly.
Order merchandise for KovsieGear after approval of line manager.
Administer the KovsieGear generic e-mail address in the absence of the Senior Assistant Officer.
Assist with marketing of KovsieGear amongst stockholders.
Label and unpack new merchandise.
Report stock request via e-mail to management. This includes special ideas and the shortage of specific sizes of existing stock.
Manage the front desk.
Perform general clerical (photocopying mailing and filling).
Answer telephone calls and take messages.
Assist clients with orders online and supply quotations for merchandise requests.
Arrange for courier costs and submit quotation to the client and arrange for the package to be collected (online purchases).
Promote the image and reputation of KovsieGear by conducting in a professional manner.
Set up events on and off the Bloemfontein Campus according to the marketing plan(this includes all arrangements for venues accommodation and travelling the in and out booking of stock to exhibitions including graduation ceremony displays and other marketing events)
Keep the shop tidy and shelves neat and orderly.
Responsible for marketing promotions and sale implementation in store and on campus.
Responsible for ensuring KovsieGear merchandise is displayed on all the shops windows and manikins

Financial Administration
Control daily cash-up & report variances in absence of financial officer
Follow up quotations within 48 hours and supply customers with the correct and timeous information
Invoice departmental sales on Pastel
Assist with the financial aspects of the marketing and exhibitions on Qwaqwa South Campus and other exhibitions on the Bloemfontein Campus
Assist with bigger marketing exhibitions and ensure that the correct financial procedures are followed
Create Pastel Purchase Orders submit requisitions & send purchase orders to suppliers.
Responsible for submitting journal transfer in the absence of Financial Officer.
Enter financial data into accounting software or spreadsheets including invoices receipts expense claims and other financial documents.
Maintain organized records and filing systems for easy retrieval and reference.
Assist with the processing of supplier invoices verifying details such as quantities prices and payment terms in the absence of the Financial Officer.
Match invoices with purchase orders and delivery notes resolve discrepancies and ensure approval and payment processing in the absence of the Financial Officer.
Prepare and process petty cash transactions maintain accurate records and replenish petty cash funds as required in the absence of Financial Officer.

Stock Control
Quality control of stock in storerooms.
Monitor stock levels and movements by conducting physical stock counts reconciling discrepancies and updating inventory records using electronic or manual systems.
Coordinate with purchasing or procurement teams to replenish stock based on inventory levels sales trends and demand forecasts to ensure adequate stock availability to meet customer demand.
Control of stock movement between stock rooms.
Maintain accuracy of physical stock available.
Set out stock for KovsieGear Qwaqwa and Kovsie INN and logistics thereof.
Stock counts on a manual basis.
Daily stock counts as well as investigate any variances.
Risk control procedure to be implemented and monitored consistently in cooperation with the financial officer.
Assist with Stock-take within KovsieGear.

Brand and Client Relationship Management
Ensure professional customer service and the upholding of the image of the shop continuously.
Serve customers in the shop and the selling of merchandise including wrapping of gifts and customer service continuously.
Liaise with designated customer groupings regarding quotations and the ordering of merchandise.
Assist with organizing the banners within DCM for events within the institution.

Inherent requirements:
Grade 12 or national vocational certificate on NQF Level 4.
A minimum of one (1) years relevant experience related to the duties and responsibilities.

Recommendations:
Knowledge of Microsoft programmes Pastel and PeopleSoft

Required competencies:
Results Orientated:
- The ability to set high standards establish tough goals and to work to achieve success.
- The ability to cope with a frequently changing environment and to adapt to evolving 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.
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 lead take charge of situations and offer opinions and directions to others.

Building Coalitions:
- The ability to negotiate sell influence and to persuade others.
- The ability to be self-assured and at ease with people in all types of social situations.

Assumption of duties:
As soon as possible

Closing date:
30 January 2026

Salary:
The annual remuneration package including benefits is R218 298.69 R365 979.80 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: 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.