Senior Assistant Officer (post level 12) (Job ID 6432)

INTERNAL ADVERT: Please note that only staff members who are in the employ of the University of the Free State as at the closing date of this advertisement will be eligible for consideration for this post.

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:

Assistance to the Academic Head of Department
Manage the diary and electronic diary of the Academic Head of Department.
Assist the Academic Head of Department as needed.

General Office Management and Administration
General office management and administration.
Manage the general telephone and email line to the department handle email and other correspondence manage queries and distribute information.
Order and distribute office supplies (stationery consumables cleaning materials) and manage wastepaper.
Supervise the cleanliness and general neatness of the building and lecture venues and liaise with cleaning staff.
Arrange meetings functions venues and catering.
Submit and manage service requests (including reporting faults repair work and general maintenance).
Arrange travel and accommodation arrangements (national and international) for staff members and visitors/guest speakers.
Coordinate postal and courier requirements.
Facilitate security measures within the department.
Manage allocation of venues within the department.

Financial Administration
Manage financial matters in collaboration with the Head of Department.
Submit employee claims ad hoc claims and F1 forms and job requests.
Handle all purchases and orders via university requisitions.
Monitor all entities of the department and prepare financial statements.
Perform general administrative support including obtaining quotations obtaining electronic requisitions and finalising all purchases as well as all other departmental claims.
Assist academic staff in managing payments to and from their entities.
Assist academic staff as needed.

Academic Administration
Manage enquiries related to the academic programmes.
Assist students with arrangements regarding student registration uniforms and photos.
Manage the timetables of the academic programmes.
Capture student marks on the UFS systems and handle the administration pertaining to these.
Compile and finalise documentation for students applying for overseas registration including describing the curriculum as well as the number of hours spent on each module.
Liaise with presenters of courses presented within the department.
Coordinate and format examination and test question papers in the department and hand in the examination question papers at the examination division.
Liaise with external examiners (invitations flight tickets accommodation and payment).
Organise test and practical invigilation as necessary.
Maintain postgraduate progress reports.
Manage the departmental book collection and student photocopy requests.

Research Administration
Assist with logistics pertaining to research projects as required.
Assist academic staff with research finances.
Assist academic staff with the capturing of information on the Research Information Management System (RIMS).

Inherent requirements:
A Bachelors degree or an Advanced Diploma/ degree/Postgraduate Certificate on NQF Level 7 or a 3-year National Diploma on NQF Level 6 in Office Management/Administration or a related field.
A minimum of one (1) years relevant working experience related to the duties and responsibilities.

Recommendations:
Experience with the UFS financial academic (PeopleSoft) and research (RIMS) systems.
Experience within the higher education sector/ environment.
Knowledge of university policies and procedures
Understanding of staff management and leadership.

Required competencies:
Results Orientated:
- The ability to set high standards establish tough goals and to work to achieve success.
- The ability to stick with tasks not give up and overcome obstacles in completing ones task.
Strategic Thinking:
- The ability to deal with several activities at a time.
- The ability to plan work and to follow plans.
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 make decisions through consultation collaboration and working with close supervision.

Assumption of duties:
As soon as possible

Closing date:
21 April 2026

Salary:
The annual remuneration package including benefits is R 403692.54 R 506 869.63 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 / 2979 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:

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.