Administrative Officer A2 needed at Stellenbosch University

Duties

• Managing the departmental cost centres.
• Compiling budgets for departmental expenditures.
• Processing requisitions on SU’s financial system.
• Liaison for all contracts with SU Legal Division, Faculty manager and HR as required, including ad hoc staff and fixed-term contracts.
• Managing petty cash.
• Providing general administrative support to staff, students and GUS (the University’s art gallery).
• Making travel and accommodation arrangements for staff and visitors.
• Managing finances for all departmental activities, including conferences, open days, events and GUS.
• Providing administrative support and management of research funds, short courses and social impact projects.
• Managing quotations, contracts, invoices and payment collections of external bookings of facilities.
• Managing local and international quotations, contracts, orders, invoices, payments and deliveries of materials, consumables and equipment for general and specialist studios, including for staff, teaching and research.
• Compiling annual financial reports for record-keeping and audit purposes.

Job Requirements    

• A relevant tertiary qualification in administration and/or finances.
• Two to three years’ administrative work experience with a focus on financial management.
• Proven computer proficiency in Microsoft 365 (Word, Excel, Outlook, Teams, PowerPoint, etc.).
• Knowledge of the financial structures, general functioning of SU and working knowledge of SU’s central computer systems (e.g. SUNFin and TeraTerm).
• Excellent verbal and written communication skills in English and Afrikaans.
• The ability to function in a multilingual environment.
• Strong interpersonal skills.
• Proven organisational skills.
• The ability to manage multiple projects simultaneously and perform under pressure to meet strict deadlines.
• The ability to work independently and apply your own initiative.