Assistant: Finance and Research Administration needed at University of Cape Town

Requirements:

•  Senior Certificate or accredited equivalent, and relevant administrative qualification (graduates encouraged to apply)
•  At least 5 years’ experience with UCT administration and finance systems (SAP or any other ERP system), preferably in a research environment OR significant comparable administrative experience.
•  Excellent proficiency in English written/verbal communication
•  Excellent organisational and time management skills
•  Proven project management, networking and outreach skills
•  Ability to interact appropriately with a very diverse range of people
•  Ability to work in a diverse team and under pressure
•  Ability to work flexibly, independently and accurately with minimal supervision
•  Willingness to observe normal office hours on campus
•  Extensive knowledge of MS Word, MS Powerpoint, MS Excel

Advantageous:

•  Basic understanding of Drupal or similar software would be an advantage
•  Previous experience using Dropbox would be an advantage
•  Knowledge of the NRF funding system would be an advantage
•  Ability to retrieve law sources using online databases would be an advantage

Responsibilities:
Responsibilities include but are not limited to:

FINANCIAL AND PROJECT ADMINISTRATION:

•  Regular fortnightly and ad hoc funds reporting;
•  Open, close and manage cost fund centres;
•  Responsibility for financial processing, journal transfers, income receipting and other regular financial transactions, including P-Card administration;
•  Assist in monitoring and plan budgets, income and expenditure;
•  Assist in monitoring payroll and related processes; including payments to contractors;
•  Identify, investigate and reconcile anomalies in expenditure and income;
•  Administer petty cash;
•  Co-ordinate efficient day-to-day running of MLiA;
•  Responsibility for MLiA course administration and student records;
•  Manage physical infrastructure (space) and assets.

RESEARCH ADMINISTRATION AND SUPPORT

•  Monitor funding alerts and co-ordinate submission of funding applications;
•  Assist with preparation of annual financial and research reports to donors, funders, faculty and university;
•  Ensuring publications are up to date;
•  Manage online funding and rating applications, scholarship nominations etc;
•  Support researchers by facilitating travel and research dissemination;
•  Ensuring publication recording.

RESEARCH CAPACITY BUILDING SUPPORT and MARKETING

•  Logistic arrangements for workshops, conferences, short courses and training events (including refreshments and catering arrangements);
•  Ensure timeous and responsive communication with all interested parties, which strengthens the networks of collaborators and researchers;
•  Support and monitor website content and maintenance.

COMMUNICATION / CO-ORDINATION

•  Co-ordinate meetings, schedules and diaries;
•  Engage in regular networking communication with research partners and collaborators;
•  Take responsibility for documenting processes and decision-making, including minute-taking.