UFS: Jobs / Vacancies (June 2018) – Office Admin

University of Free State (UFS) hereby invites applicants to apply for vacant jobs posts (Vacancies).

Location: Johanneburg, Gauteng
Closing Date: 15 June 2018

The University of Free State (UFS) advertise posts are as follows:

Vacancy: 2370: Office Administrator
Department: Quantity Surveying and Construction Management
Type: Support
Description: Faculty Natural and Agricultural Sciences

Department Quantity Surveying and Construction Management

Office Administrator (post level 12)

Job ID:  2370

Duties and responsibilities:

  • Request and appraise quotations.
  • Capture requisitions.
  • Receive purchase orders and provide them to suppliers.
  • Create and distribute invoices.
  • Manage ad-hoc claims of department.
  • Manage employee claims (F1, F2 and other related claims).
  • Generate cost centre reports and check on a weekly and/or monthly period.
  • Purchase and order office supplies, stationery and equipment.
  • Reconcile third stream entities.
  • Financial management of all entities of the department.
  • Compile a report on different entities and estimate further expenditure.
  • Create billing invoices.
  • Assist with refund requests of students.
  • Draw up department budgets.
  • Undertake cost benefit analyses.
  • Capture data and student marks.
  • Compile selection lists and assist with registration administration.
  • Compile department reports (accreditation, research and related reports).
  • Co-ordinate department events (e.g. prize giving).
  • Arrange assessment moderation processes.
  • Coordinate study material, study guide and assessment papers.
  • Manage the department e-platform (blackboard) and website.
  • Compile and verify class, exam and workshops timetable and venues for the department.
  • Provide undergraduate and post-graduate support/administration to students.
  • Coordinate department marketing initiatives.
  • Provide support to academic staff.
  • Capture department research outputs.
  • Coordinate contact/block sessions for “compact” learning programmes.
  • Maintain and update student records and statistics and subject files.
  • Undertake general administration.
  • Provide day to day administration support for “compact” learning services in the department.

Inherent requirements:

  • Grade 12.
  • Three (3) years’ relevant experience with at least two (2) years’ experience in financial administration.

Required competencies:

  • Written and oral communication proficiency in the official administrative language of the institution.
  • Good interpersonal and communication skills and the ability to function with ease in the University’s richly diverse working environment.
  • Intermediate computer skills in MS Word, Excel and PowerPoint.
  • Financial management skills.
  • The ability to work under pressure.
  • The ability to work accurately with attention to detail.
  • Good organisational and planning skills.
  • Work independently or with minimal supervision, and in a group.
  • Business Acumen.
  • Results Orientated.
  • Strategic Thinking.
  • Leading.
  • Building Coalitions.
  • Will be required to complete Psychometric and In-basket assessments


  • Experience in Oracle PeopleSoft – Financial System will be an advantage.
  • Grade 12 Accounting.

Assumption of duties:
1 August 2018 or as soon as possible

Closing date:

14 June 2018

The salary scale is available on request. For any further enquiries, please feel free to contact 051 401 3687/ 9961/3039/3221.

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

The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department / division.

Applications may only be submitted online. All applications must be accompanied by the following:

  • A detailed curriculum vitae.
  • Copies of all academic records.
  • Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
  • A copy of your identity document (ID)

The UFS will only consider applications of candidates who meet all the inherent requirements of the position.   Applications that are incomplete or sent by fax or e-mail, 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.


External candidates can click HERE to apply online.

UFS staff members can log onto PeopleSoft, click on Self-Service, then on Recruiting, and then on Careers to apply online.


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