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NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) NWU CENTRE FOR TEACHING AND LEARNING PEROMNES: 11 POSITION NUMBER: N002977 VACANCY: ADMINISTRATIVE OFFICER (HALF DAY) 3 YEAR FIXED TERM PURPOSE OF THE POSITION The purpose of a senior administrative assistant is to support the Grant Manager with a wide variety of administrative tasks, office administration, scheduling of workshops, organising of events and support with financial management regarding different grants.
Responsibilities: Communication Answering telephone calls and taking messages for academic grants office staff. Managing queries and ensuring they reach the staff member responsible for such matters. Answering all emails within 24 hours. Create and maintain electronic platforms used for the project
Grant Administration Support grant manager and project leaders with admin duties Perform procurement tasks as required for assigned activities Arranging meetings at the request of the grant manager for specific grants. Advertising all sessions on relevant platforms.
Register workshop and seminar participants. Booking of venues/media, laying out refreshments, and all other arrangements regarding functions. Support with compiling reports Grant Finance Knowledge of the current financial & procurement policies. Preparing own files for external auditors' purposes for different grants General assistance to staff, grant holders & project coordinators, handling enquiries (financial and/ or application rules) Keep Budget of projects on Google docs up to date for each monthly meeting Supporting finances officer with creating requisitions and journals, Reviewing monthly statements, Filing supporting documents for transactions, General assistance to project leaders wrt financial transactions Database Maintenance Retrieving evaluation data from eFundi and processing the evaluations of presenters. Keeping all databases up to date, by updating the existing database regularly. Maintain & update filing, inventory, mailing and database systems according to record management systems Ad-Hoc tasks Perform ad hoc administrative tasks as assigned by superior for general functioning of the organisation unit.
Other Essential Requirements Knowledge of KFS will be an advantage Record Management
Other requirements Functional / Technical Competencies (Knowledge and Skills) Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, office procedures and terminology. Knowledge and skills with regard to the use of specific office software programs especially excel, Ms Project and GroupWise. Knowledge of principles for providing customer and personal services. Knowledge of the structure and content of the appropriate language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of applicable systems: KFS and SMP share. Financial administration and budgeting. Office Administration in higher education institutions. Utilize proper grammar, punctuation, spelling and correct arrangement of information. Confident and efficient in using a range of software packages, including
MS Office (Word, Excel and PowerPoint), as well as email and internet. Perform basic mathematical operations with accuracy. Ability to effectively liaise and communicate with the public, students and colleagues at various levels and from diverse backgrounds. Customer service orientation by responding to clients' requests promptly and effectively. Communicate effectively with students, visitors and staff. Ability to utilize various software programs for word processing and spreadsheets. Accuracy and attention to detail to deliver accurate products conforming to applicable quality standards. Ability to prioritise ongoing administrative tasks and manage own time well, meet deadlines and delegate to team members where applicable. Attention to detail. Conference/ workshop/ meeting organisation and coordination.
Behavioural Competencies Ability to work independently or as part of a team. Demonstration of language proficiency in order to function optimally in the various multilingual environments of the NWU. Actively look for ways to help staff and clients. Discretion when handling confidential and sensitive information. Loyal to NWU.
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