Administrative Assistant I (P13) (Protection Services Division) (Re-advert)

The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".

• Effectively and timely perform departmental and administrative tasks.
• Assist in monitoring unit compliance with the UJ and regulatory body policies, procedures, and regulations.
• Draft correspondence and communication, including compiling reports, memoranda, and other documents.
• Take and distribute minutes at meetings.
• Maintain office files.
• Be an active participant in staff meetings.
• Sort, organise, and distribute mail.
• General administration tasks are as instructed by the line manager.
• Arrange and coordinate workshops, functions, conferences, etc., for the staff and guests.
• Arrange travel and accommodation for official business trips and conferences.
• Coordinate and record all stationery, refreshments, and other supplies required by the staff.
• Keeps up to date with the functioning of the department to ensure that professional assistance is consistently delivered.

• Interact, organise, and liaise with internal and external clients and stakeholders, etc.
• Greet and assist visitors, direct calls, and respond to queries.
• Answer and respond to telephone calls with professionalism.

• Process financial requests, claims, and recordkeeping of expenses.
• Assist in the administration of financial expenses for the unit.
• Request quotations and get approval for departmental office supplies, equipment, and furniture.
• Handle queries related to the unit's finances and Place and follow up on orders.
• Handle overtime requests.
• Coordinate purchasing and travel cards, reconcile purchases, and ensure that Oracle allocations are completed accurately and in a timely manner.
• Keep up to date with the procurement requirements to ensure the effective management of the process.
• Ensure that all invoices are approved and delivered to the creditors' department on time for payment.

• Undertake staff training as required and receive guidance and instruction from the supervisor when necessary.

• Matric or Grade 12 (NQF4)
• 3 to 5 years of job-related experience.
• Valid driver's license.
• Experience in all Microsoft packages (Word, Excel, PowerPoint, and Outlook).
• Ability to handle sensitive and extensive confidential data.
• Knowledge of purchasing and procurement systems, e.g., Oracle.

• Maybe required to work long hours.
• Work is performed in a modern office setting within the University's Protection Services Division.
• Requires extended periods of sitting at a desk, working on a computer.
• Exposure to artificial lighting and digital screens for long hours.
• Frequent use of a computer, keyboard, and mouse.

• Matric required; a tertiary qualification in Business Administration or a related field is advantageous.
• Administrative experience in a Higher Education Institution, legal, accounting and audit fields.
• Knowledge of departmental rules and regulations.
• Knowledge of faculty rules and regulations.
• Ability to handle various details and work at all organisational levels.
• Excellent customer service skills and interpersonal skills.
• Excellent oral and written communication skills.
• Proficiency with e-mail, word processing, spreadsheets, databases, presentation software, and Internet use.

• Computer Literacy.
• Excellent customer care and communication skills.
• Good at working as part of a team.
• Able to deliver precise and accurate information.
• Excellent telephone manners.
• Teamwork.
• Deliver results.
• Planning and Control.
• Decision making.
• Commercial focus.