Senior Departmental Officer at Stellenbosch University

Duties/Pligte        
The incumbent will be responsible for:

 Finance:

• Financial administration of the Department as well as research cost centres and projects;
• Preparing and processing requisitions, claims and requesting journal transfers and advances;
• Timeous settlement of all invoices according to the terms and conditions of the financial policy of the University;
• Ordering stationery, furniture, equipment, and supplies;
• Reconciliation of payments;
• Processing monthly payments on ad hoc, D20 and the student assistant HR system;
• Statistics/recordkeeping;
• Responsible for making financial recommendations to the Head of the Department and Facilities Management;
• Filing;
• Budgeting;
• Maintaining a good financial relationship with suppliers and staff members;
• Maintaining the financial policies and regulations of the University;
• Sharing financial communication with staff members during meetings;
• Responsible for registration fees, conference/congress bookings (local and international) and making travel arrangements for staff and students;
• Preparing fixed-term contracts for part-time staff;

Assisting colleagues with setting up cost centres via the financial office.
Client Service:

• Effective communication liaising telephonically and via email;
• Making referrals and recommendations to staff and students;

Networking to promote the Department.
Administration:

• Statistics/recordkeeping;
• Filing;
• Sharing important information with staff and students regarding the finance and bursary offices;
• Making travel arrangements;

Assisting with information for the departmental webpage.
Ad Hoc Projects:

• Arranging catering and meal packs for staff meetings and field trips of students;
• Social committee liaison.

Self-Management:

• Adding to the successful outcomes of the Department;
• Maintaining a positive attitude with clients, colleagues, and students;
• Accepting negative and positive feedback and attending to it accordingly;
• Accepting responsibility for the job and effective self-management;
• Maintaining quality and effective service delivery;

Continuous personal development.
Job Requirements/Pos Vereistes        

• Diploma in Financial Accounting or a related field;
• At least three years' experience in administration of which at least one year should be within a similar environment;
• Applicable experience with the University's or similar tertiary institution's information and administrative systems;
• Experience in preparing and managing departmental budgets, conducting budget reviews, and providing recommendations for financial efficiency;
• Experience in establishing and maintaining internal controls, ensuring compliance with financial regulations, and mitigating financial risks.

Recommendation/Aanbeveling        

• Bachelor's degree or NQF level 7 qualification will be advantageous