Senior Manager: Operations and Administration at University of Pretoria/Universiteit van Pretoria

Main Purpose of Job

• Plan, organize and manage the integrated operational activities of the multifaceted artistic and 3rd stream income programmes of the Javett-UP, ensuring compliance with governance policies and procedures. Oversee all aspects of the fiscal affairs, human resources and administration. Operate as a member of the Javett-UP senior management team, participate in policy development and strategic decision making and implement and enforce operating policies, procedures and standards and ensure that the Javett-UP contributes towards achievement of the Javett-UP objectives.

Over-all Job objectives

• Manage and coordinate all financial activities of the Javett-UP, to include development and management of operating budgets, contracts and/or grants administration (as applicable), management of administration of all Javett-UP income streams, inventory management, payroll administration, travel, purchasing and/or distributions; reviews and reconciles monthly ledgers and reports for unit accounts and assists with Javett-UP fiscal planning.
• Manage daily administrative operations of the Javett-UP; oversee the supervision and training of clerical and support staff, interns and front of house staff in performance of programmatic and administrative activities, as appropriate to the position, develop and manage human resources systems and activities that includes staff recruitment, staff leave scheduling, staff training, health and safety.
• Participate in the formulation of Javett-UP policies and procedures, ensuring that they are in line with corporate governance frameworks; ensure the fiscal, operational and personnel practices; assist and provide input to determining strategic objectives for the Javett-UP; interpret policies and advise staff and service providers on their provisions.
• Assist in and provide input to determining strategic objectives for the Javett-UP, including research, trend analysis and compilation and preparation of statistical, regular and ad hoc reports; assist with programme/project development.
• Assist with Javett-UP’s personnel planning and performance management; oversee and/or process employment documents and provide information on administrative procedures and requirements to staff.
• Research, report, analyse, compile and/or complete information for surveys such as fiscal data, operational expenses, and/or salaries; direct the information gathering for the Javett-UP, develop and manage the use of computerised information systems within the Javett-UP.
• Oversee the administration of security and safety procedures as appropriate to the operating environment, staff, physical plant and facilities planning; develop procedures to control and assign building and/or office space and equipment.
• May serve on various committees and perform miscellaneous job-related duties as assigned.
• Liaise with various stakeholders.
• Key Performance Indicators
• Overseeing and coordinating all financial activities of the Javett-UP
• Manage and maintain growth of income generating activities of Javett-UP and ensure they produce desired results
• Managing daily administrative operations of the Javett-UP
• Managing and motivating staff to ensure a top performing team and high-quality customer care
• Leading the formulation and application of Javett-UP policies and procedures, ensuring compliance with legal requirements to maintain good governance
• Providing input to determining strategic objectives for the Javett-UP
• Overseeing and coordinating Javett-UP’s human resources activities
• Developing and managing the use of computerised information systems within the Javett-UP
• Overseeing to the administration of security and safety procedures
• Overseeing the monitoring and evaluation of the visitor experience of the Javett-UP
• Serving on various committees and perform miscellaneous job-related duties as assigned
• Building trust and confidence with key relevant partners and stakeholders and act as a point of contact with them.
• Developing and coordinating reporting to funders and contribute to fundraising initiatives of Javett-UP
• Preparing reports for the Board of Javett-UP, and make high quality recommendation to Board committees

PREFERRED QUALIFICATIONS, SKILLS, EXPERIENCE

MINIMUM REQUIREMENTS:

• A relevant bachelor degree qualification(arts & culture management, administration and finance, human resources);
• A minimum of 7 year’s management/leadership experience that includes cultural institutions as an added advantage;
• Proven financial and performance management systems experience;
• Human Resources and Finance management IT systems knowledge.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES)

• In-depth practice of sound corporate governance;
• Proven business finance skills
• Excellent communication, interpersonal and leadership skills;
• Research skills;
• Must work well under pressure;
• Compliment the skills set of the Javett-UP;
• Passionate, driven and dynamic;
• Entrepreneurial mindset.