NORTH WEST UNIVERSITY IS HIRING A ADMINISTRATIVE ASSISTANT

Introduction

NORTH-WEST UNIVERSITY (VANDERBIJLPARK CAMPUS) FACULTY OF ECONOMIC AND MANAGEMENT SCIENCES OFFICE OF THE DEPUTY DEAN: TEACHING AND LEARNING POSITION NUMBER: N003028 VACANCY: ADMINISTRATIVE ASSISTANT PEROMNES GRADE: 13 EMPLOYMENT TYPE: HALF-DAY, FIXED TERM APPOINTMENT (UNTIL DECEMBER 2026)

 

 

PURPOSE OF THE POSITION 

Under general supervision, perform various clerical/administrative duties for entrepreneurship ecosystem initiatives at the North-West University. Routines are generally prescribed.

 

 

KEY RESPONSIBILITIES:

Project management support for the core entrepreneurial ecosystem

Provide support to the Entrepreneurship Ecosystem Project Manager and associated role players in ensuring that project activities are well-coordinated and implemented in accordance with the project plan, including:

• Support with the preparation of project plans and reports.
• Prepare and distribute project updates and communications to inform role players of project progress.
• Organise project-related events, such as workshops and training sessions.
• Provide support in retaining project-associated research and impact data.
• Provide support in obtaining feedback from programme participants.
• Provide support with implementing marketing strategies to raise awareness of project initiatives and to disseminate project progress throughout NWU, professional networks and social media.

 

 

General administration and correspondence

Responsible for general administrative tasks, including:

• Coordinate and schedule meetings, including preparing agendas, notifying participants and arranging logistics.
• Meeting administration, including the drafting of agendas and meeting minutes.
• Logistical arrangements for meetings and workshops, including technology setup and catering.
• Travel arrangements for project role players, facilitators and participants.

 

 

• Input and update information in databases and spreadsheets.
• Print and prepare workshop materials, such as training manuals.
• Operate office machines, such as printers, photocopiers, scanners, voice mail systems, and personal computers.
• Type/edit, format, and proofread correspondence and other documents from notes or dictating machines using computers.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

 

 

Document management

Manage project documentation, including:

• Maintain physical and digital filing systems: compile, copy, sort, and file records of project activities, business transactions, and other activities according to a prescribed records management system.
• Keep documents updated and accessible to team member.
• Review files, records, and other documents to retrieve information in response to requests.

 

 

Procurement and financial tasks

Assist with the procurement of resources, including:

• Arrange quotations in keeping with NWU and project procurement guidelines and policies.
• Ensure that invoices and supporting documents comply with NWU and project-related guidelines.
• Submit invoices for processing.
• Track project expenses to assist with budget management.

 

 

Ad hoc

• Perform ad hoc administrative tasks as assigned by superiors for the general functioning of the project management unit.

Minimum requirements

• Grade 12 (NQF level 4).
• A minimum of 2 years administrative experience in a support environment.

 

 

RECOMMENDATIONS / ADDED ADVANTAGES:

• Project administration qualification.
• Formal training in MS Office.
• A minimum of 2 years’ experience in the entrepreneurial ecosystem.

 

 

KEY FUNCTIONAL/ TECHNICAL COMPETENCIES:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, office procedures and terminology.
• Knowledge and skills regarding the use of specific office software programs, including MS Word, MS Excel, MS Teams, and Outlook.
• Knowledge of principles for providing customer and personal services.
• Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

 

 

KEY BEHAVIOURAL COMPETENCIES:

• Good oral and written communication skills.
• Ability to utilise various software programs for word processing, spreadsheets and e-mail communications.
• Perform basic mathematical operations with accuracy.
• Communicate effectively with project role players, programme participants, students, visitors and staff.

 

 

• Ability to prioritise ongoing administrative tasks and manage own time well.
• Able to work under pressure towards deadlines.
• Actively look for ways to support project role players and programme participants.
• Accuracy and attention to detail.
• Results driven.

 

 

REMUNERATION

The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.

ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO: Dr Leonie Greyling: 016 910 4998

ENQUIRIES REGARDING RECRUITMENT PROCESS MAY BE DIRECTED TO: Ms Vuyi Ramavhulela on 018 299 4904

 

 

CLOSING DATE:  16 August 2024

PLANNED COMMENCEMENT OF DUTIES: As soon as possible

Kindly take note: applications must be submitted online through the official NWU vacancy website.

 

 

Incomplete applications and those submitted through any other platform will not be considered.

The University subscribes to and applies the principles of Employment Equity (EE) Act and is committed to transformation. Preference will be given to candidates from the designated groups, in accordance with the principles of the EE Act and NWU Employment Equity Plan.

The University reserves the right not to make an appointment. Communication will be limited to shortlisted candidates only.

 

 

If you are not contacted within two months from the closing date of this advertisement, please accept that your application was unsuccessful.

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