Administrative Assistant

NWU: Administrative Assistant

NWU: Administrative Assistant

Administrative Assistant

NWU: Administrative Assistant

Job Title: Administrative Assistant

Contract Type: Permanent

Salary: Market Related

Location: Potchefstroom, North West, South Africa


Administrative Assistant Job Specification:

The purpose of an administrative assistant is to support to the UCDG project leader with a wide variety of administrative tasks, office administration, scheduling of workshops, organising of events and support with financial management.


1. Communication

  • Answering telephone calls and taking messages for departmental 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.

2. Project Administration

  • Support project leaders with admin duties
  • Perform procurement tasks as required for assigned activities
  • Schedule meetings, taking the minutes of meetings, and distributing them to all members
  • Updating the relevant website
  • Making arrangements for travel, transport and accommodation for visits to other campuses, universities, and visits abroad
  • Arranging meetings at the request of the Project leader
  • Compiling and integrating the annual training schedule for CPD and other related sessions
  • Advertising all sessions on relevant platforms
  • Register workshop and seminar participants
  • Administration of workshops: name tags, attendance lists, other possible study material
  • Booking of venues/media, laying out refreshments, and all other arrangements regarding functions
  • Support with compiling reports

3. Project Finance

  • Knowledge of the current financial & procurement policies
  • Preparing own files for external auditors’ purposes
  • General assistance to staff, grant holders & project coordinators, handling enquiries (financial and/ or application rules)
  • Keep Budget of project on Google docs up to date for each monthly meeting
  • Supporting finances officer with creating requisitions and journals
  • Reception of goods
  • Reviewing monthly statements
  • Filing supporting documents for transactions
  • General assistance to project leaders wrt financial transaction

4. 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

5. Ad hoc tasks

  • Perform ad hoc administrative tasks as assigned by superior for general functioning of the organisation unit

Administrative Assistant Requirements:

  • Grade 12
  • Formal training in MS Office (Word, Excel, PowerPoint), Internet, KFS, various applicable systems e.g. Management Information System (NQF 5)
  • 2 Years administrative experience in general office and meeting administration, organisation and management, including record management and other areas of work
  • 2 Years financial experience – expenditure management
  • 2 Years knowledge of the NWU context.
Other Essential Requirements:
  • Knowledge of KFS will be an advantage
  • Record Management
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 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

Closing Date: 27 November 2020


How To Apply:

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