Administrative Officer - Department of Residence Affairs and Accommodation

UP Professional and Support

DEPARTMENT OF RESIDENCE AFFAIRS AND ACCOMMODATION

ADMINISTRATIVE OFFICER

PEROMNES POST LEVEL 10

In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy.

The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

Job Purpose

The position provides administrative assistance to the assets and consumables control officer and manager within the Division of Residence Logistics. The incumbent is tasked with the complete administration of the annual asset verification in residences and guest accommodation. Other responsibilities include assisting with inventory control of assets and stock in the Residence Facilities warehouse, and general warehouse management.

Responsibilities

The successful candidates’ responsibilities will include, but are not limited to:

1. Residence warehouse administration:
   
   • Assist with the management of all stock upon delivery from suppliers, receiving delivered goods, inspecting quality, and quantity and checking delivered goods against invoice items;
   • Prepare and submit documentation for payment;
   • Oversee access control keys for all stores;
   • Oversee and monitor the safe handling of furniture and stock;
   • Conduct monthly stocktaking and regularly check stock levels;
   • Report all discrepancies and/or shortages to the line manager;
   • Complete the filing system to ensure that information is readily available;
2. Scheduling assets and items distribution:
   
   • Schedule jobs for residences, prioritising received requests;
   • Ensure documentation is completed from initiation of order to finalisation of service rendered;
   • Ensure weekly shipment is in place for scheduled deliveries;
3. Asset control:
   
   • Ensure that all asset numbers are uploaded onto the Asset Management System and report discrepancies;
   • Prepare documents to be submitted to the Asset Management Department;
   • Oversee that the asset register is updated by engaging with divisions;
   • Participate and contribute towards annual asset verification/audit;
4. Coordination of linen Items:
   
   • Keep inventory of linen items;
   • Pack linen for guest accommodation;
   • Load and secure the linen for delivery to the relevant residences and Guest Accommodation facilities;
5. Chemical store operation:
   
   • Ensure that storage regulations are adhered to;
   • Enforce Occupational Health and Safety Act compliance;
   • Conduct annual and seasonal planning and forecasting of stock requirements;
6. Kitchen smalls and appliances:
   
   • Conduct annual planning, and forecast of stock levels required;
   • Book in and out of kitchen smalls;
   • Conduct inventory of appliances;
7. General assistance:
   
   • Assist with preparations for recess guests when required;
   • Participate in the logistical movement of assets during renovations.

Minimum Requirements

1. Relevant National 3-year Diploma;
2. A total of two years’ experience in:
   • Stock management;
   • Working on stock management systems;
   • Occupational Health and Safety practices;
3. Valid driver's license (Code EB);

OR

1. Grade 12;
2. A total of four years’ experience in:
   • Stock management;
   • Working on stock management systems;
   • Occupational Health and Safety practices;
3. Valid driver's license (Code EB).

Required Competencies (skills, Knowledge And Behavioural Attributes)

1. Knowledge of:
   • Relevant Occupational Health and Safety regulations;
   • Relevant equipment and tools;
   • Furniture assembly;
   • Household cleaning chemicals;
2. Technical competencies:
   • Microsoft Office Suite;
   • Google Suite;
   • Computer literacy;
3. Behavioral competencies:
   • Ability to:
     • Be relied upon to ensure that tasks within areas of responsibility are completed in a timely manner;
     • Take instructions and apply them correctly;
     • Actively participate as a member of a team to move towards the completion of goals;
     • Maintain effectiveness when experiencing major changes in work tasks or to the work environment.

Added Advantages And Preferences

1. Relevant Bachelor's degree;
2. Working experience in:
   • An institute of higher education;
   • Supervision of staff;
3. Professional driving permit (PrDP).

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

Applicants are requested to apply online at www.up.ac.za, and follow the link: Careers@UP.

In Applying For This Post, Please Attach

1. A comprehensive CV;
2. Certified copies of qualifications;
3. Names, e-mail addresses and telephone details of three referees whom we have permission to contact.

CLOSING DATE: 13 March 2025

No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms S Ranchod, Email: sonaly.ranchod@up.ac.za for application-related enquiries, and Mr L Nhlapo, Email: lovemore.nhlapo@up.ac.za for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 May 2025, please accept that your application has been unsuccessful.

The University of Pretoria is committed to equality, employment equity and diversity.
In accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets, preference may be given, but is not limited to candidates from under-represented designated groups.
All candidates who comply with the requirements for appointment are invited to apply.
By applying for this vacancy, the candidates consent to undergo verification of personal credentials and related information including, but not limited to, qualifications, criminal record, credit record, current and historic disciplinary proceedings as part of the selection process.
The University of Pretoria reserves the right to not fill the advertised positions.