The University of Pretoria (UP) has recently announced an exciting opportunity for a position within their Innovation Africa division. The role of Administrative Officer is a temporary, fixed-term contract lasting 12 months, and is offered under Peromnes Post Level 10.
This position offers an excellent opportunity for individuals with experience in administration, secretarial duties, and general office support to contribute to the university’s efforts to maintain its competitive edge in international science and technology development.
Key Responsibilities
The role of Administrative Officer entails a broad range of administrative and secretarial tasks, aimed at supporting the line manager and the broader team. Some of the primary responsibilities include:
- Administrative Support: The officer will provide comprehensive administrative and secretarial support to the line manager, ensuring smooth daily operations. This includes handling general email and telephonic enquiries relevant to the division.
- Minute Taking and Documentation: The officer will be responsible for accurately recording the minutes of all stakeholder meetings. Using AI applications, the minutes will be well-dated, reviewed, and filed on the server for future reference. This ensures all records are available for follow-up and future meetings.
- Diary and Schedule Management: A key part of the role is providing a dedicated diary management service for the line manager. The officer will ensure that the manager is fully informed about commitments, the purpose of meetings, and any required preparations. The officer will also manage changes to the schedule and ensure everything runs smoothly.
- Coordination of Stakeholder Meetings: This includes organizing both virtual and on-site meetings, arranging the necessary logistics such as room setups, and catering for on-site meetings. The officer will also play a vital role in communicating with staff and stakeholders, ensuring effective liaison with the line manager.
- Market Activities and Stakeholder Liaison: The Administrative Officer will assist with various market activities, including meetings with stakeholders, and ensure effective communication for coordination within the team.
Minimum Requirements for the Position
The University of Pretoria is seeking candidates who meet the following educational and experience qualifications:
- Option 1: A relevant National Diploma in Business, Administration, HR, or a related field, with a minimum of 3 years’ experience in office and secretarial support, as well as general and financial administration.
- Option 2: A Grade 12 qualification, with at least 5 years of experience in office and secretarial support, alongside general and financial administration experience.
Required Skills and Competencies
To succeed in this role, candidates must demonstrate a combination of technical skills, administrative expertise, and personal attributes. These include:
- Knowledge of Tertiary Education Institutions: An understanding of the operations within tertiary education institutions is highly beneficial.
- Project and Financial Administration Knowledge: Familiarity with both project management and financial administrative processes will be a major asset.
- Advanced Administrative Skills: The ideal candidate must possess excellent data capturing skills, MS Office proficiency, and exceptional attention to detail.
- Time Management and Problem-Solving: A proactive individual with strong time management skills and the ability to solve problems effectively is highly preferred.
- Communication Skills: Strong written and verbal communication skills are required, as well as telephone etiquette and the ability to interact with stakeholders.
- Adaptability: The ability to remain flexible and adaptable in a dynamic environment is crucial, along with a positive attitude and interpersonal skills.
Added Advantages and Preferences
While not mandatory, there are several added advantages that may enhance a candidate’s eligibility for the position:
- A Bachelor’s Degree in Business, Administration, HR, or a related field, with at least one year of combined experience in tertiary institutions.
- Experience using PeopleSoft and a background in events administration.
- A valid Driver’s Licence and a South African identity document are preferred.
How to Apply
Interested candidates are encouraged to apply online at the University of Pretoria’s official website. The application process involves submitting the following:
- A comprehensive CV.
- Certified copies of qualifications and identity document.
- Contact details of three referees.
Applicants must apply by the closing date of 9 July 2025. Late applications or those not meeting the minimum requirements will not be considered.
Selection Process
Shortlisted candidates will be required to participate in skills assessments relevant to the role. The University of Pretoria reserves the right to not fill the position if no suitable candidates are found. Additionally, candidates consent to undergo verification of personal credentials and related information during the selection process.
Employment Equity and Diversity
The University of Pretoria is committed to fostering an inclusive and diverse workforce. The university adheres to its Employment Equity Plan, and preference may be given to candidates from under-represented designated groups in alignment with its goals. However, all qualified candidates are encouraged to apply, regardless of background.
Important Information
If you do not hear from the University of Pretoria by 30 September 2025, it can be assumed that your application was unsuccessful.
For further information, applicants may direct any queries regarding the position to:
- Mr. Trishan Moodley for application-related inquiries at (012) 420 2108.
- Ms. L Kasumba for role-specific inquiries at (012) 484 1851.
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This position at Innovation Africa @ UP offers an exciting opportunity for individuals looking to build their careers in administrative support within a prestigious academic institution. The role provides a chance to work alongside top researchers and contribute to the ongoing success of one of South Africa’s leading universities.
If you meet the qualifications and are ready to bring your administrative expertise to the table, don’t miss out on this chance to apply.
