Administrative Officer Wanted at Johannesburg

Job Title: Administrative Officer (Permanent)
Location: Johannesburg, ZA
Organization Name: Department of Surgery

Department Description

The candidate will be self-motivated, proactive, quick-thinking, flexible, able to pivot when necessary, thorough and able to juggle multiple and diverse responsibilities with a strong emphasis on department procurement, finances and an unwavering attention to detail at all times.

This is a demanding and fast moving position that requires someone who is a proactive and positive thinker, and able to exercise good judgment and initiative.

 

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Main Purpose of the Job:

Maintaining records of accounts
Ordering of major and minor equipment for the scientific research and administrative needs-Masonic and Percy Fox laboratories
Preparing of monthly cash flow statements reflecting the actual and committed expenditure
Responsible for local and international travel arrangements for the dept of Surgery
Responsible for Procurement, Receivables , Gl and PA administration
Provide administrative support as requested by the Senior Administrator or the Head of School

Brief Description
Duties:

Procurement and Requesting quotations from the suppliers that are not on Wits catalogue
· Procurement and ordering (oracle)

· Ordering of equipment, goods and services using internal requisitions and oracle

· Receipt on procurement, follow up with suppliers to insure that goods are delivered in good order.

· Purchase stationery on a regular basis to meet the requirements of the Department

· Control and regulate the allocation of stationery to the units

· Ensure that there are procedures to track the cost of stationery per unit

· Set up a system to ensure that adequate stocks are available and proper control is maintained

· Supplier on board system, Gathering the relevant information on suppliers to load as a new vendor.

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Administration of Receivable , GL and PA Accounts

· Entering all data relating to acquisitions on I-Procurement.

· Ensuring that the correct Oracle codes are used.

· Processing payments

· Verifying every invoice that comes in from suppliers.

· Following up with suppliers to insure that goods are delivered in good order.

· Gathering the relevant information on suppliers to enable Procurement to load them onto the system, and submitting such to Procurement timeously to insure that payments can be processed efficiently.

· Assisting the Central Creditors Department, when requested, with information related to open orders, direct payments etc.

· Dealing directly with related supplier queries.

· Processing all internal requisitions specifically related to the unit and its projects.

· Making enquiries and assist and resolve all supplier queries regarding discrepancies in supplier statements e.g. incorrect balances, missing credit notes, outstanding payments etc.

· Reimbursing staff for business expenses and reconciling advances for travel and subsistence.

· Providing reports relating to this function as and when required.

General Ledger

· Producing an Excel spreadsheet on a monthly basis reflecting all projects managed by the Dept

· Correcting all incorrect entries of all listed divisions

· Transferring funds and/or allocating expenditure

· Addressing General Ledger queries.

· Maintaining the cost centres in the General Ledger.

Project Accounts

· Controlling expenditure related to projects managed by the Department

· Complete invoice to request, transferring funds from admin fund to PA

· Provided monthly reports to the Senior Administrator

Other Finance matters

· Attending finance committee meetings of the school on behalf of the department.

· Printing out lists of telephone calls each month, which have been made by staff members, charging out and obtaining reimbursement where necessary

· Working out usage of photocopies each month, charging out and getting reimbursement where necessary

· Managing and reconciling the Petty Cash account of the department on a monthly basis.

· Maintain Fixed Assets Register

Requires Qualification Competencies, Knowledge & Skills

· Grade 12/ University Undergraduate Degree

· Financial Administration

· 3-5 Years Higher Education

· Computer Knowledge – Word, Excel, PowerPoint, Electronic calendar & diary, email

· 2 years Wits Finance System Experience i.e I-procurement, AP, GL, AR & PA Enquiries

· Ability to respond after hours for important, timely or urgent matters

· Team-player who operates in a fast paced team-oriented setting

· Ability to be discrete and maintain confidential information

· Understanding of how to prioritize and respond accordingly

· Strong written and verbal communication skills and the ability to multi-task.

Closing Date: 18/01/2022

HOW TO APPLY

Click Here to Submit your CV and Application on Company Website

The University is committed to employment equity. Preference may be given to appointable applicants from the underrepresented designated groups in terms of the relevant employment equity plans and policies of the University. The University retains the right not to make an appointment and to verify all information provided by candidates.

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