Departmental Administrator - Department of Internationalisation and Partnerships

UP Professional and Support

DEPARTMENT OF INTERNATIONALISATION AND STRATEGIC PARTNERSHIPS

DEPARTMENTAL ADMINISTRATOR (ONE YEAR CONTRACT)

PEROMNES POST LEVEL 9

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 Departmental Management Assistant provides a complete administrative, operational and support service to the Director’s Office, the Deputy Director, managers and limited support to personnel.

RESPONSIBILITIES:

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

• Secretarial support and office administration:

  • Planning, organising, leading and controlling the daily workflow in the department in liaison with the Senior Management Administrator for the Director: International and Strategic Partnership (DISP);
  • Screening and reading all incoming correspondence and e-mails, determining relevance and importance, and appropriate actions to be taken;
  • Assisting with the compilation and distribution of submissions to the Director and/or UP Executive;
  • Compiling, communicating and distributing notifications and other documents from the office of the Director;
  • Maintaining and updating the UP website;

• Financial administration:

  • Monitoring the budget and providing regular feedback to the Director;
  • Processing all requisitions and invoices timeously;
  • Managing and processing personnel claims;
  • Obtaining quotations from service providers for services or goods needed in line with the UP financial policy;

• Stakeholder management:

  • Providing services and assistance to UP staff and external clients and contacts outside UP;
  • Liaising with the Department of Institutional Advancement for the distribution of campus-wide information to staff;
  • Maintaining a record of files, documents and communication for the Department;

• Events and workshop coordination:

  • Acting as secretariat for committees and meetings as directed by the Director;
  • Compiling minutes of meetings and distributing to relevant stakeholders;
  • Scheduling meetings in line with the annual programme, as well as other related processes and deadlines;
  • Planning, coordinating and executing all functions/events that the department is hosting;
  • Making the necessary logistical and administrative arrangements for meetings and departmental events;

• Departmental and office administration:

  • Keeping relevant statistics updated as needed;
  • Attending to reservations for departmental venues;
  • Preparing reports for the Office of the Director.

MINIMUM REQUIREMENTS:

• A National 3-year Diploma, with:
• Three years’ experience in;
  • Administration;
  • Report writing;
  • Financial administration;
  • Events planning;
  • Working at a higher education institution;
  • Project management;
  • Events coordination and project management;
  • Basic research;
  • A valid driver’s licence;

OR

• Grade 12, with:
• Five years’ experience in;
  • Administration;
  • Report writing;
  • Financial administration;
  • Events planning;
  • Working at a higher education institution;
  • Project management;
  • Events coordination and project management;
  • Basic research;
  • A valid driver’s licence.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge:
  • Higher Education systems in South Africa and globally;
  • Globalisation trends, culture and religion;
  • Project management and report writing;
• Technical:
  • Applicable computer packages;
  • Computer literacy;
  • PeopleSoft Finance System;
  • Minute taking;
• Behavioural competencies:
  • Ability to:
    • Build and maintain ongoing, collaborative, working relationship with co-workers to achieve the goals of the work unit;
    • Listen and respond appropriately to others;
    • Identify problems, determine possible solutions, and actively work to resolve the issues;
    • Communicate with senior members/executives, both at UP and externally;
    • Create and maintain a professional environment.

ADDED ADVANTAGES AND PREFERENCES:

• A Bachelors’ degree, with:
• Three to five years’ experience in:
  • Higher education;
  • Event coordination and project management;
  • Financial and grants management.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The all-inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

Applicants are requested to apply online at www.up.ac.za

In applying for this post, please attach:

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

CLOSING DATE: 04 August 2026

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

ENQUIRIES: Mrs. Jele, Email: Lebo.Jele@up.ac.za, Tel: (012) 420 2221 for application-related enquiries, and Dr. Ramoutar-Prieschl, Email: Ramoutar-Prieschl@up.ac.za, Tel: (012) 420 5979 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 30 September 2026, 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.