Assistant Director: Housing And Residence Affairs Finance (Post Level 7) (Job Id: 5964)

This post was previously advertised as Job ID: 5920. All applications received in response to the previous advertisement, will automatically be considered again . Previous applicants therefore do not need to reapply. KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll. Applications submitted through any other platform will not be considered. Duties and responsibilities: Financial Management: o Manage, calculate and upload the accommodation fees in accordance with the percentage increase approved by the UFS Council. o Manage the process of mass billing of all residential students annually during February. o Manage the transfer and uploading of billing/charges related data files from Mercury system to PeopleSoft. o Oversee the annual reconciliation process of accommodation charges on student accounts of all three campuses. o Reconcile income and occupancy. o Manage and control salary expenses. o Approve ad-hoc salary claims. o Provide feedback to Residence Heads regarding the internal auditing of the residences' financial documents. o Calculate the remuneration of Residence Committee members, including Day Residences. o Obtain and discuss sub-divisions' budgets with relevant heads of sub-divisions. o Table the draft budgets of sub-divisions to the Director for approval. o Draft overall annual budget and concept budget for the following year in conjunction with the Deputy Director: Finance for all campuses and submit to Director for approval. o Manage and oversee all cost centres of Housing and Residence Affairs (HRA). o Prepare journals when necessary. o Ensure that donations are transferred from the cost centre to residence's bank accounts. o Calculate amount of campus levy per residence to be transferred from cost centres to the residence's bank accounts. o Review water and electricity readings for discrepancies. o Request overdraft facilities at the end of the year for all three campuses. Human Resources: o Compile adverts for vacant posts. o Submit forms for advertisement and appointments to the Director, Executive Director and HR Department. o Ex-officio member of all HRA shortlisting panels and interviews. o Serve as liaison with HR Business Partner. o Submit appointments of RC Members/Ad Hoc Staff for submission to HOD. o Keep a record of the leave of staff members. 3rd Income Stream: o Oversee catering services at dining halls. o Oversee income of Dining Halls. o Conduct meetings with the Manager: DiningKovsies. o Oversee all the planning and logistic arrangements of conferences which is held during the UFS's holiday period. o Oversee the reconciliation of conference accounts. General Administration: o Request item types to be created for residences. o Signing authority up to R100 000 of quotations, requisitions, and purchase orders. o Approve electronic tax invoices received from UFS Finance Department. o Manage and control telephone accounts of department. o Oversee the HRA vehicle fleet. o Attend meetings on financial matters. o Coordinate all financial communication of HRA to staff, Residence Heads and Residence Committee (RC) members. o Assist with telephone and email enquiries from students and parents on financial issues regarding residence fees. o Keep record of computer equipment in offices. o Assist the Director as risk champion to update the Risk Register. o Attend POPIA meetings with the Director. o Provide benchmarking information regarding accommodation fees to the Deputy Director: Tuition Fees. o Prepare reports (quarterly, semester, and annual) on department finances for submission to the Director. Training and Development: o Provide training to sub-division heads on compiling their budgets. o Provide financial training to newly elected RC Finance Members and Residence Heads. o Review the Financial Manual of Residences in collaboration with the Assistant Director: Residence Life & Student Communities. o Provide training to Student Assistants in HRA finance (Residence) office. Inherent requirements: Bachelors degree or an advanced diploma/BTech degree/postgraduate certificate on NQF Level 7 with specialisation in Finance. A minimum of four (4) years relevant management experience in a higher education environment. Valid driver's licence. Recommendations: Experience in a higher education housing environment. Knowledge of PeopleSoft System. Knowledge of Mercury System. Knowledge of Financial Principles. Knowledge of Budgeting. Knowledge of UFS Policies (Finance, Procurement, Entity Management, HR). Knowledge of Health & Safety Policy. Required competencies: Results orientated: o The ability to set high standards, establish tough goals, and to work to achieve success. o The ability to be reliable, responsible, dependable and to fulfil obligations. Strategic thinking: o The ability to focus on details, work towards perfection, and approach work in a neat and organised manner. o The ability to carefully analyse information and use logic to address issues and problems at work. Business acumen: o The ability to adhere to rules and strictly follow work regulations. o Proficient in using MS Office. Leading: o The ability to lead, take charge of situations, and offer opinions and directions to others. o The ability to be cooperative with others, display good-natured attitude, and encourage people to work together. Building coalitions: o The ability to negotiate, sell, influence and to persuade others. o The ability to interact with others and establish personal connections with people. Please ensure that all relevant documentation is attached to your application. INCOMPLETE OR APPLICATIONS SENT VIA EMAIL WILL NOT BE CONSIDERED. A detailed curriculum vitae and cover letter. Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications); A copy of your identity document (ID); Proof of registration with a Professional Body (if applicable); A copy of your drivers license (if applicable); Confirmation of employment of your current employer / last employer (only applicable to external applicants). Assumption of duties: As soon as possible. Closing date: 1 November 2024. Salary: The salary is available on request. Fringe benefits: (Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits. Enquiries: For enquiries, please feel free to contact 051 401 7659 or email SejanamanePufs.ac.za or Recruitufs.ac.za . Additionally, kindly contact 051 401 9848/ 9813/ 9810/ 9814/ 2979 for assistance. General: The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at: EEA13_EE Plan UFS 1 March 2022 (003).pdf The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA. The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.