Administrative Officer-Department of Enrolment and Student Administration - 24745

UP Professional and Support

DEPARTMENT OF ENROLMENT AND STUDENT ADMINISTRATION

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:

To deliver an effective and user-friendly service by effectively handling mail and related matters. Including rendering an effective mail service supported by providing customer service and advice in customs clearance, postal administration, courier services, distribution of study material and any other postal query.

RESPONSIBILITIES:

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

• Customs clearance:
  • Provide UP staff with information and advice relating to customs matters for both outgoing and incoming mail articles, parcels and goods procured by UP;
  • Act as a link between UP staff and customs clearance houses and service providers;
  • Allocate the correct licence and customs clearance code, depending on the type of goods being imported;
  • Provide advice to customers on import and export restrictions, tariff systems, insurance requirements, and all other customs-related matters;
  • Liaise with officials in various agencies to ensure goods are cleared through customs or quarantine;
  • Arrange transportation, warehousing or product distribution of imported or exported goods, and liaise with freight forwarders;
  • Advice clients about applicable penalties levied by customs;

• Postal administration:
  • Receive and collect postal items (i.e. Registered insured and priority mail), and acknowledge receipt;
  • Sort incoming mail according to faculty and department;
  • Notify staff in good time of express mail and courier deliveries;
  • Open mail addressed to the Student Service Centre (SSC) and Finance department;
  • Identify unknown owners and return postal items of which owners cannot be identified to the sender;
  • Receive and sort internal postal items (internal and external);
  • Weigh and frank parcels and debit the different faculties according to services rendered;
  • Register postal items according to prescribed procedure (national and international);
  • Provide assistance with the preparation and sending of the bulk post;
  • Communicate and send new postal fees to the department;
  • Compile journals;

• Enquiries and counter duties:
  • Attend to enquiries regarding available services, procedures, financial implications, lost postal items, accounts, etc.;
  • Provide quotations;
  • Advise on packaging material;
  • Provide relevant information based on identified needs;
  • Refer enquirers correctly, if the enquiry is outside the scope of services provided;
  • Launch follow-up actions and notify enquirers of information recovered;

• Distance Education (DE) (sending of study material):
  • Receive complete parcels from UP Printers, DE;
  • Keep complete records of packs received;
  • Arrange with couriers for collection of study material packages;
  • Receive and record undelivered study material;
  • File a report on the PeopleSoft database and email report to the Unit for Distance Education;
  • Attend to enquiries from students;

• Courier services:
  • Receive courier items and complete waybills according to directions;
  • Supply detail concerning special services such as dry ice, alcohol, DNA and life insects;
  • Contact courier firms for special services (same-day or overnight deliveries);
  • Create purchase orders and complete courier waybill;
  • Attend to enquires on courier;
  • Help track parcels;
  • Compile courier reports;

• Accounts settlement:
  • Create order and receipt for invoices received from SAPO and Speed signed/approved for payments to Finance;
  • Check journal regarding imports, postal fees, and send to department of Finance;
  • Monitor courier accounts and follow up on payments and non-payments;

• Ad hoc tasks:
  • Act as supervisor in the event when the Head of Postal Services are absent;
  • Approve leave of personnel working in Postal Services.

MINIMUM REQUIREMENTS:

• A three year diploma, with two years' experience in:
  • Postal administration (Mail and courier);
  • Customs clearance;

OR

• Gr 12, with four years' experience in:
  • Postal administration (Mail and courier);
  • Customs clearance.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of:
  • Postal services administration;
  • Customs policy and procedures, including regulation;
  • Counter procedures;
  • Post Office policy and procedures;
• Computer literate in MS-office, with specific training in Word, Excel;
• Competent in:
  • Franking machine;
  • Courier programs;
  • Postal services program;
• Professional client service;
• Excellent telephone and email communications skills;
• Planning and Organising skills;
• Time management skills;
• Problem and conflict resolution skills.

ADDED ADVANTAGES AND PREFERENCES:

• A Bachelor's degree, with two years' experience in/as:
• Courier services and postal services operations;
• An administrator at a higher education institution.

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

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:

• 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: 10 October 2022

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

ENQUIRIES: Mr Zolani Gqabi, zolani.gqabi@up.ac.za for application-related enquiries, and Mr Njabuliso Hlophe, njabulo.hlophe@up.ac.za for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 31 December 2022, 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 will be given, 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.