Assistant Director

South Africa
Aug 09, 2018
Aug 24, 2018
Organization Type
University and College
Full Time

Archive for Contemporary Affairs

Assistant Director (post level 7)


Duties and responsibilities:

Strategic Planning

  • Develop and implement the department's strategic priorities, objectives and action plans according to the strategic priorities of the University of the Free State.
  • Provide strategic leadership, development and management regarding staff, services and processes.
  • Develop policies and procedure manuals for new services and update/review existing policies and procedures to reflect any new changes.
  • Create a work environment that enables staff to perform optimally.
  • Build strategic relationships with internal and external stakeholders.
  • Ensure accountability of the department in terms of finances, management and sensitive personal information, legal requirements, implementation of best practices.
  • Conduct relevant research and write research articles and present papers at national and international conferences.
  • Contribute to the culture of research networking and relationship building of staff and researchers.
  • Manage the effective use of infrastructure.
  • Manage the department's risk register.

    Information Management

  • Manage the development of a relevant collection that supports the university's academic project and promotes historiography.
  • Liaise with possible donors nationally and internationally regarding expansion of the collection.
  • Collect relevant documents and information from national and international donors.
  • Increase in the visibility and discoverability of UFS Research/Scholarly output.
  • Manage and develop the digitisation of information sources to enhance visibility and value.
  • Provide information to national and international researchers.
  • Improve the quality and availability of information.
  • Make information available to national and international researchers using various software systems.
  • Maintain confidentiality regarding research topics of individuals.
  • Maintain confidentiality regarding information marked secret or classified or embargoed. 

    People Management

  • Promote and manage staff development and leadership with integrity.
  • Promote ethical and professional behaviour.
  • Manage the performance management, work environment survey and work improvement plans on the performance management system.
  • Manage a fair workload among staff.
  • Manage competency and job profiles of staff in the department.
  • Encourage staff development through attending conferences/workshops and training sessions.
  • Ensure staff awareness of new policies and procedures.
  • Lead staff in application of UFS policies.
  • Liaise with colleagues (locally, nationally and internationally) for professional development.
  • Ensure self-development by attending career and other relevant courses.
  • Attend local, national and international conferences/workshops and training sessions.

    Operational Management

  • Strive for excellence in all aspects of the core business of the Archive.
  • Improve operational systems and processes that serve the clients of the Archive.
  • Develop and review policies, benchmark against other archives and measure performance.
  • Manage finances and ensure financial sustainability of the department.
  • Manage the risk register of the Archive and ensure that identified risks are addressed appropriately.
  • Manage the compliance register regarding acts and regulations relevant to the Archive.
  • Identify and manage key processes regarding the Archive.
  • Implement policy decisions in terms of overarching archival issues.
  • Participate in relevant committees.
  • Coordinate and facilitate all activities related to archival matters.
  • Advise on the daily organisation and storage of information.
  • Identify as widely as possible all materials that should be included in collections.
  • Identify indexing and retrieval systems such as catalogues and electronic filing systems and make them available in collaboration with various stakeholders.
  • Identify and implement electronic devices and programmes to digitise and make information available electronically.
  • Provide information services in collaboration with various collection managers.
  • Market the Archive's services.
  • Facilitate remote access by maintaining user friendly computerised search engines in cooperation with ICT Services.
  • Maintain the Archive's website.

    Inherent requirements:

  • Master's degree in Library Science.
  • Five (5) years’ relevant experience. 

    Required competencies:

  • Good interpersonal and communication skills and the ability to function with ease in the University's richly diverse working environment.
  • Advanced skill in using Afrikaans (reading and comprehension) - 99% of the sources are in Afrikaans.
  • Written and oral communication proficiency in the official administrative language of the institution.
  • Able to work independently.
  • Pro-active, innovative and creative
  • Good planning skills.
  • Knowledge of and experience in departmental management.
  • Knowledge of and experience in staff management.
  • Knowledge of and experience in financial management.
  • Knowledge of and experience in information management.
  • Knowledge of and experience in information storage and retrieval.
  • Knowledge of and experience of software systems typically used in information storage and retrieval (MS Office, lnmagic/DB Text and DSpace.
  • Knowledge of archival policies.
  • Business acumen.
  • Results orientated.
  • Strategic thinking.
  • Leading.
  • Building coalitions.


  • Proven experience in higher education leadership and management.
  • Knowledge of the National Archives and Record Service of South Africa Act no. 43 of 1996.
  • Experience in cataloguing and indexing.
  • Experience in information management.
  • Experience in information storage and retrieval.
  • Experience in research processes.
  • Experience in presenting papers at conferences.
  • Experience in writing articles.

    Assumption of duties:

    01 December 2018


    Closing date:

    24 August 2018



    The salary scale is available on request. For any further enquiries, please feel free to contact 051 401 3687/9161/9339.


    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.



    The University reserves the right not to fill the post. The University subscribes to and applies the principles prescribed by the Employment Equity Act. Preference will be given to candidates from the designated groups, in accordance with the principles of the aforementioned act and the employee profile of the specific department/division.


    Applications may only be submitted online. All applications must be accompanied by the following:

  • a detailed curriculum vitae (please note that the first three (3) referees on your CV will be contacted with regard to reference checking);
  • copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications);
  • a copy of your identity document (ID).

    The UFS will only consider applications of candidates who meet all the inherent requirements of the position.  Applications that are incomplete, or sent by fax or e-mail, 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.