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MAJUBA TVET COLLEGE
 
 
 
MAJUBA TVET College would like to invite suitably qualified, innovative, result orientated and self – driven candidates to apply for the following college council fixed term position: 
 
SENIOR ADMIN OFFICER – DRAKENSBERG LODGE (SALARY LEVEL 8) 
REFERENCE NO. SAODL/11/2023 
 
Minimum Requirements: Grade 12 / Matric or equivalent plus a 3-year National Diploma/Equivalent qualification in a relevant field and at least 3years of work experience in a related environment. 
 
Recommendations:
Supervisory experience in a related area will be an added advantage. Knowledge of office administration. Knowledge of Public Service legislations and policies. Knowledge of PSET. Knowledge and understanding of the TVET/ CET Administration. Understanding of the Higher Education sector. Understanding of corporate governance. Understanding Cost centre budgetary, expenditure and cash flow management. Employment Equity Act, Public Service Regulations and Public Service Act, Labour Relations Act and any other related legislation. 
Planning and organizing, Financial management, Report writing, Communication and interpersonal, Problem solving, Computer literacy, Analytical, Client oriented, Project management, Team leadership, Planning and organizing, People management
 
Duties:
Finance Administration 
  • Maintain a spreadsheet for the manual invoices and pastel invoices with other relevant information 
  • Provide a list of debtors who paid for a specific month for bank statement to be captured 
  • Preparing of internal bank transfer form when necessary 
  • Capturing of invoices onto the financial system 
  • Following up with debt outstanding and report monthly to Central Office 
  • Maintaining a monthly list of students/guests/tenants staying at the lodge 
  • Reconciliation of students/guests staying at the lodge to the source documents 
  • Safekeeping of all assets at the lodge and assisting with asset/stock counts. 
  • Responding to queries raised by the internal/external auditors and assisting in the internal and external audit 
  • Any ad hoc requests required by the finance department 
  • Manage and monitor lodge expenses and budgets: 
Overseeing Supply Chain Management Process 
  • Ensure that all purchase requisitions are correctly captured onto the system, recommend approval to the lodge manager, Draft procurement memo. Complete requisition form. Receive goods and services. Coordinate and submit invoices to central office for processing. Verify the correctness of goods and services supplied against the appropriate documentation 
  • Follow-up on campus requisitions made. 
Maintain Statistical and Financial Records 
  • Maintain a proper filing system to ensure documents are easily retrievable. Maintain proper student information for statistical reporting to Central Office. Maintain proper financial records to assist internal and external auditors. 
Administer and Coordinate Human Resource Services: 
  • Coordinate Leave forms and submit to central office. 
  • Coordinate PMDS documents and submit to central office. Coordinate all relevant documentation pertaining to disciplinary cases and grievances. Follow up and resolve all human resource administration queries and issues emanating from campus staff. Maintain human resource records administration. 
  • Monitor the attendance register for staff. Coordinate the compilation of duty registers and payment for part-time lectures. Support the implementation of college staff wellness programme. 
Handling Customer Complaints 
  • Ensure that all customers’ complaints are handled professionally and efficiently. 
Liaise with Contractors and Suppliers 
  • Be able to liaise with contractors and suppliers to ensure that work is carried out as specified in the purchase order. 
Planning maintenance work and Room Bookings 
  • Co-ordinate daily meeting with the maintenance teams to ensure that all maintenance related matters are resolved and that spares are ordered and timeously delivered. Oversee room bookings to ensure that only approved students are accommodated. 
Oversee Events and Workshops 
  • Ensure that events and workshops are properly co-ordinated and invoiced accordingly. If meals are required, ensure orders are placed timeously and costing as well as stock control is maintained. 
Oversee procurement of kitchen stock and Lodge Assets 
  • Maintain proper stock sheets and do regular stock counts to minimise stock loss. Ensure sufficient stock levels to prevent stock outages. Ensure that all new Assets are properly barcoded and recorded on the Assets Register and are kept safely. 
  • Ensure regular verification of Assets are done monthly to prevent Assets Loss. Follow up on missing Assets and report accordingly. 
Overall support of lodging students 
  • Oversee health and wellness of lodging students 
  • Referrals to the student support unit cases requiring psycho-social interventions 
 
 


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ENQUIRIES: MR SM MAHARAJ on Tel. 034 3182021 
 
Closing date: 07 December 2023 before 12H00 
 
APPLICATIONS: Must be hand delivered to the ‘CV’ Box at Majuba TVET College Central Office, 83 Allen Street, Newcastle (please quote the post reference number on the outside of the envelope). 
 
A completed New Z83 form (available on the Majuba College website) should be accompanied by a recently updated comprehensive CV (inclusive of three contactable referees and contact details). Applicants must also submit copies of all relevant documents including all qualifications, statement of results, identity document and driver’s license (where appropriate). These copies NEED NOT be certified when applying for the post. 
 
In terms of the Protection of Personal Information Act, 2013, all candidates applying for advertised posts are required to complete the attached “NOTICE AND DECLARATION BY APPLICANTS FOR EMPLOYMENT” form – Annexure F. This form must be attached as part of your application for employment. Failure to comply may result in your application being disqualified. 
This form is obtainable on the Majuba College website @ www.majuba.edu.za
 
Please quote the relevant reference number of the post you are applying for. Candidates who apply for more than one post should complete a separate application form for each post and use a separate envelope for each application. Applications received after the closing date as well as faxed or emailed applications will NOT be accepted. Successful candidates will be subjected to a vetting process (criminal record, citizenship, qualification and employment verification). 
 
Applicants are required to declare on the Z83 form any criminal conviction or pending case against them. The college reserves the right not to appoint candidates with criminal or pending cases against them. 
 
Where applicable, shortlisted candidates will be subjected to a skills/knowledge/competence test. Shortlisted candidates will be required to present certified copies of all relevant documentation on or before the date of the interview, in line with communication from the HR Office. 
 
The College/DHET reserves the right not to make appointments and correspondence will be limited to shortlisted candidates only. If you do not receive any response within three months after the closing date of this advertisement, kindly accept that your application is unsuccessful. 
 
Note1: All costs incurred due to your application and interviews will be at your own expense. Preference will be given to persons from designated groups, especially with regard to race, gender and disability. 
Note2: The successful candidate will undergo a vetting process and will sign a Performance Agreement with the College Principal. 
 
People with disabilities are encouraged to apply. Majuba College is an equal opportunity employer.