Production Administration Officer [South Africa]

 

RESPONSIBILITIES:

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

• Receive and process printing requests:
  • Receive, control and record all printing requests according to time received;

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  • Confirm and record all cost centre numbers correctly;
  • Prioritise examination papers, tests, booked tasks, speed tasks and agendas;
  • Control quality and layout of master copies before sending it for printing;
  • Design of basic Study Guide Covers, letterheads (using existing templates) and edit PDF files;
  • Process purchase orders;

• Costing, cash and stock:
  • Capture all variables of print requests on the system;
  • Prepare an invoice for each request;
  • Ascertain that the material needed for the work is in stock, furthermore order stock;
  • Send processed request to external graphic design or printing department;
  • Receive all proof of payments for private work via email and ensure that the reference number is correct;

• Daily / weekly / monthly reports and reconciliation:
  • Keep all records on the system, as well as hard copies, up to date on a daily basis;
  • Calculate available and required stock, and keep the stock list updated with the latest prices;
  • Print daily and weekly reports of completed print requests and compare to print requisition forms;
  • Compile monthly statistics of printing done by UP Print, balance journal and balance sheet, and submit to the Manager: Printing and Finance Department;

• General office administration:
  • Attend to incoming telephone calls and advise on printing, pricing and requisitions;
  • Attend to walk-in visits/enquiries from members of staff, clients or service providers, concerning printing to be done or completed in UP Print;
  • File all completed records, documents and reports weekly;

• Human Resources:
  • Manage the administration and filing of daily register for staff and leave matters;
  • Attend to continuous performance management of reporting staff members;
  • Supervise reporting staff;

• Substitution:
  • Assist in any other section in UP Print when needed;
  • Act as production manager in the absence of the Production Manager;
  • Perform additional duties or responsibilities, which fall reasonably within the scope of the job description, or in accordance with operational requirements.
  
  

MINIMUM REQUIREMENTS:

• A relevant three-year National Diploma;
• Short courses in Microsoft office processing;
• Three-years’ experience in:
  • Office Administration and stock control;
  • Order placement, invoicing, and record keeping (filing).
  
  

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

• Knowledge of:
  • Bookkeeping;
  • Office administration;
  • Organisational skills;
  • Customer service;

• Technical competencies:
  • Computer literacy;
  • Typing skills;
  • Stock control;

• Behavioural competencies:
  • Good communication skills;
  • Exceptional listening and comprehension skills;
  • Focused attention to detail skills;
  • Conflict resolution skills.
  
  

ADDED ADVANTAGES AND PREFERENCES:

• Advanced computer training;
• Advanced office administration training;
• Basic financial management training, including procurement;
• Five years’ experience in:
  • Bookkeeping;
  • Office administration.
  
  

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: 13 July 2023

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

ENQUIRIES: Ms S Ranchod, sonaly.ranchod@up.ac.za for application-related enquiries, and Mr N Magwaza, Email: ndate.magwaza@up.ac.za, Tel: (012) 420 4283 for enquiries relating to the post content.

Should you not hear from the University of Pretoria by 30 September 2023, 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.

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