Job Description – Officer (Post Level 10/11) (Job ID: 6554)
- Position: Officer (Post Level 10/11)
- Department: Finance – Student Finance
- Institution: University of the Free State (UFS)
- Campus: Bloemfontein Campus
- Employment Type: Permanent
Job Purpose
The Officer is responsible for administering and managing bursary and scholarship programmes, ensuring compliance with funding agreements, maintaining relationships with funding partners, managing student financial support processes, and providing financial and administrative services that promote effective student funding management.
Key Responsibilities
Bursary and Scholarship Administration
- Administer and manage bursary and scholarship programmes from allocation to final payment.
- Implement and monitor bursary payment procedures.
- Process bursary allocations, disbursements, withdrawals, and renewals.
- Ensure bursary contracts comply with funder requirements.
- Monitor bursary allocations to prevent duplicate full-cost awards.
- Set up and maintain student cost schedules according to approved funding.
- Facilitate student selection based on funder-specific criteria.
- Perform calculations and validate bursary payouts for accuracy and compliance.
Financial Management
- Manage bursary budgets in collaboration with the Supervisor.
- Prepare and verify bursary-related invoices.
- Ensure accurate and timely payment of student allowances.
- Manage student payments and debtor accounts.
- Review and approve refund requests in accordance with institutional policies.
- Oversee the credit reversal process.
- Perform reconciliations for student reimbursements and bursary transactions.
Reporting and Compliance
- Compile comprehensive biannual academic and financial reports for funding partners.
- Monitor compliance with bursary agreements and contractual obligations.
- Maintain accurate financial records and supporting documentation.
- Ensure all bursary processes comply with University policies and funding regulations.
Stakeholder and Relationship Management
- Build and maintain productive relationships with funding partners and donors.
- Liaise with internal departments and external stakeholders.
- Coordinate donor visits, student engagements, and bursary-related events.
- Provide professional support and guidance to students regarding bursary policies and contractual obligations.
- Deliver presentations and information sessions on bursary opportunities and funding processes.
Leadership and Staff Development
- Train, mentor, and supervise interns and temporary staff.
- Support knowledge sharing and contribute to the continuous improvement of bursary administration processes.
Minimum Requirements
- Bachelor’s degree, Advanced Diploma, BTech, or Postgraduate Certificate (NQF Level 7) with Accounting as a major.
- Minimum of two (2) years’ relevant experience in:
- Bursary administration,
- Student funding, or
- Finance/Accounting administration.
Recommended Knowledge and Experience
- Knowledge of PeopleSoft.
- Proficiency in Microsoft Word, Excel, and Internet applications.
- Experience in a Higher Education environment.
- Sound knowledge of bursary policies, funding agreements, and bursary administration processes.
Required Competencies
Technical Competencies
- Financial administration and accounting principles.
- Budget management and financial reconciliation.
- Bursary and scholarship administration.
- Data analysis and reporting.
- Microsoft Office proficiency (especially Excel).
- Knowledge of financial systems such as PeopleSoft.
Behavioural Competencies
- Strong planning and organisational skills.
- Excellent analytical and problem-solving abilities.
- High level of attention to detail and accuracy.
- Ability to work under pressure and meet deadlines.
- Excellent interpersonal and communication skills.
- Customer service orientation.
- Leadership and supervisory capability.
- Integrity, professionalism, and confidentiality.
- Ability to work independently and collaboratively.
- Adaptability and sound decision-making.