Senior Assistant Officer: Library Finance Officer x2
- Position: Senior Assistant Officer: Library Finance Officer (2 Positions)
- Department: Library and Information Services
- Institution: University of the Free State
- Location: Bloemfontein Campus, Bloemfontein
- Job ID: 6465
- Employment Type: Permanent
- Closing Date: 9 June 2026
Purpose of the Role
The Senior Assistant Officer: Library Finance Officer provides financial administration, budget monitoring, procurement support, travel coordination, courier and postal services administration, and staff support functions within the Library and Information Services Department. The position ensures efficient financial management and compliance with university procedures.
Key Responsibilities
Financial Administration and Budget Control
- Capture and process manual journals for budget allocations and fund transfers.
- Ensure the correct fund entities are utilized according to approved budgets.
- Verify fund availability on the PeopleSoft Finance System before processing requisitions.
- Monitor expenditure and budget utilization regularly.
- Compile monthly expenditure versus budget reports.
- Ensure year-end clearing of encumbrances on PeopleSoft Finance.
- Manage the Darlo (Copyright) account.
Procurement and Payment Processing
- Follow up on outstanding supplier invoices after delivery of goods and services.
- Submit invoices and purchase orders to the Finance Department for payment.
- Process claims for non-registered suppliers and beneficiaries.
- Verify supporting documentation before submission for approval.
- Approve online invoices on PeopleSoft Finance.
- Process membership and licence fee payments.
Records and Document Management
- Maintain proper filing systems for financial and administrative records.
- Ensure accurate record keeping and document control.
Courier, Postal and Logistics Coordination
- Coordinate courier services for the department.
- Manage postal services and inter-library loan book deliveries.
- Ensure proper maintenance and monitoring of the departmental motorbike.
- Maintain and monitor the motorbike logbook.
Staff and Administrative Support
- Supervise the departmental messenger.
- Coordinate staff travel and accommodation arrangements.
- Assist with:
- Leave administration
- Performance management processes
- Staff engagement initiatives
- Resource allocation
- Training and development administration
- Job profile management
Minimum Requirements
- Bachelor’s Degree, Advanced Diploma, BTech Degree, or Postgraduate Certificate (NQF Level 7) in:
- Accounting, or
- A related field.
- Minimum 1 year of relevant financial experience.
Recommended Qualifications and Experience
- Experience within a higher education environment.
- Knowledge of university systems, policies, and procedures.
- Strong writing and numerical skills.
- Advanced Microsoft Excel skills.
- Strong computer literacy.
Required Skills and Competencies
Results-Oriented
- Persistent and committed to completing tasks.
- Reliable, dependable, and responsible.
Strategic Thinking
- Ability to multitask effectively.
- Strong attention to detail and accuracy.
Business Acumen
- Knowledge of financial administration processes.
- Ability to follow policies and procedures.
- Proficiency in:
- Microsoft Office Suite
- Adobe Productivity Suite
- PeopleSoft Financials
- Advanced Excel
Leadership
- Self-motivated and enthusiastic.
- Team-oriented and supportive of colleagues.
Relationship Building
- Good interpersonal and communication skills.
- Ability to influence and negotiate effectively.
- Strong stakeholder engagement skills.
Salary and Benefits
Annual Remuneration Package
R403,692.54 – R506,869.63 per annum
The final package will depend on:
- Available budget
- Qualifications
- Relevant experience
Benefits
Subject to applicable conditions:
- Pension Scheme
- Medical Aid Scheme
- Group Life Insurance
- Housing Allowance
- Annual Leave and Sick Leave
- Service Bonus
- Study Benefits