The University of the Free State (UFS) is inviting applications for the position of Senior Officer: Research Outputs Coordinator (Post Level 9) at the Bloemfontein Campus. This is a permanent position within the Research Development division under the Vice-Rector: Research and Internationalisation. The role is designed for a highly organized and detail-oriented individual responsible for managing and coordinating research output processes, ensuring compliance with university policies and external regulations.
This position was previously advertised under Job ID: 5921, and all applicants who applied for that post will automatically be reconsidered. The closing date for new applications is 23 February 2025.
Key Responsibilities
Research Administration
The Senior Officer will be required to oversee research output processes by compiling and monitoring submissions. They will liaise with faculties, Deans, and academic staff, ensuring all research-related documents are processed efficiently. Responsibilities include:
- Reviewing, updating, and preparing all e-forms and backend research modules on the Research Information Management System (RIMS).
- Capturing and circulating research outputs for internal review.
- Maintaining active communication between authors, capturers, and the Department of Higher Education and Training (DHET).
- Preparing documentation for journal audits and handling related inquiries.
- Generating research-related reports and statistics for management, deans, and department heads.
General Administration
- Maintaining a systematic filing system and handling general queries related to research and output matters.
- Updating relevant documentation and issuing confirmation letters regarding research outputs.
Financial Administration
- Compiling Research Awards payment summaries after submission to DHET.
- Coordinating financial transactions, journal transfer letters, and capturing Ad hoc claims.
- Addressing payment queries and summarizing payments for each output year.
Meeting Administration
- Handling agenda and minutes for the UFS Journal Editors’ meetings, which take place between two to four times a year.
- Distributing important information to committee members, facilitating honorarium payments for editors, and addressing journal-related inquiries.
Coordination and Communication
Serving as the primary contact between DHET, research entities, and UFS, the Senior Officer will ensure effective communication between all stakeholders. Responsibilities include:
- Keeping staff updated on research-related regulations and procedures.
- Liaising with external auditors regarding research output submissions.
- Distributing relevant reports to internal and external stakeholders.
Minimum Requirements
Applicants must meet the following criteria:
- A bachelor’s degree, advanced diploma, BTech degree, or postgraduate certificate at NQF Level 7, or a three-year national diploma at NQF Level 6 in Administration.
- At least two (2) years of relevant work experience related to the responsibilities of this role.
Preferred Qualifications and Skills
The ideal candidate should possess:
- Knowledge of university policies, procedures, and systems.
- Strong proficiency in Microsoft Excel.
- The ability to manage high-pressure situations and maintain accuracy in administrative tasks.
- Strong logical thinking and problem-solving skills.
- A high level of organization and attention to detail.
Employment Benefits
The selected candidate will have access to a range of fringe benefits, subject to specific conditions. These include:
- Pension and medical aid schemes.
- Group life insurance.
- Housing allowance.
- Annual leave and sick leave benefits.
- Service bonus and study benefits.
Application Process
Applicants are required to apply online via the official UFS vacancy portal:
- Apply here
- Applications submitted through any other platform will not be considered.
Required Documentation
To ensure successful application processing, candidates must submit:
- A detailed curriculum vitae (CV) and cover letter.
- Certified copies of qualifications (SAQA accreditation required for foreign qualifications).
- A copy of identity document or passport (for foreign applicants).
- Proof of registration with a Professional Body (if applicable).
- Driver’s license (if applicable).
- Confirmation of employment from the current or most recent employer.
Closing Date
- 23 February 2025
For salary-related queries, candidates may request further details directly from UFS.
Commitment to Employment Equity
UFS is a designated employer that prioritizes diversity, equity, and redress in its employment policies. Preference will be given to candidates from underrepresented designated groups, including individuals with disabilities. The university’s Employment Equity Policy aligns with its Equity Plan, available for review.
Data Privacy and Confidentiality
UFS adheres to Protection of Personal Information Act (POPIA) regulations. All submitted personal information will be handled confidentially and processed per data protection rights.
Contact Information
For job-related inquiries, applicants may contact:
- 051 401 2979
- JardineS@ufs.ac.za or Recruit@ufs.ac.za
For technical support, call:
- 051 401 9810 / 9813 / 9814
Important Notes
- Only complete applications will be considered.
- Shortlisted candidates will be contacted.
- If no communication is received within six weeks after the closing date, applicants may assume their application was unsuccessful.
- UFS reserves the right not to fill the position.
Check also: Mobile Sales Representative Job Opportunity at aYo Intermediaries South Africa
This is an excellent Senior Officer opportunity for a detail-oriented and motivated professional to contribute to research excellence at the University of the Free State. Candidates meeting the requirements are encouraged to apply before the deadline.