POSITION DETAILS ORGANOGRAM PURPOSE

Transcription

1 HR191 POSITION DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of position descriptions. A copy of this form is kept by the line manager and the position holder. Position title OPERATIONS COORDINATOR POSITION DETAILS Job title (HR Practitioner to provide) Position grade (if known) PC09 Date last graded (if known) August 2018 Academic faculty / PASS department COMMERCE Academic department / PASS unit SCHOOL OF ECONOMICS Division / section DEVELOPMENT POLICY RESEARCH UNIT Date of compilation 11 JUNE 2018 ORGANOGRAM PURPOSE The main purpose of this position is to ensure the smooth operation of the DPRU through the efficient coordination of the Unit s administrative and financial processes. The Operations Coordinator is responsible for the management of the DPRU s financial, operational and administrative processes, while ensuring compliance with University and funder policies, procedures and guidelines. The Operations Coordinator is further responsible for providing financial and contractual research support to Principal Investigators of the Unit s research projects, through the entire research grant process, from initial proposal development and application, through to implementation and final reporting. Finally, the Operations Coordinator is responsible for management of the Unit s front office team, comprising an Administrative Assistant and a Receptionist. 16 May 2017 Page 1 of 5 HR191

2 CONTENT 1 PROPOSAL DEVELOPMENT SUPPORT AND CONTRACTS MANAGEMENT 20% Coordinate the application process for bids, tenders and calls for proposals; Liaise with the Principal Investigator (PI) or the writer of the research proposal regarding the budget rules and requirements for a particular proposal or bid; Compile the budget and complete the cost recovery template, ensuring that the two are aligned with each other; Liaise with the Deputy Director, Commerce Finance and the UCT Research Office to approve the budget and cost recovery; Provide general administrative support to PI during proposal development; Facilitate the process of new research projects by consulting with RCIPS, Commerce Finance and Unit Management and ensuring that the relevant documents and agreements are received, completed and signed ously between funders and the University; Act as a central resource for record keeping of all research contracts; and Maintain a complete list of the Unit s proposals and projects. Proposals adequately budgeted Cost recovery correctly done, approved by the Deputy Director and signed off by Commerce Finance PIs kept informed of all deadlines and processes to ensure proposal is submitted on Timeous drafting, signing and conclusion of contracts with funders and the Contracts office ensures that the project commences on and the relationship with the funder is sustained Hard copies of all project contracts maintained for ease of reference Up-to-date list of proposals and projects available to Deputy Director, Project Manager, Communications Manager and other relevant staff 2 PROJECT FINANCIAL ADMINISTRATION AND REPORTING 35% Proactively ensure that Project Leaders are aware of the contractual and reporting obligations for their research project; Provide general administrative support to the Project Manager where needed; Invoice and receipt income for the Unit; Be responsible for procurement and purchasing for all projects; Liaise with relevant stakeholders on any contractual issues that may arise during the project; Facilitate the process of subcontracting for both internal and external subcontractors, and communicate UCT financial policies, procedures and requirements regarding the payment process; Prepare and check sheets of staff and service providers, where required; Liaise with Commerce Finance and Foreign Payments Department regarding contractual payments to contractors and subcontractors Actual expenditure is in line with budget All payments processed according to policy and procedures, and within acceptable lines Follow up with creditors to ensure that payments are processed on Project Leaders are notified ously on reporting requirements for their particular projects Reports are submitted ously and in line with requirements to funders Compliance with our contractual obligations to funders Successfully and satisfactorily completed audits 16 May 2017 Page 2 of 5 HR191

3 Produce draft project financial statements in line with donor/funder requirements for approval by Unit Management and Faculty Finance Manager; Prepare and plan for the audit of projects (internal and external audits) and prepare financial and interim reports in consultation with the Faculty Finance Manager; Liaise with the funders and respond to auditor s report; and Maintain records for all projects. 3 UNIT FINANCIAL ADMINISTRATION AND REPORTING 30% Prepare quarterly financial reports for the Deputy Director; Administer and monitor the Unit's funds and cash flow in consultation with the Deputy Director; Manage the Unit's petty cash; Open dedicated funds for new research projects, and clear and close funds as appropriate when projects are completed; Manage the procurement and purchasing for the Unit done by the admin team; Liaise with UCT Debtors Office regarding appropriate timing of invoices to funders; Process disbursements to researchers, contractors and bursary holders of appropriate payments against approved budget line items; Staff and student bursary disbursement; Liaise with UCT Contracts Office, Commerce Finance and the Research Office to stay abreast of all financial, legal and administrative systems that pertain to the Unit s research grants, and attend the relevant meetings and workshops; and Troubleshoot problems with Commerce Finance, the UCT Contracts Office and the UCT Research Office as necessary Funds opened ously for new projects Funds managed so that sufficient cash flow exists to support payment of project and Unit expenses Procurement and purchasing is in line with the project requirements and budget, and UCT procedures and lines Petty cash is effectively managed and reconciled Quarterly financial reports made available to Deputy Director Smooth process of payment to contractors and subcontractors Maintain the image of the University as one of the institutions in the country with good accountable financial structures and administrative governance 4 GENERAL OFFICE MANAGEMENT 15% Manage all administrative processes for the Unit; Proactively engage with the Deputy Director and HR to ensure that employment contracts are valid and, where applicable, ously renewed; Maintain all HR records; Conduct administrative component of all HR processes for staff, sub-contractors and visitors to the Unit, i.e. appointments, terminations, leave and other queries; arrangement of ad hoc HR payments; 16 May 2017 Page 3 of 5 HR191 Accessible and organised HR records and other relevant documentation All staff contracts are up to date and Deputy Director is proactively informed of any HR risk Unit-level administrative systems are operating smoothly Preparedness for and smooth running of events, workshops and conferences Administrative Officer and Receptionist are

4 third party access administration; Purchasing of equipment and furniture for the Unit Orientation of new staff to the Unit; Coordination of team(s) organising events, workshops and conferences; Support/cover for the broader admin team if absent or during workload peaks; and Line/performance management of the Administrative Officer and Receptionist to ensure satisfactory quality of administrative support for the Unit. performing their roles effectively and efficiently 16 May 2017 Page 4 of 5 HR191

5 Minimum qualifications Minimum experience (type and years) MINIMUM REQUIREMENTS Grade 12 or equivalent (NQF level 4) NQF level 5 tertiary qualification in Bookkeeping/Accounting Five years relevant administration experience Three years experience with financial reporting, project budget & contract management Staff supervision experience High degree of computer literacy, including advanced Excel skills Excellent numeracy skills Good written and verbal communication skills Events coordination Skills Knowledge Professional registration or license requirements Other requirements Competencies (Refer to UCT Competency Framework ) Proactive and takes initiative Very organised Time management and problem-solving ability Meticulous, with an emphasis on attention to detail Ability to balance multiple and competing demands Excellent interpersonal skills and the ability to forge strong working relationships with stakeholders both within and outside the University Financial systems Knowledge of SAP or any other ERP system would be advantageous Knowledge of UCT financial and contracting processes and procedures n.a. Honesty to handle finances Competence Level Competence Level Analytical thinking / Problem solving 2 Follow up 2 Building interpersonal relationships 2 Planning and organizing / work management 2 Client service and support 2/3 Quality commitment / work standards 2 Communication, verbal and written 2 Teamwork / collaboration 2 Decision making / Judgement 2 University awareness 2 SCOPE OF RESPONSIBILITY Functions responsible for Amount and kind of supervision received Limited supervision required from Deputy Director and Director Amount and kind of supervision exercised Decisions which can be made Decisions which must be referred Direct supervision of the Administrative Assistant and Receptionist Contracting auditors; logistics of events; managing of Administrative Assistant and Receptionist; IRMA Sign-off of budgeting and cost recovery; payment (according to UCT policy) CONTACTS AND RELATIONSHIPS Internal to UCT External to UCT Commerce Finance; RCIPS; HR; Treasury; Debtors; Ledgers; Internal Auditors; UCT Finance Funders/Donors/Clients; Auditors; Subcontractors and Service Providers 16 May 2017 Page 5 of 5 HR191