ADMINISTRATIVE OFFICER (ONE-YEAR CONTRACT APPOINTMENT)

University of Pretoria; Pretoria; On-site; ZAR 200 000 - 350 000; Full time

Job summary

A leading educational institution in Pretoria is seeking an administrator to manage financial operations related to student pay-outs and sponsorship funds. Candidates should have a relevant diploma or grade 12 with substantial experience in financial administration within a student environment. Exceptional analytical and communication skills are essential for success in this role. The position will involve collaboration with various stakeholders to deliver effective services.

Qualifications

• Minimum two years of experience in a financial environment, preferably in student administration.
• Knowledge of financial administration and applied PeopleSoft.

Responsibilities

• Administer pay-outs to students and sponsors.
• Ensure disbursement of funds for National Research Funds.
• Follow up on outstanding fees from sponsors and students.

Skills

Attention to detail

Ability to work independently

Analytical skills

Communication skills (verbal and written)

Education

Relevant National 3-year Diploma

Grade 12 with four years of experience

Tools

PeopleSoft

MS Word

MS Excel

Job description

Job Purpose

The purpose of this position is to perform an effective and efficient administration of pay-outs to students and sponsors, reviewing memorandum of agreement and directly contribute to service delivery to stakeholders (Students, Parents, Colleagues and Sponsors).

Responsibilities

• Pay-out:
  • Do Approval 1 for monthly scheduled pay-outs and refunds on the PeopleSoft system to students;
  • Schedule payments (pay‑outs and refunds) to students’ personal bank accounts for National Research Funds journals as well as application forms from students;
• External bursaries:
  • Award and disburse funds for National Research Funds per journals received into the student account;
  • Verify posted students’ transactions into students’ accounts;
  • Reverse funds disbursed from the student account per the National Research Funds journal;
  • Provide sponsors and students with students’ accounts and results;
  • Add SPL financial block on student account;
• Follow up on outstanding fees:
  • Follow up with sponsors regarding unallocated deposits and overdue invoices;
  • Follow up with sponsors and students regarding overdue tuition fees;
• Payment arrangement:
  • Capture payment arrangement forms on PeopleSoft system;
• Memorandum of Understanding or Agreement:
  • Prepare/format Memorandum of Understanding or Agreement with sponsors;
• Registration process:
  • Lift REl financial block on the student account at the beginning of the academic year;
• Ad hoc Duties:
  • Prepare quotations;
  • Compile item type request file per academic plan and modules;
  • Financial environment, preferably in student administration.

Minimum Requirements

• Relevant National 3‑year Diploma;
• Two years of experience in a financial environment, preferably in student administration.
• OR
• Grade 12;
• Four years of experience in a financial environment, preferably in student administration.

Required Competencies (skills, Knowledge And Behavioural Attributes)

• Knowledge of:
  • Applied knowledge of PeopleSoft;
• Technical competencies:
  • Financial administration;
  • Computer literacy (MS Word, MS Excel and e‑mail packages);
• Behavioural competencies:
  • Ability to pay attention to details;
  • Ability to work under pressure and independently;
  • Ability to meet deadlines;
  • Must be pro‑active in work environment;
  • Analytical skills;
  • Communication skills (verbal and written).

Added Advantages And Preferences

• Degree or equivalent with Accounting as a subject;
• Administration of student refunds;
• Administration of bursaries;
• Experience in Higher Education environment.

PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

The all‑inclusive remuneration package for this contract position will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines.

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: 17 November 2025.
No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Ms. Thandeka Mtswene, E‑mail [e-mail] for application‑related enquiries, and Mr. Ayanda Simelane, E‑mail [e-mail] for inquiries relating to the post content.

Should you not hear from the University of Pretoria by 28 February 2026, 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.