CORE PURPOSE OF JOB

The primary purpose of this position is to provide professional, high-level executive and administrative support to the Deputy Vice-Chancellor: Research, Innovation and Internationalisation (DVC:RII), through dedicated personal assistance, effective office management, and proactive coordination of projects and institutional initiatives aligned with the RII portfolio. The role combines traditional PA responsibilities with the coordination of University-wide programmes, meetings, and events that advance the strategic objectives of Research, Innovation and Internationalisation.

The incumbent will ensure that the Office of the DVC:RII operates with confidentiality, efficiency, and excellence, providing a seamless interface between the DVC and internal and external stakeholders, including staff, students, alumni, government departments, research funders, and international partners. The role requires initiative, sound judgment, and strong organisational ability, working collaboratively with other members of the Executive Support Team to ensure that all functions of the DVC:RII Office contribute effectively to the achievement of the University’s Vision 2030 and its global engagement agenda.

KEY PERFORMANCE AREAS

1. Executive and Office Administration

• Organise and manage all activities within the Office of the DVC:RII to ensure it functions as an efficient hub for the flow of information, documentation, and communication across the University.
• Manage general and office administration, including the receipt, processing, and tracking of correspondence, planning and coordination of meetings, and organisation of functions and events.
• Maintain an effective electronic and manual filing system, ensuring confidentiality, accuracy, and accessibility of records.
• Compile, type, edit, and quality-check correspondence, reports, presentations, and other official documents.
• Maintain a current understanding of key academic, administrative, and governance processes relevant to the RII portfolio.

2. Executive Support to the DVC:RII

• Manage and maintain the DVC’s diary, balancing competing priorities and adjusting schedules as needed to optimise time and efficiency.
• Coordinate all travel and logistical arrangements, including flights, transport, accommodation, and detailed itinerary planning.
• Anticipate the DVC’s needs and ensure that briefing materials, documentation, and background information are prepared timeously.
• Ensure efficient processing and follow-up of all incoming and outgoing correspondence.
• Handle sensitive information with discretion, confidentiality, and sound judgment.

3. Governance, Meetings, and Committees

• Coordinate and provide secretarial support to committees, task teams, and RII Group meetings.
• Prepare agendas, collate documentation, take accurate minutes, and ensure follow-up on action items.
• Book venues, arrange logistical support, and communicate meeting outcomes effectively.
• Ensure alignment of all governance processes with institutional requirements.

4. Communication, Liaison, and Stakeholder Relations

• Build and maintain effective communication channels with internal and external stakeholders, including staff, students, alumni, funders, and government or international partners.
• Receive and respond to queries, concerns, and requests with professionalism and efficiency.
• Draft correspondence, statements, and briefing notes on behalf of the DVC:RII.
• Represent the Office of the DVC:RII in a manner that upholds the integrity and reputation of Nelson Mandela University.

5. Financial and Resource Administration

• Manage and monitor the DVC’s operational, discretionary, and project budgets in compliance with University financial policies.
• Prepare and process financial documentation, purchase orders, travel claims, and P-Card reconciliations.
• Ensure budget tracking, reporting, and approval processes are accurate and transparent.

6. Projects, Events, and Institutional Citizenship

• Assist with and coordinate special projects, institutional events, and strategic initiatives led by the DVC:RII.
• Provide back-up and collaborative support to the broader Office of the Vice-Chancellor (OVC) and Executive Support Team.
• Contribute to institutional citizenship activities, including health and safety, transformation, and sustainability initiatives.
• Seek opportunities to improve administrative systems, workflow, and service delivery within the DVC:RII portfolio.

CORE COMPETENCIES

1. Professional and Administrative Competence

• Demonstrated ability to manage high-level executive and administrative functions in a complex institutional environment.
• Exceptional organisational and planning skills, with proven ability to prioritise competing tasks and meet deadlines under pressure.
• Strong attention to detail and a commitment to accuracy, quality, and confidentiality in all work.
• Demonstrated competence in managing complex diaries, travel logistics, and event coordination.

2. Communication and Interpersonal Skills

• Excellent written and verbal communication skills, including the ability to draft correspondence, reports, and presentations to a professional standard.
• Strong interpersonal skills and the ability to engage confidently, diplomatically, and effectively with people at all levels, internally and externally.
• Proven ability to handle sensitive or confidential matters with discretion, tact, and sound judgment.
• A courteous, approachable, and professional demeanour that promotes a positive image of the University.

3. Digital and Information Management

• Advanced computer literacy, including proficiency in the MS Office suite (Word, Excel, PowerPoint, Outlook) and digital scheduling platforms.
• Ability to manage digital filing, information systems, and office databases with efficiency and security.
• Capacity to learn and apply new institutional software, document management, and communication systems quickly.

4. Analytical, Research, and Problem-Solving Ability

• Ability to gather, synthesise, and analyse information to support decision-making, reports, and briefings for the DVC:RII.
• Proactive and solution-oriented mindset with the ability to anticipate challenges and propose improvements to processes and workflows.
• Sound analytical and problem-solving skills, applying initiative and independent judgment where appropriate.

5. Collaboration, Teamwork, and Institutional Citizenship

• Demonstrated ability to work collaboratively as part of a high-performing Executive Support Team.
• Willingness to provide back-up support and share knowledge and best practice with peers.
• Commitment to institutional transformation, inclusivity, and the University’s humanising values.
• Engagement in continuous learning and professional development in alignment with Nelson Mandela University’s Vision 2030.

6. Personal Attributes

• High degree of professionalism, reliability, and ethical conduct.
• Integrity and commitment to the confidentiality required of a senior executive office.
• Initiative, resilience, adaptability, and emotional intelligence.
• Enthusiasm, self-motivation, and a service-oriented approach aligned with the University’s mission.

REQUIREMENTS

Minimum Qualifications

• A relevant  M + 3 qualification in Office Administration, Business Management, Communication, or a related field.
• A postgraduate qualification will be an added advantage.

Experience

• 3 – 5 years of proven experience providing executive-level administrative or secretarial support to a senior leader in a large and complex organisation, preferably in a higher education, research, innovation, or public-sector environment.

Knowledge and Skills

• Sound understanding of academic and research administration processes within a university or public institution.

In considering candidates for appointment into the advertised post, preference will be accorded to persons from designated groups as guided by the approved Equity Plan (African Male, Indian Male, African Female, White Male are encouraged to apply).

SCREENING QUESTIONS

SALARY RANGES (Peromnes)

ADDITIONAL INFORMATION e.g. contact person and telephone number, e-mail; etc.

• Cover letter.
• Equity targeted groups to be specified on the advert.