Administrative Officer: Postgraduate Scholarship (1 year contract)

DEPARTMENT OF RESEARCH AND INNOVATION ADMINISTRATIVE OFFICER: POSTGRADUATE SCHOLARSHIPS (ONE-YEAR CONTRACT) PEROMNES POST LEVEL 10 In pursuit of the ideals of excellence and diversity, the University of Pretoria wishes to invite applications for the following vacancy. The University of Pretoria's commitment to quality makes us one of the top research Universities in the country and gives us a competitive advantage in international science and technology development.

JOB PURPOSE: To facilitate and provide effective administrative support for prospective and current postgraduate bursary and funding processes within the Postgraduate Scholarship Office (PGSO) under the Graduate Support Hub division. The incumbent will administer allocated external and UP postgraduate bursary processes, First Payment Assistance (FPA) processes, student documentation and payment-related administration, while providing accurate and timely information and support to students, funders and relevant University stakeholders.

RESPONSIBILITIES

The successful candidate's responsibilities will include, but are not limited to: Postgraduate Bursary Administration: Processing allocated external and UP postgraduate bursary applications and awards in accordance with applicable funding criteria, policies and procedures; Identifying and verifying information relating to students considered for allocated bursary awards; Capturing and updating bursary information on relevant University systems and administrative records; Prepare and submit accurate payment-related information to the Department of Finance in accordance with prescribed processes; Complete allocated pay out administration and submit documentation for payment finalisation; Receiving and uploading student documentation onto the relevant University system in accordance with statutory and University requirements; Assisting with the preparation and administration of bursary information sessions when required; First Payment Assistance Administration: Administering allocated First Payment Assistance (FPA) processes in accordance with approved requirements and procedures; Receiving and checking documentation submitted for FPA; Maintaining accurate records of FPA applications, supporting documentation and payment-related administration; Follow up on outstanding information or documentation required to complete allocated FPA transactions; Responding to routine student enquiries relating to FPA requirements and administrative processes; Providing administrative support for the FPA cycle; PGSO Administrative Support: Providing general administrative support required for the effective functioning of the PGSO; Attending to routine enquiries received by email, telephone and in person; Maintaining organised administrative records and filing systems; Providing logistical support for meetings, information sessions and other PGSO activities; Maintain allocated administrative registers and tracking records; Student and Stakeholder Enquiries: Responding to routine enquiries from postgraduate students regarding bursary and FPA administrative processes; Providing accurate information within the scope of the position and applicable procedures; Receiving and respond to routine requests for information from relevant internal stakeholders; Providing routine administrative information to external funders relating to allocated bursary processes.

MINIMUM REQUIREMENTS: Relevant three year National Diploma with two years’ experience; OR Grade 12 with four years’ experience in the following : Administration of scholarships, bursaries or related funding processes; Handling student/client enquiries; Working with administrative systems and databases; Capturing, maintaining and retrieving information accurately; Processing confidential documentation; Financial or payment-related administration; Working with large volumes of administrative information and records; A tertiary education or research environment.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES): Knowledge: Bursary Conditions and processes; PGSO workflow system; People soft knowledge; All external bursaries; Technical: Online systems; MS Suite; Computer literacy; Behavioural competencies: Impeccable client services; Good verbal and written communication; Good interpersonal skills; Handle a variety of task simultaneously; Maintain a high level of professionalism; Work in multi-disciplinary team environment; Communicate (orally and in writing) clearly and effectively with all stake holders Work under pressure and adhere to deadlines; Follow instructions, guidelines, policies and procedures.

. ADDED ADVANTAGES AND PREFERENCES: Bachelor Degree; Matric with Accounting as a subject passed. 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. PLEASE NOTE: All shortlisted candidates may be required to participate in relevant skills assessments as part of the selection process.

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: 23 October 2026 No application will be considered after the closing date, or if it does not comply with at least the minimum requirements.

ENQUIRIES: Mr Gojiwe Malobola, Tel: (012) 420 3122 or email gojiwe.malobola@up.ac.za for application-related enquiries, and Ms Leanne van Zyl, email: Leanne.vanzyl@up.ac.za Should you not hear from the University of Pretoria by 31 December 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.