Administrative Officer vacancy at the University of Johannesburg (UJ)
DEADLINE: 10 January 2025
Background
The University of Johannesburg (UJ) is a vibrant and cosmopolitan university, anchored in Africa and driven by a powerful strategy focused on attaining global excellence and stature (GES). With an emphasis on independent thinking, sustainable development, and strategic partnerships, UJ is an international university of choice. The University is guided by the Vice-Chancellor’s vision of “Positioning UJ in the Fourth Industrial Revolution (4IR) for societal impact in the context of the changing social, political, and economic fortunes of Africa”.
Description/Duties
Pro-actively manage the administration of employee benefit programs including pension/provident fund, leave, tuition fees, medical aid (including post-retirement), long service awards, retirements, disabilities and death claims. To render a specialised service to effectively assist UJ employees and to provide management with relevant information to inform their decision-making.
The responsibilities of the incumbent include, but are not limited to, the following:
UJ Pension/Provident Fund
- Assume responsibility for all aspects of UJ pension and provident fund administration.
- Provide advice to UJ employees and line managers regarding UJ retirement policies and procedures.
- Maintain professional relationships with Pension and Provident Fund Administrators.
- Provide guidance to employees, Employee Relations Officers and Line Managers regarding Pension/Provident Fund policies and procedures to the benefit of both the employee and the employer.
- Provide advice on historical retirement benefits, early retirement, medical pension, penalties, etc.
Retirements/Deaths/Disability and Funeral Claims
- Manage and administer all retirements, death, funeral and disability claims.
- Provide guidance to Business Partners, Employees, Executants and Financial Advisors regarding policies and procedures to the benefit of the employee.
- Consult with employees and bereaved families.
- Assist with management of post-retirement medical aid benefits administration.
- Resolve specialised queries within reasonable turnaround times.
Employee Study Benefits
- Coordinate and oversee tuition reimbursement program.
- Provide guidance to employees and Line Managers regarding study benefits policies and procedures to the benefit of both the employee and the employer.
- Advise employees and line managers regarding the policy, criteria and procedures regarding UJ study benefits.
- Ensure correct capturing of Study Benefits Financial information on the Oracle system.
Leave
- Assume responsibility for all aspects pertaining to leave administration.
- Assist with audits and enquiries regarding leave, such as historical and sabbatical leave.
- Ensure that all leave encashment requests are captured correctly and inform management thereof to aid their decision making in terms of budgetary planning.
- Provide guidance to HR Business Partners, Call Centre, Employees, Employees Relations Office and Line Managers regarding leave policies and procedures to the benefit of both the employee and the employer.
- Compile quarterly reports to establish leave trends that might occur to ensure that there is no misuse of the leave policy.
- Resolve specialised queries within reasonable turn-around times.
Long Services
- Ensure and facilitate the processing of employee long service awards benefit payments.
- Advise employees and line managers regarding the policy, criteria and procedures regarding UJ long service awards benefits.
- Participate as a team member of the Annual Long Service Award Function team.
Policies and Procedures
- Assist line to update and enhance benefits related policies and procedures, systems and forms.
- Ensure compliance to all University HR policies and legislation.
Benefits Training Sessions
- Provide training to HR generalists regarding employee benefits.
Job Evaluations
- Coordinate and conduct job evaluation sessions in consultation with the Senior Manager: Benefits & Remuneration.
- Act as a qualified job evaluator.
Risk and Compliance
- Ensure integrity of data and making it accessible to colleagues to assist them in performing their work.
- Provide advice on all benefits items and possible policy adjustments.
- Ensure monthly risk item registers are compiled and maintained.
- Escalate all risk issues that cannot be resolved within two weeks.
Other
- Assist with salary offers, as and when required.
- Assist with annual salary adjustment and academic promotions process.
- Assist with reports
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Requirements
- Relevant NQF 6 qualification.
- Minimum of 3-5 years’ experience in Benefits Administration in a tertiary education institution.
- Proven advanced computer literacy (MS Office, Excel, PowerPoint, Oracle).
Recommendations:
- Proven high analytical skills.
- Proven systematic person who is a qualified Job Grader.
Knowledge:
- Knowledge of UJ policies and procedures.
- Knowledge of the retirement/provident fund rules.
- Knowledge of the retirement fund history.
- Knowledge of the leave benefit history.
- Knowledge of the pension fund legislation.
- Knowledge of the medical aid benefit history.
- Knowledge of the academic and non-academic structures (self-service).
- Knowledge of Oracle system.
- Knowledge of the benefits administration systems e.g. AF Online and NBC.
- Knowledge of PwC Remeasure.
