KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll  - Applications submitted through any other platform will not be considered. The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:                                                                      

•    A detailed Curriculum Vitae.

•    Copies of  your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).

•    A copy of your identity document (South African ID or passport for foreign nationals).

•    Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Operational & Strategic Support:

•    Coordinate and monitor institutional student governance and Student Affairs, Sport, Arts and Culture projects at the South Campus, as assigned by the Deputy Director.

•    Serve as the primary institutional liaison between the Institutional Student Representative Council (ISRC) and its co-governance structures (Institutional Student Parliament (ISP), Institutional Student Court (ISC), and the Deputy Director on operational issues.

•    Collaborate with the Student Governance Office (SGO) managers, coordinate the review of the ISRC Constitution, Code of Conduct, and various policies, SOPs, and guidelines in the Student Governance environment.

•    Collaborate with the Deputy Director, coordinate the review of policies, guidelines, protocols,

and related governance frameworks across the Student Affairs, Sport, Arts and Culture environment.

•    Develop project frameworks, implementation plans, timelines, and progress reports for institutional projects.

•    Track deliverables, risks, and outcomes of institutional projects and report to the Deputy Director.

•    Work collaboratively with SGO Managers to address institutional operational gaps impacting the successful implementation of the student governance strategy.

•    Manage and oversee the ISGO website and social media platforms to enhance visibility and communication with student governance structures.

•    Monitor institutional climate trends and advise the Deputy Director on potential risk factors that may trigger student dissatisfaction or protest and propose proactive mediation and resolution mechanisms.

Student Engagement & Communication:

•    Orient and capacitate ISRC members on institutional engagement protocols and governance frameworks.

•    Coordinate annual "ISRC Meet and Greet" sessions with key internal stakeholders, including the Executive Management Committee (EMC) and the DSASAC Senior Leadership Group (SLG).

•    Guide the ISRC in accessing and utilising institutional information systems (e.g., PowerHEDA) to enhance evidence-based engagement.

•    Facilitate structured engagements between the ISRC and its sub-structures to ensure alignment and accountability.

•    Coordinate engagements between the ISRC and relevant university departments to address and resolve institutional matters.

•    Maintain accurate records of resolutions and commitments arising from engagements between the ISRC and University Management.

•    Support the ISRC in planning and delivering the annual State of Institutional Address (SIA) to report on progress in advancing student and institutional priorities.

•    Develop sustainable communication and engagement mechanisms to strengthen ISRC interaction with sub-structures and the broader student body.

•    Foster ISRC engagement and participation in sectoral student structures, such as the South African Union of Students (SAUS).

Project Monitor & Support:

•    Receive the ISRC's Plan of Action (POA), review it and submit to the Deputy Director for approval.

•    Provide structured administrative and coordination support to the ISRC and its co-governance structures.

•    Serve as the institutional liaison on ISRC-led strategic projects (e.g., the lmbewu Legacy Fund) to ensure continuity beyond student leadership transitions.

•    Facilitate, monitor, and evaluate the implementation of ISRC programmes, projects, and strategic initiatives to ensure alignment with institutional priorities.

•    Coordinate the approval processes for ISRC events/projects from the relevant Events Committee structures.

•    Monitor the ISRC annual operational calendar, track progress against set objectives and timelines, and proactively obtain feedback where activities are delayed or not executed as planned.

•    Compile progress reports and recommend corrective interventions to enhance accountability, efficiency, and impact.

Training Coordination:

•    Design, coordinate, and deliver structured training programmes for the ISRC and its co-governance structures, in partnership with the Student Leadership Development Office and other relevant departments.

•    Collaborate with the Student Leadership Development Office in the development and implementation of comprehensive Student Governance induction programmes for the ISRC, ISP, and ISC.

•    Liaise with relevant internal and external stakeholders to facilitate specialised governance, leadership, and institutional development programmes.

•    Develop and implement a structured support and mentoring framework to strengthen the effectiveness, accountability, and leadership capacity of the ISRC.

•    Coordinate logistical planning for all training and development initiatives, ensuring effective organisation of venues, materials, resources, and stakeholder participation.

•    Maintain detailed training records, attendance registers, and evaluation reports to assess impact and inform continuous improvement.

•    Facilitate ongoing capacity-building initiatives, including annual operational training, strategic planning sessions, team buildings, etc.

•    Ensure that the ISRC participates in the Department of Higher Education and Training (DHET) 's annual capacity-building programmes.

Governance and Compliance:

•    Facilitate the annual ISRC elections in accordance with the ISRC Constitution and applicable electoral codes.

•    Develop and implement comprehensive awareness strategies to promote participation in ISRC elections across all campuses.

•    Coordinate and support active multi-campus engagement to ensure inclusive representation in ISRC electoral processes.

•    Facilitate the establishment of the Institutional Student Parliament and the Institutional Student Court.

•    Oversee the delegation of ISRC members to institutional committees and ensure the timely submission of the list to the relevant secretariats.

•    Collaborate with the Deputy Director, ensure that the ISRC Constitution, Code of Conduct, and related ISGO frameworks are reviewed timeously.

•    Identify policy gaps for development within Student Governance and review existing policies for alignment.

Meeting Coordination:

•    Ensure ISRC members attend institutional committee meetings and participate in institutional programmes.

•    Arrange and facilitate regular meetings with the ISRC to facilitate open communication and keep up to date on developments.

•    Assist the ISRC in formulating agenda items and submitting them to the relevant secretariats.

•    Assist the ISRC in preparing for institutional meetings.

•    Assist the ISRC in preparing presentations for institutional engagements, where required.

Report Writing:

•    Guide the ISRC on minutes and report writing.

•    Develop and update templates that are to be utilised by the Deputy Director and the ISRC for reporting purposes.

•    Compile and submit consolidated progress reports on strategic projects within the Student Governance portfolio and the Student Affairs, Sport, Arts and Culture portfolio at the South Campus.

•    Receive, review, and consolidate reports from the ISRC and its sub-structures for submission to the Deputy Director.

•    Receive and consolidate campus-based strategic project reports to ensure integrated institutional oversight and accountability.

Financial Administration:

•    Assist the ISRC and its co-governance structures in aligning their yearly plans with the budget allocated for operational purposes.

•    Create and evaluate requisition requests, obtain quotations, and prepare motivations for approval by the Deputy Director.

•    Review ISRC requests, approve them, and, where necessary, escalate them to the Deputy Director.

•    Reconcile and report of the ISRC financial reports.

•    Oversee the use of the ISRC budget, in line with the university's finance protocols.

People Management

•    Provide strategic leadership and oversight to the ISRC, including the allocation of responsibilities aligned to portfolio mandates.

•    Supervise, support, and mentor ISRC members to enhance accountability, ethical leadership, and effective execution of responsibilities.

•    Offer advisory guidance on governance, compliance, and institutional alignment in relation to ISRC programmes and activities.

•    Facilitate structured platforms for information sharing, coordination, conflict resolution, and strategic alignment within the ISRC.

•    Manage resignation processes and oversee the reassignment of duties in accordance with the ISRC Constitution and applicable governance frameworks.

•    Administer ISRC disciplinary processes in line with the ISRC Constitution, Code of Conduct, and University policies and procedures.

•    Identify portfolio-specific capacity gaps and coordinate targeted training and development interventions.

•    Monitor and track the performance of ISRC members against agreed objectives and governance standards.

•    Promote and facilitate well-being initiatives to support the holistic functioning of ISRC members.

Inherent requirements:

•    Bachelor’s degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7  in Social Sciences, Public Administration, Governance or a related field. 

•    Minimum of two (2)  years’ relevant working experience related to the duties and responsibilities, of which a minimum of one (1) year of experience should be in a Higher Education environment. 

•    Valid Driver’s Licence (attach a copy).

Recommendations:

•    Knowledge of university systems, policies, procedures

•    Member of a or registration at a professional body

 

Required competencies: 

•    Results Orientated:

-    The ability to cope with a frequently changing environment and to adapt to evolving situations. 

-    The ability to be reliable, responsible, dependable and to fulfil obligations.

•    Strategic Thinking:

-    The ability to plan work and to follow plans.

-    The ability to carefully analyse information and use logic to address issues and problems at work.

•    Business Acumen:

-    The ability to adhere to rules and strictly follow work regulations.

-    Proficient in using MS Office.

•    Leading:

-    The ability to lead, take charge of situations, and offer opinions and directions to others. 

-    The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

•    Building Coalitions:

-    The ability to interact with others and establish personal connections with people.

-    The ability to make decisions through consultation, collaboration and working with close supervision. 

Assumption of duties:

As soon as possible

Closing date:

22 April 2026

Salary:

The salary is available on request.

Fringe benefits: 

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 2558 or email ManzanaL@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 2876 / 7659 for assistance.

General:

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Plan is available at: ufs-employment-equity-plan_2025.pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.