Administrative Officer: Security Systems, Department of Security Services

UP Professional and Support

DEPARTMENT: SECURITY SERVICES

POST TITLE: ADMINISTRATIVE OFFICER: SECURITY SYSTEMS

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.

RESPONSIBILITIES

• Administration and Coordination

• Provide administrative support to the Security Systems and Technology Unit;

• Capture and report security system defects to the Help Desk;

• Coordinate communication between technicians, service providers, clients, and the Operations Management Centre;

• Monitor job progress and ensure the timely resolution of reported defects;

• Maintain and organise job cards and service records;

• Compile audit reports reflecting changes made to electronic security systems;

• Ensure the Operations Team implements appropriate measures to safeguard and secure exposed areas resulting from system defects.

• Administration and Coordination

• Monitor contract timelines, renewals, and related documentation;

• Ensure all supporting documentation is accurate, complete, and properly maintained;

• Source quotations from service providers;

• Facilitate requisition creation and purchase order issuance in collaboration with the Security Systems Administration Unit.

• Document Management and Control

• Maintain structured and effective document control systems;

• Keep accurate records of security systems hardware and software;

• Track warranties, service contracts, and maintenance schedules;

• Maintain and update security systems plans and technical documentation;

• Manage project handover documentation received during commissioning.

• Contract and Vendor Administration

• Monitor service contracts and ensure timely renewals;

• Assist in maintaining health, safety, and regulatory compliance records;

• Liaise with the University store to ensure the availability of spare parts;

• Generate reports on service provider performance and response times;

• Monitor Service Level Agreement (SLA) compliance and escalate unresolved issues within agreed timelines.

MINIMUM REQUIREMENTS

• National Diploma in Office Administration or equivalent

• A minimum of 5 years' proven experience in office administration;

• Valid driver's license.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES)

• Proficiency in MS Word and Excel;

• Strong analytical and problem-solving skills to resolve system-related queries;

• Excellent client service orientation and interpersonal skills;

• Ability to work independently as well as collaboratively in a team;

• Ability to perform effectively under pressure and manage time efficiently;

• Sensitivity and adaptability in a diverse environment involving staff, students and visitors.

ADDED ADVANTAGES AND PREFERENCES

• Experience within a higher education environment;

• Basic knowledge of security systems;

• Private Security Industry Regulatory Authority (PSIRA) registration;

• Ability to read and interpret blueprints and floor plans.

The annual remuneration package will be commensurate with the incumbent's level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.

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: 04 September 2026

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

Should you not hear from the University of Pretoria by 30 November 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 will be given to candidates from under-represented designated groups.

All candidates who comply with the requirements for appointment are invited to apply. All candidates agree to undergo verification of personal credentials.

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 not to fill the advertised positions.