Internal Audit Administrator (N001075)

Introduction

NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) |DEPARTMENT: NWU INTERNAL AUDIT| POSITION NUMBER: N001075|VACANCY: INTERNAL AUDIT ADMINISTRATOR PEROMNES GRADE: 11 EMPLOYMENT TYPE: PERMANENT APPOINTMENT Duties & Responsibilities

PURPOSE OF THE POSITION The primary purpose of this role is to provide dedicated support to the Internal Audit Department, encompassing both audit-related functions and general administrative operations. The incumbent will be responsible for contributing to the effectiveness and efficiency of the internal audit process, as well as ensuring the smooth running of day-to-day administrative and financial activities. Approximately 60% of the role will be focused on audit-related responsibilities, including assisting the internal audit team in activities that promote adherence to regulatory requirements, effective risk management practices, and the strengthening of internal control systems. The remaining 40% will involve providing administrative and financial support, aimed at maintaining operational efficiency within the department. This includes tasks such as document management, scheduling, coordination of meetings, and support with budget tracking and reporting.

KEY RESPONSIBILITIES : 1.           Administration /General Office Administration: •                          Monitor and manage office supplies and stationery; place orders as needed to ensure availability. •                          Coordinate meeting logistics, including scheduling, agenda preparation, and minute-taking. •                          Set up and prepare conference rooms, including the arrangement of computer and presentation equipment. •                          Organise internal and external functions, including catering and venue arrangements. •                          Coordinate travel and accommodation arrangements, including transport and flight bookings. •                          Liaise with outsourced service providers and contractors to coordinate departmental requests and ensure service delivery. •                          Manage correspondence, filing systems, and office record management in line with document management protocols. •                          Arrange and coordinate training opportunities and workshops for internal audit staff. •                          Provide administrative assistance to Internal Audit management and staff as required. •                          Increase knowledge and skills by attending relevant training opportunities

2.           Assistance Audit and Compliance Support: •                          Arrange Assist in the drafting, formatting, and refinement of internal audit reports and presentation materials, ensuring clarity, accuracy, and professional touch. •                          Assist with the planning and execution of internal audits, including scheduling, coordination of resources, and preparation of audit programs. •                          Conduct testing of internal controls, document audit findings in accordance with audit methodology, and compile comprehensive working papers to support audit conclusions. •                          Assist in the facilitation of risk assessments and contribute to the evaluation and implementation of effective internal control •                          measures during audits. •                          Monitor and follow up on audit recommendations, including tracking progress on corrective actions and providing regular feedback to relevant stakeholders. •                          Contribute to the preparation of audit findings and refinement of reports and the development of presentations (PowerPoint) in support of audit staff member. •                          Involvement in compliance and financial reviews and assist with special audit investigations by gathering evidence and third-party verifications. •                          Maintain a structured follow-up process for the communication of audit findings, ensuring that outstanding issues are continuously monitored, updated, and escalated where necessary. •                          Assist with the nomination and election verification in coordination with auditors ensuring accuracy and compliance with internal procedures.

Desired Experience & Qualification

•                          A Diploma or Advanced Certificate with Economics and/or Accounting subjects (NQF Level 6). •                          A minimum of one (1) year experience in or exposure to financial systems. •                          A minimum of one (1) year experience working with/on internal controls in an internal audit environment. •                          A minimum of one (1) year experience in administrative support and administrative activities. •                          A minimum of three (3) years' experience working with Microsoft 365 at an advanced level.

ADDED ADVANTAGE: •                          A Bachelor's degree in Accounting, Auditing, or a related field (NQF Level 7). •                          Studying towards a Certification in Internal Auditing (GIA, PIA, CIA) from IIASA. •                          Professional membership with IIASA, ISACA, SAICA.

KEY FUNCTIONAL/TECHNICAL COMPETENCIES: •                          Financial Systems and Policies: Demonstrated proficiency in applying the NWU financial system and adhering to institutional financial policies and procedures, including budgeting, payment processing, and financial record-keeping. •                          Asset Management: Responsible for maintaining an accurate and up-to-date departmental asset register, ensuring compliance with asset control policies and facilitating periodic asset verification. •                          Digital Proficiency: Advanced working knowledge of the Microsoft Office Suite, (Word, Excel, PowerPoint, Outlook). •                          Records and Information Management: Ability to manage departmental records in accordance with NWU’s document management standards, ensuring secure storage, easy retrieval, and compliance with data governance protocols. •                          Organisational and Time Management: Strong ability to prioritise tasks, manage multiple responsibilities, and meet deadlines in a structured and efficient manner. •                          Attention to Detail: High level of accuracy in all aspects of work, including data entry, report preparation, and financial documentation. •                          Mobility: Possession of a valid driver’s license and access to reliable personal transport to support departmental logistics and off-site engagements. •                          Proficiency in Microsoft 365, including Word, Excel, PowerPoint, and Outlook, •                          Knowledge of and exposure to financial systems, e.g. KFS and OracleHR. •                          Knowledge of risk and audit methodologies, including risk-based auditing, COSO, IIA, and IPPF.

Behavioural Competencies •                          Analytical Thinking and Problem Solving: Ability to assess complex situations, identify issues, and propose practical solutions aligned with organisational objectives. •                          Confidentiality and Integrity: Demonstrates a high level of discretion and ethical conduct in handling sensitive information and maintaining professional standards. •                          Communication Skills: Excellent verbal and written communication abilities, with the capacity to engage effectively with internal and external stakeholders at all levels. •                          Interpersonal Skills: Strong ability to build collaborative relationships, work effectively within a team, and maintain a positive and professional manner.

REMUNERATION: The annual total remuneration package will be commensurate with the level of appointment as advertised and in line with the NWU policy guidelines.

ENQUIRIES REGARDING JOB CONTENT MAY BE DIRECTED TO:     Ms. Amanda Gxwala on 018 2