Senior Officer: Coordinator: Associations and Organisations (Post Level 9): Student Governance Office (Job ID: 6563)

University of the Free State · Free State

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Duties and responsibilities

Operational and Strategic Support

Oversee the operations, programmes, and activities of Student Associations and Organisations.
Develop and implement an annual operational plan for Student Associations and Organisations.
Coordinate and facilitate the annual registration and recognition process for Student Associations and Organisations.
Develop, implement, and maintain an electronic recordkeeping and filing system for Student Associations and Organisations.
Formulate, review, and implement policies, guidelines, and concept documents to support the effective functioning of Student Associations and Organisations.
Coordinate and participate in student governance election processes.
Provide operational and administrative support for programmes and activities of Student Associations and Organisations and within the Student Governance Office.

Student Engagement and Communication

Plan, coordinate, and implement student engagement and developmental programmes that address key societal and institutional issues.
Educate Student Associations and Organisations on relevant institutional policies, governance frameworks, and principles of constructive engagement.
Facilitate collaboration and engagement between Student Associations and Organisations, university departments, and external stakeholders.
Coordinate campus student parliament sessions, including establishment, inductions, scheduling meetings, arranging logistics, preparing documentation, and ensuring compliance with the ISRC Constitution.
Promote and market the activities of Student Associations and Organisations through University communication platforms.
Strengthen the participation of Student Associations and Organisations in institutional programmes and stakeholder engagements.
Identify and communicate leadership development opportunities, including workshops, seminars, conferences, and exchange programmes.
Coordinate regular meetings with executive committees of Student Associations and Organisations to provide guidance, support, and strategic direction.

Project Monitor and Support

Monitor and evaluate the implementation of projects and activities undertaken by all Student Associations and Organisations.
Provide project management guidance and logistical support for student-led programmes and events.
Advise Student Associations and Organisations on university procurement procedures and financial administration processes.
Monitor annual activity plans and strategic calendars, ensuring projects are implemented within approved timelines and objectives.
Organize regular meetings with executive committee members to Identify implementation challenges and provide appropriate support to improve their operations.

Training Coordination

Plan, coordinate, and facilitate capacity-building programmes for Student Associations and Organisations, including inductions, operational training, strategic planning sessions, workshops, leadership development programmes, and team-building activities.
Develop, implement, and monitor a mentoring and support programme for Student Associations and Organisations.
Ensure Student Associations and Organisations members are familiar with the Higher Education Act, the Institutional Statute, the ISRC Constitution, Institutional Rules, General Rules, and other relevant UFS policies and governance frameworks.
Develop and update training manuals, guidelines and learning materials aligned with the Division of Student Affairs strategy.

Compliance

Monitor and ensure that Student Associations and Organisations comply with the Higher Education Act, the Institutional Statute, the ISRC Constitution, Institutional Rules, General Rules, and all applicable UFS policies and governance frameworks.
Monitor compliance with institutional branding, communication, and marketing standards.
Develop and implement the Code of Conduct for Student Associations and Organisations.
Promote good governance, accountability, transparency, and ethical leadership within Student Governance Structures.

Financial Management

Prepare and monitor the annual operational budget for Student Associations and Organisations.
Guide Student Associations and Organisations in developing annual operational plans aligned with approved budgets.
Process requisitions and monitor expenditure in accordance with UFS financial policies and procedures.
Compile and review financial reports for Student Associations and Organisations.

Reporting

Compile operational and strategic reports on Student Associations and Organisations' activities.
Provide guidance and support on minute-taking, report writing, and record management to Student Associations and Organisations.
Develop, standardise, and regularly update reporting templates for Student Associations and Organisations.

Bachelor's degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7.
A minimum of two 2 years' relevant working experience related to the duties and responsibilities.

Bachelor's degree or an Advanced Diploma/B.Tech degree/Postgraduate Certificate on NQF Level 7 in Education, Social Sciences, Management Sciences, Law or related field will be advantageous.
Experience within the higher education environment.
Knowledge of university systems, policies, and procedures.
Knowledge of the Higher Education Act, Institutional Statute, ISRC Constitution, Institutional Rules and General Rules of the University of the Free State.
Familiarity with policies guiding student governance structures and related election processes.
Understanding the roles, functions, and operations of student structures.
Familiarity with student governance election and transition processes.
Knowledge of leadership development programs, especially for student governance structures.
Proficiency in MS Office software and PeopleSoft.
Affiliated with the National Association of Student Development Professionals NASDEV.