Senior Administrative Assistant for Budget Control at University of Pretoria
University of Pretoria · Pretoria, Gauteng
Overview
The University of Pretoria is looking for a Senior Administrative Assistant to join their Department of Finance in Pretoria. In this role you will help keep budget and expense processes running smoothly, making sure claims and travel authorisations are accurate and paid on time. It is a great fit for someone with a finance or accounting background who enjoys detailed administrative work in a respected higher education environment.
About the role
As a Senior Administrative Assistant in Budget Control, you will be the go to person for verifying and processing expense reports, travel authorisations and payment requests. You will work closely with Faculty Accountants, claimants and other finance staff to ensure everything runs according to policy and on time.
What you will be doing:
- Check and process expense reports and claims against financial policies
- Make sure supporting documents are attached and amounts are correct
- Approve travel authorisations and prepaid audit requests
- Follow up on outstanding expense reports and queries
- Submit approved claims for payment and track pay cycles
- File paid reports and keep the archive tidy and secure
- Compile and submit monthly expense stats
Please note: When applying, attach a comprehensive CV, certified copies of your qualifications and the names, email addresses and telephone details of three referees. The closing date is 12 November 2026. If you have not heard from the University by 28 February 2027, please accept that your application was unsuccessful.
Requirements
- Relevant National 3 year Diploma in Accounting, Financial Management or a related field, OR Grade 12
- 1 year of experience with a National Diploma, OR 3 years of experience with a Grade 12
- Knowledge of Higher Education and foreign exchange
- Understanding of statutory guidelines on travelling and subsistence
- Knowledge of accounting business cycles
- Computer literacy
- Appropriate business writing and communication skills
- Numerical skills
- Ability to plan and prioritise tasks and work under pressure
- Self motivated, disciplined and able to adhere to codes of conduct and ethical principles
- Added advantages: B Com degree, 1 to 3 years experience in a tertiary education environment, 1 to 3 years working with PeopleSoft or an equivalent ERP system
Responsibilities
- Verify, receive and process expense reports according to financial policies and procedures
- Verify the accuracy and completeness of expense reports
- Monitor and ensure supporting documents for claimants and claims are attached
- Verify amounts claimed and complete pre paid audit approval
- Disseminate approved claims in listed bundles to relevant personnel for payment
- Complete travel authorisation approvals and ensure documentation substantiates the payment request
- Follow up on expense reports and refer queries about calculation errors or missing documents to the relevant personnel
- Liaise with Faculty Accountants and claimants when there has been no response
- Finalise expense reports for payment once requirements are met
- Ensure approved claims appear on the pay list, check pay cycle summaries and hand over unpaid claims to the Line Manager
- File paid expense reports and maintain the archive according to policy
- Draw documents for departmental queries and audits and ensure they are returned and filed
- Compile and submit monthly Expenses stats
Benefits
medical aid (BESTMED or UMVUZO, 50% of monthly premium contributed), annual remuneration package commensurate with level of appointment
Job details
- Organisation
- University of Pretoria
- Location
- Pretoria, Gauteng
- Job type
- Full time
- Experience level
- Mid (1+ years)
- Education
- Diploma
- Category
- Administration & Office
- Closing date
- 12 November 2026
- Application Method
- Apply online
Success Guide
This role is based at the University of Pretoria, one of South Africa's top research universities. If you are applying, make sure your CV clearly shows your experience with processing expense reports, claims or financial administration. A background in a tertiary education environment or using PeopleSoft will really set you apart. The university values attention to detail and ethical conduct, so highlight examples where you followed policy carefully and met deadlines. Remember to include certified copies of your qualifications and details of three referees. The closing date is 12 November 2026, so get your application in early. Good luck!
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