Administrative Officer at Coal City University

Coal City University is located in Enugu State, Nigeria. Our University has the passion and sincere commitment to our vision, mission and philosophy, which have cumulatively transformed into a reputation for the highest academic standard and quality in tertiary education in its few years of existence. Our tradition of excellence ensures achieving a focused and responsive faculty, staff and student community characterised by an atmosphere of mutual respect and commitment.

Applications are invited from suitably qualified candidates for the non-academic position below:

Job Title: Administrative Officer

Location: Enugu
Department: Administrative

Job Purpose

• This job is responsible for supporting the University’s governance function by providing professional secretariat support for a number of University Committees and administrative and organisational support for University-wide ceremonial events.

Main Duties and Responsibilities
Committee support:

• To manage the operation of a number of University committees and subsidiary companies with responsibility for:
• Drafting agendas and papers
• Ensuring that papers and minutes are distributed in a timely manner and presented in University house-style.
• As committee secretary, ensuring that committee/subsidiary company business is recorded accurately and succinctly and that actions are communicated, addressed, monitored and reported back to future meetings.
• Overseeing all necessary administrative arrangements for the committee/subsidiary company meetings concerned, including booking venues and arranging room layouts and refreshments.

Events organisation:

• To take the lead role in the organisation of certain University events and functions as required (e.g. retirement dinners for Board members) and, as part of the Secretariat team, to assist in the organisation of large University-wide events including building openings and the annual Graduation Dinner.
• To assist in the management of the ceremonial aspects of the University’s annual awards congregations including: liaison with proposed and selected honorary award recipients; organisation and distribution of invitations and briefing information: and liaison with internal and external colleagues (including Academic Registry and Marketing and Communications) to ensure that all arrangements for events run smoothly and professionally.
• Provision of operational support on the day of events.

Secretariat Team support:

• To assist in the organisation of the induction and training programme for members of the Board of Governors.
• To manage the processes governing the collation of information for the University’s annual insurance return and the annual compliance returns made by Governors and University officers
• To take the lead role in the management of the Secretariat’s database of external contacts to ensure that contact details are up-to-date and that information can be readily accessed for the effective organisation of events.
• To undertake other duties commensurate with the grading and purpose of the post as may be required from time to time.
• To take the lead role in the development and maintenance of the Secretariat’s SharePoint sites.
• The post holder may be required to undertake such other duties commensurate with the nature and level of the post as directed by the Head of Department.

Person Specification
Qualifications:

Essential:

• Candidate must possess five (5) O’Level Credits including English Language and Mathematics
• B.Sc./HND from any reputable institution in relevant areas
• Continued Professional development
• NYSC discharge certificate/certificate of exemption is mandatory

Experience/Knowledge
Essential:

• Candidate must hold at least three (3) years of post-qualification admin officer work experience.
• Ability to maintain or supervise the input of information in institutional databases included but not limited to budgets, prospective students lists, and communications documents etc.
• Knowledge of office management systems and procedures.
• Experience in developing and following administrative procedures, processes and instructions.
• Experience of meeting or committee servicing, including minute taking
• Working knowledge and experience using Microsoft Office Software, Specifically proficient in the use of Outlook, Word, Excel and PowerPoint.

Desirable:

• Working experience in the education or other not-for-profit sector
• Experience in event administration

Skills
Essential:

• Be of proven managerial skill, able to utilise available human and material resources efficiently and effectively, to achieve set University goals and objectives.
• Meticulous degree of accuracy and attention to detail.
• Ability to deal calmly and professionally with the unexpected.
• Must be assertive, friendly, cooperative, flexible, tactful, dependable and logical – work in a collaborative manner with multiple offices.
• Ability to communicate effectively, both orally and in writing.
• Ability to analyse and solve problems
• Timely in the completion of tasks
• Ability to provide technical guidance and training to end-users.
• Maintains the highest level of confidentiality and professionalism at all times.
• Excellent motivational and team-building skills.
• Demonstrate problem solving and abstract thinking skills
• Ability to produce high quality work while working independently.
• Ability to meet required attendance and submission deadlines.

Desirable:

• Database development and maintenance

Attributes
Essential:

• Possess good leadership qualities, such as decisiveness, openness, fairness, leading by examples, working as team leader and encouraging participation in decision-making.
• A person of good health, pleasant disposition, charitable manners, unassailable integrity and strong moral character.
• The candidate must be firm and fair in decision-making and MUST FOLLOW DUE PROCESS in taking decisions.
• A person of good conduct, possessing sense of discipline, dedication, drive, resourcefulness and ability to command respect and loyalty of the members of staff and the students of the College.
• A creative and innovative approach to problem solving.
• He/she should articulate and ensure the enforcement of the University’s laws and regulations.
• An engaging and convincing speaker capable of enthusing listeners
• He/she must be a leader who by his pedigree is likely to command the respect and loyalty of both staff and students of the University.

Application Closing Date
28th September, 2018.

How to Apply
Interested and qualified candidates should send their CV's and Cover Letter in PDF format to: [email protected]

Note

• CV and Cover Letter should take into account the duties and responsibilities, person specification, skills and attributes of the position being applied for.
• The subject of the email should be the role you are applying for. For EXAMPLE: (Job Position - Department)
• Only qualified candidates who meet the criteria above will be shortlisted.
• Candidates who fail to follow the application instructions will be disqualified.