Job Title: Operations Support Assistant
Location: Abuja, Nigeria
Responsible to: Operations Manager
Grade: B
Organisation: Cambridge Education Limited (A trading name of Mott MacDonald Limited)
Purpose: Provide administrative and logistical support to the Technical Team and the Programme.
Job Profile:
• The Education Programme is a six-year UK government funded programme designed to provide strategic technical assistance at Federal level and in up to 6 Lead States on teachers' skills improvement. It aims ultimately at improving student learning.
• The Operations Support Assistant will provide administrative, logistics, travel and visa service support to the Programme under the direction of the Operations Manager.
• The Operations Support Assistant will receive an induction in Abuja to ensure that s/he is fully conversant with Cambridge Education (CE) systems and procedures.
Accountabilities:
• To provide all necessary support for managing consultant's visits including travel arrangements, accommodation, subsistence and arranging meet and greet services within Nigeria.
• Responsible for making logistic arrangements for Abuja staff including booking tickets and transport arrangements for official trips; Liaising with the State Administrators to ensure that suitable accommodation and arrangements are in place at the state levels. Ensuring that all travel arrangements are as defined by the Security Guidelines of the Programme.
• To send out the technical assistance (TA) and staff movement chart on a weekly basis as well as update the TA chart board regularly.
• To provide support to the Programme in facilitating annual reviews, surveys, researches, etc, by making logistical and administrative arrangements including travels arrangements, support in drawing up schedules and itineraries for activities, making and confirming meeting arrangements.
• To manage the visa application process of non-Nigerian technical staff, maintaining relevant contacts and leasing with appropriate offices related to the visa application including the Nigerian Immigrations Service, National Planning Commission and the Federal Ministry of Interior; to manage the visa application of Nigerian staff for official purposes; and to ensure that all visa related issues are dealt with in a timely and efficient manner.
• To provide workshop/study tour (etc) support to all technical teams of the Programme – including making relevant appointments for meetings, supporting in drawing up agenda's and ensuring that all logistical requirements (i.e. travel arrangements, accommodation, meeting venues and relevant materials and equipments) are available to the relevant participants.
• To identify suitable venues and hotels for all Abuja workshops and trainings.
• Support in managing the Abuja Guest house including purchasing food items and supply for the house; responsible for making guest house bookings for guests and updating security information. Responsible for filing and maintaining the electronic and hard copies of the 'bills register' as well as making of payments to relevant hotels.
• Processing bills, requests for payments and refunds for Staff, Consultants and Vendors. Also keeping financial records and documentation of relevant departmental transactions.
• To provide administrative support to the technical team as well as the senior management team by managing their calendar, arranging relevant meetings, managing their travel arrangement, managing their mailing system as well as performing other basic administrative functions for them.
• Maintain a database of necessary contacts in all stakeholder establishments as well as embassies and other relevant organisations. Also responsible for ensuring that the contact database is updated regularly and the information is readily accessible to all relevant parties.
• Maintaining electronic and paper files, documents and letters in an accessible manner.
• Provide other necessary support to the administrative team.
Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the post holder and the line manager.
Extent of authority:
• Reports to the Operations Manager with no line management responsibilities.
• Works closely with members of the Senior Management Team and other technical team members.
Special relationships and contacts: Establish and maintain good working relationships with all programme staff in Abuja in particular, the HR/Consultancy team, procurement and transport team and the Abuja administrative team.
Essential competencies/skills:
• Excellent organisational skills.
• Proven communication skills.
• Knowledge of the Nigerian immigration Service as well as previous experience in visa facilitation.
• Good IT skills and confidence/proficiency in all Microsoft packages.
• Attention to detail and accuracy.
• Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike.
• Pro-active approach to dealing with facilities related issues as well as logistical requirements of running a busy development programme office.
• Excellent time management skills and the ability to multi task as required by the position.
• Willingness to be flexible and prepared to contribute to the company in other duties as required.
Required academic/professional qualifications, training and experience:
• Educated to degree level (at the minimum).
• Relevant professional qualification in administration/office skills/ICT.
• Previous experience in providing administrative or office support to a programme team.
• Previous experience of working within a multi-national team highly desirable.
How to Apply:
Applications for these positions should be made using a CV of no more than 3 sides of A4 (in a standard CV format) including at least two references, as well as a cover letter (max 1 side A4) stating the position of interest and your suitability for the role.
The closing date is 5pm Friday 12 April 2013.
Short listing will be completed by Thursday 18 April 2013. Successful candidates will be notified by 22 April and 13 May 2013 (depending on post applied for), and may be invited to attend interviews and practical assessments. If you have not received a response to your application by Friday 14 May 2013, please assume your application was unsuccessful this time, as unfortunately we do not have the capacity to individually notify unsuccessful candidates. Cambridge Education retains the right to appoint any or no candidates.
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