Job Title: State Administrator/Office Manager
Location: Northern States, Nigeria
Department: The programme targeted State, with periodic visits to Abuja
Reporting to: State Team Leader
Grade: C
Organisation: Cambridge Education Limited (A trading name of Mott MacDonald Limited)
Purpose: Responsible for the administrative support of the programme in the targeted State (Jigawa, Katsina or Zamfara).
Job Profile:
• The Programme is a six-year UK government funded programme designed to provide strategic technical assistance at Federal level in up to 6 Lead States on teachers' skills improvement. It aims ultimately at improving student learning.
• The State Administrator will be responsible for managing the operations functions in the state which includes all administrative, logistical, facilities and procurement needs of the states.
• The administrator will also be responsible for providing support to the State Team Leader and both short and long term technical specialists working in the State.
Accountabilities:
• Responsible for overseeing all the administrative, logistics, and facilities needs in the State;
• Provide administrative and logistical support to the State Team Leader and all technical specialists working in the State;
• Establish retainership agreements with contractors for the maintenance of the office and all other assets and estates in the State;
• Establish a communications network with key stakeholders within the state and with colleagues in Abuja;
• Ensure all office records are filled accordingly; this includes ensuring the maintenance of an up-to-date asset register for the States;
• Facilitate development of a list of preferred providers of accommodation and training facilities across the State with cost guidelines;
• Ensure the smooth running of the State offices by ensuring adequate supply of office equipment and strict compliance with health and safety regulations;
• Ensure that the State office meets all the pre-set Cambridge Education (CE) IMS (Integrated Management Systems) requirements under the direction of the Operations Support Assistant in Abuja;
• Support the State Team Leader and/or the State Technical Specialists in preparing budgets for training events and workshops;
• Support the Finance Officer by providing relevant financial information to inform the production of cash flow forecasts etc.;
• Ensure effective coordination of staff in the State and proper delivery of duties; establish good and considerate working relationships within the organisation, demonstrating respect for their own roles and responsibilities;
• Monitor and record all maintenance work carried out in the office, assets and estates within the State;
• Line-manage Finance Officer, Office Assistant and drivers; responsible for their performance reviews as well as personal and professional development;
• Work with the HR Unit in coordinating all human resource needs of the staff at State level; ensuring proper feedback to HR and also meeting all pre-set deadlines;
• Work closely with all immediate colleagues and Government staff within the State Office to provide a high quality service to internal and external customers;
• Ensure the maintenance of a healthy and productive work environment within the State offices.
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 line manger.
Extent of authority: Report to the State team Leader and line manages the Finance Officer, Office Assistant and all drivers within the State.
Special relationships and contacts: Establish and maintain good working relationships with the State Team Leader, State Finance Department and the procurement team in Abuja as well as all the staff within the State. Also maintain a close working relationship with the Abuja based HR and Consultancy team.
Essential competencies/skills:
• Excellent organisational skills;
• Proven people management and communication skills;
• 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 technical specialists' logistical and training needs;
• An interest in the technical work taking place under the programme;
• Willingness to be flexible and prepared to contribute to the company in other duties as required.
Required academic/professional qualifications, training and experience:
• Minimum of first degree or equivalent in relevant area;
• Relevant professional qualification in administration / office skills / ICT;
• Previous experience in providing administrative support to a programme team;
• Previous experience of working within a multi-national team highly desirable.
The Northern States positions are expected to be in northern Nigeria with teams based in some or all of these states: Sokoto, Bauchi, Zamfara, Kaduna, Kano, Katsina, Jigawa, Kebbi, Niger and/or Yobe.
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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