State Office Assistant Job at Cambridge Education Limited

[Jobrib]

Job Title: State Office Assistant

Location: Northern States, Nigeria

Department: The Education Programme targeted State, with periodic visits to Abuja

Reporting to: State Administrator

Grade: A

Organisation: Cambridge Education Limited (A trading name of Mott MacDonald Limited)

Purpose: To support the administrative, facilities and logistics of running 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 Office Assistant will provide administrative, logistical and facilities support to the State Administrator.

Accountabilities:

• Assist the State Administrator/Office Manager in the maintenance of the State office by liaising with contractors for the maintenance of the office and its environs;

• Assist the SA in maintaining an office filing system, for both electronic and hard copies of retainership agreements with contractors;

• Work closely with the SA in maintaining all records of maintenance work carried out on the office as well and raise payments for the contractors;

• Assist the SA in maintaining the communications network between the Office Management Team, Procurement Team and Finance Team with regards to maintaining the office environment, procurement of office materials and payment of the contractors by providing updated lists of office requirements;

• Assist the SA in ensuring that the programme gets good value for money from all retainership agreements by ensuring that high standards are delivered by the contractors at all times by following up on all agreements and ensuring that the set standards are met;

• Work with the SA to ensure that the office has a steady supply of stationeries as well as the maintenance of a record for all office supplies;

• Maintain the State asset register for all office equipments and assets;

• Assist in ensuring that all facilities and logistical aspects of running the State office are catered for in an effective manner to ensure the smooth running of the office at all times;

• Take responsibilities for all office machineries including printers, scanners, generators etc.; ensuring they are well maintained and running as required;

• Assist the SA in conducting the periodic inventory

• Assist the SA in maintaining the security and access to the office by liaising with the security providers and the receptionist;

• Ensure that the office and its 'surrounds' are kept neat and in working order at all time by liaising with the cleaners to ensure that standards are met and maintained at all times;

• Provide administrative, facilitative and logistical support for all workshops, seminars and meetings in the State office;

• Provide all other administrative support to the Programme as may be specified by the State Administrator.

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.

Extent of authority: Report to the State Administrator (SA) and liaise with all other relevant State Teams to ensure that the office runs smoothly at all times.

Special relationships and contacts: Establish and maintain good working relationships with all staff in targeted State especially with the State Administrator.

Essential competencies/skills:

• Good organisational skills;

• Proven communication skills;

• Good IT skills and confidence/proficiency in all Microsoft packages;

• Attention to detail and accuracy;

• Proven ability to work as a member of a team;

• 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:

• Preferably educated to Senior Secondary Leaver standard or equivalent;

• 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.

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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