MARC-ELLIS

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Job purpose:

To plan and
coordinate all necessary administrative activities to ensure an effective
management of the VPs operational support requirements.

Key
Responsibilities:

Functional

·
Provide executive and administrative support to
president.

·
Coordinate requests for information from
internal and external stakeholders and provide a professional first point of
contact for all enquiries.

·
Attend meetings with the president, if
requested, to provide necessary information, and record matters that may need
the president’s attention and follow up. This includes room bookings and
equipment set up such as teleconferencing, data projector and refreshments

·
Receive visitors and VIPs with tact and courtesy
and determine the purpose of the visit and directs them to the president’s
office

·
Follow up with concerned parties on relevant
resolutions/issues to ensure completion

·
Manage travel arrangements for the division and
ensure coordination with the support services organizational Units to achieve
cost optimization.

·
Maintain systems for recording and storing
information in line with the division policy and procedures.

·
Prepare correspondence and prepare briefing
packs, reports and papers as and when requested

·
Coordinate with the University’s units to
provide the BoT with data and information needed to facilitate decision making
on all issues presented to the BoT.

·
Coordinate cross functional efforts in carrying
out special studies as directed by the BoT.

·
Carry out other similar or related duties such
as developing a follow-up system in coordination with the concerned
University’s units, following up with the Head of Legal and Compliance to
ensure all BoT related records and documents are updated and properly filed.

·
Ensure continuous improvement across all
services of the president’s Office

·
Undertake any other related duties as assigned
by the president.

Operational

Institutional Strategy

·
Implement the plans to ensure seamless
operations that facilitate the achievement of the University’s strategic
objectives.

·
Provide data in a timely manner and support in
preparing reports to the management and recommend operational improvements to
support in planning, decision making and continuous improvement

Financial & Organizational Management

·
Implement corrective action as necessary and in
line with the approved governance process to ensure complete adherence to
president’s office budget and highlight any deviation from the plan in a timely
manner.

·
Provide budget inputs to formulate president’s
office budget and submit for approval and further consolidation.

Stakeholder Management

Manage the collaboration with and engagement of relevant
internal and external stakeholders to ensure effective achievement of programs
and objectives in line with the university’s strategic objectives.

Internal Stakeholders

·
Board of Trustees (BoT) & Executive
Committee (EC)

·
Faculty Affairs

·
Institutional Effectiveness and Quality
Assurance

·
Marketing & Communication

·
Legal Affairs

·
Academic Affairs and Research Division

·
Outreach and Engagement Division

·
Support Services (e.g., HR, Finance, IT, etc)

Purpose

·
To provide administrative support to BoT and EC
and follow up on any actions of their meetings.

·
Coordinate between president and faculty affairs
for any actions that require the president’s support

·
To coordinate with Institutional Effectiveness
and Quality Assurance to ensure coordination and support to develop the University’s
strategy

·
Ensure coordination with the Marketing &
Communication to organize and conduct awareness sessions and any other events
that involves the president’s presence

·
Coordinate with the Legal Affairs Organizational
Unit for the review and assessment of any of the president’s office related
documents

·
Coordinate with Academic Affairs and Research
and Outreach and Engagement for any actions that requires the president’s
attention and/or input

·
Ensure coordination with other departments to
respond to their requests and to fulfil their operational requirements

External Stakeholders

·
Public and Private Sector Entities

·
Logistics Services Providers

Purpose

·
To coordinate with external entities in relation
to all matters relating to president’s requirements (agenda, meetings, and
events)

·
To coordinate with logistics service providers
regarding president’s travel and transport requirements

Academic Qualification

Bachelor’s degree in Business Administration or equivalent.

Professional Experience

4 to 6 years of experience

Behavioral Skills

·
Partnership and collaboration

·
Customer focus

·
Innovation

·
Effective communication

·
Self-management

·
Business orientation

·
Problem solving and decision making

Dedication to quality & excellencJob purpose:

To plan and
coordinate all necessary administrative activities to ensure an effective
management of the president’s operational support requirements.