Administrative Officer at Admiralty University of Nigeria (ADUN)

The Admiralty University of Nigeria was established as a Public-Private-Partnership (PPP) through the joint efforts of Nigerian Navy Holdings (a subsidiary organization of the Nigerian Navy) and Hellenic Education Nigeria – (a private consultancy, with international educators as main partners).Applications are invited from suitably qualified candidates to fill Full-Time, Part-Time and Daily Part-Time vacancy in the Academic Department of the University:Job Title: Administrative OfficerLocation: DeltaJob Type: Senior Managerial/ Administrative and Support StaffDepartment: General AdministrationOverall PurposeTo provide high quality, professional administrative support to a defined area of the University, Based within the Office of the Pro-Chancellor, the role co-ordinates the delivery of highly professional administrative and Executive Support services within the defined area/unit including, where appropriate, the day-to-day management of an Executive Support team.The post holder must possess a high level of professionalism in both demeanour and conduct with a proven ability to interact effectively with internal colleagues and external stakeholders.The precise tasks will vary dependent on where the role is based and the needs of that Unit, however the job description is consistent and in both cases it is the complexity of activity which is reflected in the role.With a strong commitment to excellent customer service, the post holder will build strong and effective relationships with colleagues in similar roles across the University (and beyond), implement common processes and new ways of working and work collaboratively to share best practice for efficient and effective working to build capacity, competency and career development across the Executive Support provision in the University.The post holder will act as the responsible for line management of Senior Administrative Assistants and Administrator across all departments of the University.Main Duties and ResponsibilitiesCo-ordinating the day to day management of a team of Executive Support, running an effective ‘front-office’ executive and administrative support service, ensuring that work is allocated appropriately within the team and that the team provides a high level of executive and administrative support service.Co-ordinating the day to day interaction internally and with external stakeholders as necessary. Supporting the Office of the Pro-Chancellor in disseminating information within the University, helping to advise and draft messages as appropriate.On an individual level, this post may be responsible for a combination of the following tasks;First point of contact/gatekeeper and executive support to a senior University manager (or managers) where a high level of external engagement is required with senior external contacts and stakeholders.At times, the post holder may advise and act on behalf of the senior University manager(s), having some authority to take decisions and respond to correspondence, email , visitors andtelephone calls on their behalf, always exercising the utmost discretion in ensuring the confidentiality of sensitive data and information, together with a degree of flexibility in the hours worked.Co-ordinating the provision of services to a defined unit, with particular emphasis on ensuring the quality of service provision and collaboration between a Unit and Functions andSchools; this may include operational space planning for example.Where appropriate, and working in collaboration with Governance Services, the role may provide or oversee some committee support, for example to Management Boards.This post may also either provide the following support to senior members of the University or may manage the provision of this support through a team of Senior Support Administrators;Executive Administration assistance - preparing briefings and correspondence; responding to emails on behalf of senior management; preparing papers, reports and presentations;Processing documents for signature and tracking; maintaining and updating filing and record management systems; responding to requests for information; arranging/booking travel - including preparation of itineraries; running an effective “front-office” operation including receiving and managing telephone calls and visitors; and acting as a key point of contact.Contribute to project, policy and service development.Diary and stakeholder management - identifying external stakeholders that senior management should meet, arrange meetings, preparing agenda and briefings and any logistics required. Chasing up any follow up actions. Maintain accurate and shared electronic diaries for efficient ways of working. Visitors - arranging and organising external visits including briefing/agenda and logistics and liaison with those visiting; hosting international delegations as well as preparing international travel itineraries as appropriate (logistics, coordinating briefing letters of invitation, visas, immigration) working in partnership with professional and academic staff.Event management - organising and delivering local events and activities (internal and external), providing support for key events such as recruitment, outreach, VIP meetings or dinners, supporting graduation or widening participation events; organising local conferences and seminars; providing support for the administrative arrangements for any events or for the local elements of a broader University event, such as Open Days.Finance support - oversee and undertake (as required) the raising of requisitions, tracking orders, collating expenses and purchase cards.Maintain up to date knowledge of University procedures, processes and current initiatives, projects and issues particularly those relevant to the Unit supported.To undertake appropriate ad-hoc project work as required.Further InformationAccountability In undertaking these responsibilities the postholder will clearly be able to delegate specific functions, but not accountability for them, to other individuals.Hours: This is a full time post. The nature of the post is such that the post holder will be expected to work flexibly and for such reasonable hours (minimum 40) as are necessary in order to fulfil the duties and responsibilities of the post.Leave: 25 days per annum.

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