Job Description � Administrative Officer

Document Sample
Job Description � Administrative Officer Powered By Docstoc
					                                            JOB DESCRIPTION

Post title:                       Administrative Officer

Department:                       ESSPIN Programme, State Office

Responsible to:                   State Administrator

Grade:                            B

Purpose:                          To support the administration of the ESSPIN Programme in Kano State.

Created/updated:            Nov 2012

Job Profile                       The Education Sector Support Programme in Nigeria (ESSPIN) is a six‐year
                                  UK government funded programme designed to provide strategic technical
                                  assistance to support education reform at Federal level in up to 6 Lead
                                  States. The ESSPIN State Administrative Officer will provide administrative
                                  and logistical support to the State Team Leader, other members of the
                                  State Technical Team, and both long and short term consultants working in
                                  the State.


•        Assist the State Administrator in maintaining the office filing system, for both electronic and hard
         copies; also provide assistance to the State Communications Officer and members of the State
         Technical Team in maintaining records of relevant programme activities and documentations within
         the state;
•        Work with the State Technical Specialists in maintaining a communication network with key
         stakeholders within the State whilst ensuring that regular contact and information is passed about
         developing issues between the State and Abuja via email and telephone;
•        Assist with the development of a list of preferred providers of accommodation and training facilities
         across the State with cost guidelines;
•        Take responsibility for all logistic arrangements for both long and short term technical specialists
         working on the programme at State levels;
•        Assist the Technical Team in preparing budgets for training events where directly sponsored by the
         programme and preparing and disbursing the necessary subsistence and transportation budget and
         allowance respectively;
•        Assist the finance officer by providing relevant financial information to inform the production cash
         flow forecasts etc as relates to state based workshops and other relevant programme activities;
•         Provide logistical and IT support to the State Technical Teams during workshops and seminars;
•        Perform basic office IT troubleshooting functions
•        Task manages the day to day work of the Office Assistant
•        Work closely with all immediate colleagues and relevant Government staff within the
         respective States;
•        Establish good and considerate working relationships with all staff in the organisation,
         demonstrating respect for their own roles and responsibilities.
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

Reports to the State Administrator and supports the activities of the State Technical Team.

Special relationships and contacts

Establish and maintain good working relationships with all ESSPIN programme staff in the State and maintain
a close working relationship with the Abuja based Consultancy Officer within the HR and Consultancy team.

Essential competencies/skills

     Proactive approach to dealing with Technical Specialist’ logistical and training needs
     Excellent organisational skills
     Proven communication skills
     Excellent IT skills and confidence/proficiency in all Microsoft packages (2003/2007) especially
      Microsoft Power Point
     Attention to detail and accuracy
     Ability to work under pressure and solve problems whilst retaining the support of colleagues and
      technical specialists alike
     Proven IT troubleshooting abilities
     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

     Preferably educated to first degree level
     Relevant professional qualification in administration/office skills/ICT
     Previous experience in providing administrative support to a programme team highly desirable
     Previous experience in relating with ministries and relevant government parastatals in the course if
      working with a programme would be an added advantage
     Previous experience of working within a multi‐national team highly desirable.
     High standard of spoken and written English is essential
     Fluent spoken and written Hausa is highly desirable

Shared By: