Call for Administrative Support staff positions

|   PAULESI

The Pan African University (PAU) is a flagship Institution of the African Union Commission, Addis Ababa, Ethiopia. This was the culmination of the decision of the Assembly of Heads of State and Governments of the African Union to create the Pan African University (EX.CL/579(XVII). It has five Institutes namely Life and Earth Sciences (including Health and Agriculture) at the University of Ibadan, Nigeria; Governance, Humanities, and Social Sciences at University of Yaoundé II, Cameroon; Science, Technology and Innovation at Jomo Kenyatta University of Agriculture and Technology, Kenya; Water and Energy (including Climatic change) at University Tlemcen, Algeria and the Institute of Space Sciences, South Africa.

 

The Pan African University (PAU) is a flagship Institution of the African Union Commission, Addis Ababa, Ethiopia. This was the culmination of the decision of the Assembly of Heads of State and Governments of the African Union to create the Pan African University (EX.CL/579(XVII).  It has five Institutes namely Life and Earth Sciences (including Health and Agriculture) at the University of Ibadan, Nigeria; Governance, Humanities, and Social Sciences at University of Yaoundé II, Cameroon; Science, Technology and Innovation at Jomo Kenyatta University of Agriculture and Technology, Kenya; Water and Energy (including Climatic change) at University Tlemcen, Algeria and the Institute of Space Sciences, South Africa.

                                                   

Administrative Support staff positions

1.  Information Communication Officer (ICT): 1 Position   

The ICT Officer is responsible for providing technical ICT support to the Institute.

Duties and responsibilities

  • Ensure standardisation and Standard Operating Procedures (SOPs) in place for the Institute office with regards to ICT
  • Institute focal point for ICT and contact person for AUC and UI on ICT matters
  • Implement AUC ICT policies and guidelines at PAULESI
  • Ensure system security is updated accordingly.
  • Ensure that PAULESI has a robust and optimum internet network access
  • Ability to develop solely or in collaboration some operational softwares
  • Implement and update a data disaster recovery plan (back up)
  • Schedule computer related services, maintenance and license renewals
  • Ensure installation and maintenance of protection services (anti-viruses and firewalls)
  • Plan network upgrades, expansions and replacements
  • Provide minor hard ware technical input when occasion demands
  • Provide ICT support and trainings to staff where/when necessary
  • Participate in the development of specifications for the procurement of ICT equipment.
  • Maintain inventory of ICT equipment, hardware, and software and ensure adequate supply and functionality, in collaboration with relevant staff.
  • Advise PAULESI management on all ICT matters
  • Any other duties that may be assigned from time to time.

Qualifications

  • Bachelor's degree in IT-related field (Computer Science, Computer Engineering, Computer Networking, Programming, and Information Systems).
  • Masters’ degree qualification is preferable.
  • At least 2 year Experience working as an ICT Officer in an academic environment or International/Non-Governmental Agency.
  • Previous experience working in complex and volatile contexts.
  • Documented results related to the position’s responsibilities.
  • Fluency in English.

 

Personal qualities

  • Good knowledge of ICT issues and available options.
  • Good inter personal relationship skills. Ability to relate to with people at all levels internally
  • Able to maintain confidential information.
  • Proactive, resourceful, solutions-oriented and results-oriented.
  • Strong communication skills with the ability to communicate technical ideas and concerns in a non-technical manner.
  • A person of Integrity.
  • Ability to attend to official issues at odd hours on rare occasions when needs arise

Remuneration: A consolidated package of N148, 000 (all inclusive) per month

2.  Executive Administrative Officer (Office of Director): 1 Position  

Duties and responsibilities

  • Perform functions of Personal Assistant to the Director.
  • Attend to all official and confidential correspondences of the Director.
  • Provide professional secretarial support to the Director/Institute.
  • Assist in the implementation of filing system manual and computerised.
  • Schedules appointments/meetings
  • Provide secretarial/logistical services at major meetings/events.  
  • Perform any other assigned duties.

Qualifications:

  • Bachelor's degree in BA, B.Sc, Management or any related field.
  • Masters’ degree qualification is preferable.
  • At least 2 year Experience working in an academic environment or International/Non-Governmental Agency
  • Solid computer skills, including proficiency in MS Office Suite (Office, excel, PowerPoint, Outlook) internet and E-mail.
  • Good short hand and typing skills (typing above 60 WPM)
  • Previous experience working in complex and volatile contexts.
  • Documented results related to the position’s responsibilities.
  • Fluency in English with working knowledge of French/willingness to learn French.

Personal qualities

  • Good inter personal relationship skills. Ability to relate with people at all levels.
  • Must be proficient in the use of Microsoft Office Tools (Excel, Word & PowerPoint)
  • Excellent written and verbal communication skills.
  • Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
  • Excellent time management, project organization, and follow-through skills.
  • Organized, flexible, detail-oriented, self-motivated, resourceful, and able to frequently shift direction, and meet multiple deadlines in a fast-paced environment.
  • Mature individual, able to work independently under pressure with minimal supervision, able to maintain accuracy, paying attention to details and meeting deadlines.
  • Ability to prioritize on a daily/hourly basis.
  • Experience working in a busy office.
  • A person of Integrity.
  • Able to maintain confidential information.

Remuneration: A consolidated package of N185,000 (all inclusive) per month

3.  Finance Assistant: 1 Position

Duties and responsibilities

 

  • Assist in the preparation of financial and business forms for the purpose of checking account balances, facilitating purchases, etc
  • Undertake  data entry for various financial spreadsheets
  • Assist in preparation of payroll payments for employees
  • Assist the financial officer in creating financial reports on a regular basis
  • Track and reconcile bank statements
  • Assist in maintaining Financial records
  • Record accounts payable and accounts receivable
  • Process invoices and follow up with clients, suppliers and partners as needed implementing procurement procedures where applicable
  • Provide administrative support during budget preparation
  • Assist in preparation of various documents/reports for internal and external audits
  • Any other duties assigned by the Finance and/or Procurement officer

Qualifications:

  • Associate's or bachelor's degree in business, finance, accounting, or a related field; Advanced degree is an advantage.
  • Working towards professional qualification or Membership of ICAN
  • A person of Integrity  
  • Good communication skills, both written and verbal;
  • Familiarity with IPSAS
  • Superior attention to detail with an ability to spot numerical errors; organizational skills; planning skills; problem-solving skills; analytical skills; critical thinking skills;
  • Computer skills, particularly with spreadsheets and calculation software.
  • Work experience as a Finance Assistant, accounts clerk or similar role (2-3 years)
  • Good knowledge of accounting and bookkeeping procedures
  • Advanced MS Excel skills (creating spreadsheets and using financial functions)
  • Familiarity with accounting software (e.g. QuickBooks)

Remuneration: A full package of N166, 500 (all inclusive) per month

 

4.  Driver: 1 Position                                    

Duties and Responsibilities

  • To drive and maintain the Institute vehicle(s).
  • To maintain the vehicle(s) by keeping them clean and in good running state.
  • Abide by the FRSC and other regulating rules and regulations laid down by relevant authorities to avoid any mishaps/ accidents.
  • Ensure care and safety of those travelling in the vehicle.
  • Maintain an accident free record by driving within the stipulated rules and regulations.
  • Maintain and update the vehicle log book as required on every movement at all times.
  • Take care of the vehicle(s) by sending them for repairs/services as appropriate.
  • Ensure that all the vehicle's documents are updated timely.
  • Perform any other assigned duties.

Requirements

  • Minimum of SSCE is required
  • Must be mature and responsible.
  • Basic motor vehicle and mechanic skills
  • Minimum of 2 years Proven experience as a Driver
  • A valid driver's license
  • A clean driving record, certified trade test
  • Availability to occasionally take weekend shifts
  • A polite and professional disposition
  • A person of integrity
  • Ability to remain calm in stressful driving situations (e.g. rush hour, shouting, etc.)

Remuneration: A consolidated package of N92,500 (all inclusive) per month

Deadline and mode of Application

Qualified candidates may submit a signed application indicating the position applied for, three professional referees with valid email and telephone contacts. Attach all relevant documents/credentials and valid Drivers’ licence where applicable.

Deadline for submission is 6th November 2020 at 16.00 WAT

Submission and Application Procedures:

Applicants for the above Administrative Support positions may send a one page motivation letter, detailing how/why they qualify, updated and signed CV with three referees, scanned copies of Academic qualification and any other relevant documents, copy of ID card/Passport. Note that all these must be scanned as one PDF to paulifeandearth@gmail.com

7.         Further Information

Further Enquiries should be directed to:

The Deputy Director

Pan African University

Institute of Life and Earth Sciences

University of Ibadan

Ibadan, Nigeria

Tel: +234 70 350 15980/+234 8056962900

Hard copy applications will not be attended to. Only shortlisted candidates will be contacted.