INTERNATIONAL UNIVERSITY OF GRAND-BASSAM (IUGB)

VACANCY ANNOUNCEMENT 

ANNOUNCEMENT NUMBER: EO#2017/13

POSITION: Administrative Assistant (1 position)

OPENING DATE: June 19, 2017

CLOSING DATE: June 27, 2017

WORK HOURS: Full-time, 40hours/week

DURATION: Full-time

The International University of Grand-Bassam is urgently seeking an individual to fill one Administrative Assistant position in the Executive Office of IUGB.

IUGB Profile

The International University of Grand-Bassam (IUGB) is a private, publicly assisted which offers an American curriculum in English. It opened in 2005, and, by the signing of Decree 2007-499 on May 16, 2007, was formally accredited as a University within the Côte d’Ivoire higher education system. Envisioned as a Regional Center of Excellence in Higher Education in Africa, IUGB’s mission is to provide internationally recognized higher education through technology-enhanced English medium instruction in fields critical for regional development, international success and life-long learning.

BASIC FUNCTIONS OF POSITION

The Administrative Assistant shall provide professional support to the President of the University. She/he will ensure the smooth running of the President’s Office by planning, coordinating and performing administrative duties. The Administrative Assistant will also be providing liaison between the president, key executives, employees and other stakeholders. (A summary of the position description is available on our website:  http://www.iugb.org/) and Facebook page: https://www.facebook.com/InternationalUniversityofGrandBassam

QUALIFICATIONS AND SKILLS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

Bachelor Degree in Institutional Communication or Business Administration & personal organizational skills.

Ability to maintain calendars – arrange, coordinate and prioritize complex scheduling and logistics.

Ability to provide telephone & email coverage – answer executive phones, take accurate messages, know executive’s whereabouts at all times, handle urgent calls with appropriate judgment.

Must be able to communicate articulately, clearly and concisely (verbal and written) and know what, when and how to communicate depending on audience and subject matter (sensitivity and timing).

Speaking and writing in both English and French is required. Language proficiency will be tested.

SUBMITAPPLICATION TO:

Important Notice: Applicants MUST submit a current resume and a cover letter. Copies of both education documents and working experience must be attached to your application.  When submitting your application via email, please always start the subject line with the Vacancy Announcement’s number followed by the position title.  E.g.: VA EO#2017/13, Administrative Assistant. 

APPENDIX: Job description

Job purpose:

The Administrative Assistant shall provide professional support to the President of the University. He/She will ensure the smooth running of the President’s Office by planning, coordinating and performing administrative duties. The Administrative Assistant will also be providing liaison between the president, key executives, employees and other stakeholders. 

Duties:

• Maintain calendars – arrange, coordinate and prioritize complex scheduling and logistics.
• Provide telephone & email coverage – answer executive phones, take accurate messages, know executive’s whereabouts at all times, handle urgent calls with appropriate judgment.
• Arrange (including selection of date, time, and location) internal and external meetings (internal meetings typically require extensive coordination).
• Conduct extensive online and off-line research as requested.
• Compose and type agendas and correspondence for special events, and development activities.
• Responsible for handling all travel arrangements (domestic and international) including hotel accommodations, airline reservations, rental cars, off-site meeting venues.
• Arrange or coordinate special meeting facilities (e.g. food, PC projector, etc.); send meeting confirmation emails; prepare and distribute meeting materials.
• Prepare various materials when requested, using PowerPoint, Word, and Excel.
• Prepare expense reports.
• Handle special projects for the President.
• Help develop and carry out successfully the daily activities of the President.
• Write meeting minutes.
• Produce a monthly report on the President’s activity.
• Perform other duties as assigned. 

Knowledge, Skills and Abilities

• Possess a superb organizational ability to be able to manage the President’s office.
• Be flexible and have outstanding problem solving skills
• Must be able to communicate articulately, clearly and concisely (verbal and written) and know what, when and how to communicate depending on audience and subject matter (sensitivity and timing).
• Additionally, be able to maintain the highest level of professionalism when interacting with all stakeholders on behalf of the President, and provide him with any backup on the inquiry whenever possible prior to delivering the message to him. As a gatekeeper to the President, redirect inquiries to other departments whenever possible and ensure they are followed through to completion.
• Possess stamina and dedication because at this senior level the call of duties can go on day and night.
• Ability to work independently and collaboratively and have a strong, dynamic working style and collaborator and a team player.
• Ability to think strategically, see the “big picture,” recognizing impact of decisions on the operation and company and pay attention to details.
• Knowledge of the higher education sector and opportunities in Côte d’Ivoire and internationally
• Ability to establish and maintain collaboration across departments
• Ability to effectively work under tight deadlines and manage projects independently
• Excellent people skills and an upbeat and enthusiastic attitude
• Strong organizational skills and keen attention to detail
• Strong computer skills with in depth knowledge in MS Office Suite 

Qualifications:

• Bachelor degree in Institutional Communication or Business Administration with a minimum of two (2) years in a similar position.
• Recognized personal organization skills are desirable
• Languages: English Fluent, French Fluent a must