IUGB
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Administrative Assistant

ANNOUNCEMENT NUMBER: EO#2024/01
POSITION: Administrative Assistant (1 position)
OPENING DATE: July 4, 2024
CLOSING DATE: July 12, 2024
WORK HOURS: Full-time, 40 hours/week
DURATION: One-year renewable

The International University of Grand-Bassam in Côte d’Ivoire is seeking a candidate to fill the position of Administrative Assistant.

IUGB PROFILE
The International University of Grand-Bassam (IUGB) is a private, publicly assisted institution, 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.

Summary of Position
The International University of Grand-Bassam is seeking an Administrative Assistant to Assist the Executive Office (President’s Office and the Provost and Vice President for Academic Affairs (Provost/VPAA) Office. The position will report to the Provost and Vice President for Academic Affairs.

Job Description
The Administrative Assistant is a full-time staff member within the Office of the President and the Office of the Provost/VPAA on IUGB Campus in Grand Bassam, as a member of a collaborative support staff team. The position is responsible for providing a wide variety of clerical support, as appropriate and necessary, to ensure that the services and functions of the offices are carried out in an efficient and professional manner in liaison with the Executive Assistant of the President and the Project Manager of the Office of the Provost/VPAA. The Administrative Assistant has specific focus on providing front-line customer service for the two Offices through managing the office phone and guests; performing administrative duties; overseeing the calendar of the President in terms of appointments and meetings; and assisting in coordinating various special events.

Essential Functions
• Provides administrative support to the Office of the President and the Office of the Provost/VPAA, including typing, filing, phone work, data entry, database management, meeting scheduling, organizing files, ordering office supplies and maintaining ample quantities for divisional needs.
• Manage the President’s calendar in liaison with the Executive Assistant of the President and use independent judgment as needed to prioritize meeting requests, make appropriate referrals to academic leadership and resolve scheduling conflicts.
• Collaborate with other staff members and work closely with the offices of Vice Presidents and senior administrators to coordinate meetings. In advance, provide relevant information for review and organize materials that will be needed for each day’s schedule.
• Provide excellent front-line customer service for the President’s Suite. Greet guests and respond appropriately to internal and external calls and questions posed by guests.
• Organize, maintain, and update all office files, as needed for efficient reference and operation of the office.
• Share responsibility to coordinate and direct employment of students on work-study duties.

Knowledge, Skills, and Abilities
• Ability to organize documents, data and projects;
• Ability to communicate professionally in oral and written format both in English and French;
• Experience in maintaining and preparing records, taking minutes/agenda;
• Ability to maintain strict confidentiality;
• Knowledge to schedule meetings meetings/appointments, maintain multiple calendar systems and maintain/update address books;
• Excellent organization and time management skills, including ability to prioritize workflow and coordinate activities;
• Skills in professional use of the telephone and internet;
• Ability to carrying out multi-tasks, including answering and directing phone requests, faxing, e-mail, and walk-in requests, operating communication system, and using headset and radio systems;
• Proficiency in Microsoft Office, e-mail, internet, and other relevant software;
• Excellent organization and time management skills, including ability to prioritize workflow and coordinate activities.
• Skills to independently address problems related to various interoffice and student concerns.
• Ability to provide high quality customer service and professionally greet visitors and guests;
• Ability to operate standard office equipment as well as to order and maintain office supplies.

Qualifications
Associate’s degree in Administration, Business, Human Resources, Communication or any other related field, plus three (3) years of related experience or an equivalent combination of education and experience.

SUBMITAPPLICATION TO:

International University of Grand-Bassam
Human Resources Office
Attention: Human Resources Manager
BP 564, Grand-Bassam, Côte d’Ivoire
Fax: +225-21.30.34.83
Or via email to: iugbhr@iugb.edu.ci

POINT OF CONTACT
International University of Grand-Bassam
Human Resources Office
Tel: +225-21.30.36.40 / 21.30.34.57
Fax: +225-21.30.34.83