The International University of Grand-Bassam is seeking a dynamic person to fill the position of Programs Coordination Assistant in the Academic Affairs Division.


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.


BASIC FUNCTIONS OF POSITION

Under the direct supervision of the Executive Assistant to the Provost, and in close functional coordination with the Deans of the School of Business and Social Sciences (BSS) and the School of Science and Engineering (SSE), as well as the Director of the University Preparatory Program (UPP), the Programs Coordination Assistant provides comprehensive administrative and operational support to the leadership of these academic units. The position plays an important role in ensuring the smooth and efficient day-to-day operation of the Deans’ and Director’s offices. This includes coordinating calendars and appointments, managing correspondence and documents, facilitating administrative workflows, supporting meetings and academic events, coordinating travel arrangements, and following up on tasks and deadlines: http://www.iugb.edu.ci/) and Facebook page: https://www.facebook.com/InternationalUniversityofGrandBassam.


ESSENTIAL DUTIES AND RESPONSIBILITIES

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

Duties:

? Calendar and Visitor Management
• Manage and coordinate appointment requests, meetings, and visitor schedules for the Deans of BSS and SSE and the Director of UPP.
• Screen and prioritize requests based on urgency, availability, and institutional priorities.
• Ensure that calendars are accurately maintained and that meetings and appointments are properly scheduled and communicated.
? Administrative and Document Workflow
• Coordinate the preparation, circulation, tracking, and filing of administrative documents.
• Facilitate the routing of documents for review, approval, and signature between the Deans’ and Director’s offices, the Registrar’s Office, the Provost’s Office, and other relevant offices.
• Follow up on pending documents and actions to ensure timely completion.
? Meeting and Event Coordination
• Support the organization and logistics of meetings, committees, workshops, academic activities, and institutional events involving BSS, SSE, and UPP.
• Coordinate meeting arrangements, agendas, attendance, materials, room bookings, and other logistical requirements.
• Follow up on action items arising from meetings and ensure that relevant stakeholders are informed.
? Correspondence, Minutes and Reporting
• Draft, format, adapt, and proofread official correspondence, memoranda, notices, and other administrative documents on behalf of the Deans and Director.
• Prepare accurate and well-structured meeting minutes, reports, and follow-up notes.
• Ensure that correspondence and reports are prepared and circulated in a timely and professional manner.
? Academic and Program Coordination Support
• Assist with the coordination of academic calendars, key deadlines, course-related scheduling, examinations, events, and other program activities.
• Work closely with the Registrar’s Office and other relevant departments to facilitate smooth coordination of academic activities.
• Monitor important academic and administrative deadlines and provide timely reminders to the relevant stakeholders.
? Records, Documentation and Compliance Support
• Maintain organized and up-to-date records, files, correspondence, and documentation for the assigned academic units.
• Support the preparation and organization of documentation required for accreditation, institutional reporting, audits, and other compliance-related activities.
• Ensure that records are maintained in accordance with University policies and established document management practices.
? Liaison with the Provost’s Office
• Serve as an effective communication link between the Deans, Director, and the Provost’s Office.
• Facilitate the timely communication and implementation of administrative instructions and priorities.
• Keep the Executive Assistant to the Provost informed of significant pending matters, deadlines, and issues requiring follow-up or escalation.
? Daily Administrative and Operational Support
• Provide responsive and professional administrative support to the Deans and Director in the effective management of their offices.
• Anticipate routine administrative needs and take appropriate action to facilitate the smooth functioning of the offices.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform other related duties and responsibilities as assigned.
? Travel and Logistics Coordination
• Coordinate flight bookings, accommodation, airport transfers, and other transportation arrangements for official University travel.
• Prepare and follow up on travel orders, approvals, and other required travel documentation.
• Communicate itineraries, confirmations, and relevant travel information to concerned travelers.
• Liaise with internal offices and external service providers to ensure timely and cost-effective arrangements.
• Maintain accurate records and follow up on changes, cancellations, and other travel-related requirements.


KNOWLEDGE, SKILLS AND ABILITIES

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills in English and French.
• Strong interpersonal and relationship-management skills, with the ability to interact professionally and diplomatically with senior academics, faculty, staff, students, and external stakeholders.
• Excellent attention to detail and the ability to maintain accurate records and follow up effectively on multiple assignments.
• A high level of discretion, professionalism, confidentiality, and sound judgment when handling sensitive information.
• Strong administrative and problem-solving abilities, with a proactive approach to identifying and addressing routine operational needs.
• Ability to work independently while also collaborating effectively with multiple academic and administrative stakeholders.
• Ability to operate effectively within a structured reporting environment, taking direction from the Executive Assistant to the Provost while responding to the functional needs and priorities of the Deans and Director.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and standard document management and collaboration tools.
• Ability to adapt to changing priorities and work effectively in a dynamic academic environment.


QUALIFICATIONS

• Bachelor’s degree in Office Administration, Business Administration, Education, Social Sciences, or a related field.
• 2 to 3 years of relevant professional experience in administrative support, office coordination, or a similar role.
• Previous experience supporting academic, executive, or senior management personnel is an asset.
• Experience in a higher education or similarly structured institutional environment is highly desirable.


SUBMIT APPLICATION TO:

International University of Grand-Bassam
Human Resources Office
Attention: Human Resources Manager
BP 564 Grand-Bassam
Or
Via email to: iugbhr@iugb.edu.ci POINT OF CONTACT
International University of Grand-Bassam
Human Resources Office
Tel: (225) 27.21.30.36.40 / 27.21.30.34.57

Important Notice: Applicants MUST submit the following material:
• Letter of interest explaining qualifications for the position and commitment to the International University of Grand Bassam’s mission
• A current resume
• Names, addresses, emails, and phone numbers of (3) professional references
• 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. : AA#2026/09, Programs Coordination Assistant.