Senior Coordinator: Administration

3 weeks ago

East of England, United Kingdom Ashesi University Full time

Ashesi's mission is to propel an African renaissance by educating ethical, entrepreneurial leaders. Located in Ghana, this private, non-profit university combines a rigorous multidisciplinary core with degree programs in Computer Science, Business Administration, Management Information Systems, and Engineering. A student-led honour code, integrated community service, diverse internships, and real-world projects prepare students to develop innovative solutions for the challenges facing their individual communities, countries, and the continent at large.

**Reports to**:Assistant Director, Ashesi Entrepreneurship Center

**Role Summary**:The Administration & Operations Lead will oversee workflow and serve as the primary liaison between the Ashesi Entrepreneurship Center (AEC) and administrative offices across the university. Collaborate with respective offices and take responsibility for coordinating event logistics; AEC recruitment; finance and expense report management; create and monitor a database of all AEC ventures with details of their progress, current and potential investors; and handle other administrative and operational tasks related to fellowship programs.

**Roles & Responsibilities**:
1. AEC Workflow i.e., logistics support for all AEC events and fellowship programmes:

- Maintain accurate records of event logistics, including contracts, invoices, and participant details i.e., a database of all AEC ventures with details of their progress, current and potential investors.
- Manage the AEC cloud folder ensuring the accuracy, currency and organization of the information contained within.
- Continuously evaluate and improve event logistics processes and procedures to enhance efficiency and effectiveness.
- Collaborate with the Assistant Director of the AEC to develop stakeholder financial and narrative reports, including external reports (i.e., funder reports, ecosystem reports, etc.) and internal reports (i.e., Academic Affairs reports, President reports)
- Streamline and optimize the AEC workflow by closely monitoring scheduled activities, managing the AEC calendar encompassing events and center-wide activities, and creating standard templates for AEC to effectively track actions, activities, and outcomes.

2. Serve as the direct administrative liaison between AEC and other offices/departments:
**Operations & Legal**
- Oversee day-to-day inventory management and procurement of supplies and equipment for the AEC.
- Address space needs such as renovations and maintenance to ensure a conducive environment for AEC operations.
- Manage event logistics such as bookings, venue selection, negotiation with suppliers, transportation arrangements, catering services, audio-visual equipment, and other necessary supplies.
- Ensure that required templates are completed for the review of AEC-related Memorandums of Understanding (MOUs) and agreements.
- Manage vendor contracts from creation to execution with ongoing analysis to ensure proper performance and cost optimization in compliance with Ashesi’s Procurement Policy.

**Human Resources**:

- Coordinate the recruitment processes for AEC staff and contractors, including facilitators, mentors, coaches, and other relevant roles.
- Coordinate the performance evaluation process within the Center, ensuring it encompasses all staff members, including contractors.

**Finance**:

- Conduct quarterly reconciliation of all AEC accounts across multiple funders.
- Upload all invoices or receipts for payment through the University’s designated payment platform and keep track of all expenses.
- Conduct internal audits within the Center.

**Qualifications**:

- A graduate degree (Master’s or Doctorate) in Business, Management, or related fields. An experienced bachelor’s degree holder may be considered for the position.
- 2-3 years’ experience supporting innovation projects, start-ups and/or incubators in an ecosystem.
- Proven experience in financial and project management with knowledge of one or more project management tools.
- People management expertise coupled with exceptional leadership, time management, facilitation, and organization skills with the ability to implement systems and follow-up processes.
- Evidence of effective verbal, written and interpersonal communication skills.
- Motivated self-starter with the ability to work collaboratively and independently with purpose and accuracy in a fast-paced environment to meet periodic deadlines.
- Professional experience in using Microsoft Office Suite (including but not limited to Word, Excel, PowerPoint), SharePoint, Google Docs.

**Additional valued qualifications**:

- Project Management Professional with proven familiarity in managing initiatives from start to finish.
- Familiarity with private foundation approaches, requirements, and processes.
- Highly tuned detail orientation, strategic thinking, and a process and system mindset
- Comfort with ambiguity and competing priorities is vital.

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