American University of Nigeria (AUN) Graduate recruitment, July 2015 ([email protected])

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The American University of Nigeria (AUN) was established in 2003. The Institution was conceived as Africa's first Development University, and is in the process of setting up a Faculty of Law. In furtherance of regulatory requirements, the University invites applications from suitably qualified persons to fill positions for its planned Law Program.


AUN is seeking for a permanent Records Officer. This position is a local one and opens to indigenous and/or legal residents of Nigeria.

Applications are invited for the position below:

Job Title: Records Officer

Location: Adamawa
Department: Human Resources & Planning

Summary of Position

• The position is responsible for updating and maintaining the integrity of employee records in the Human Resources Database.
• The position shall ensure that accurate employee records detailing any;
• Notices of commendation, warning or discipline
• Performance evaluations and reviews
• Changes in employee qualifications and trends in employee trainings
• Changes in job title, job description, job classification or supervisor
• The position shall report directly to the Coordinator of Employee Data Management

Detailed Listing of Responsibilities

• Responsible for maintaining a personnel record for each employee
• Ensures that each individual has a complete personnel record
• Facilitates personnel records to be kept in a secured, locked area
• Coordinates the processes that current staff members may review their personnel record by making an appointment with Human Resources Director.
• Maintains confidentiality of employment records and sorting outdated records. Updates employees’ records and keeping daily records of employees.
• Records employee data and monitors departmental changes of staff for record updates.
• Plans record filing systems by creating hard-copy and electronic folders; files and retrieves information in accordance with departmental records management procedures.
• Manages the location and storage of records; conducts records audit; and organizes the disposal of records in accordance with their retention schedule.
• Enters the following documents as part of an employee’s personnel record:
  • Cooperates with the payroll department to ensure that both expatriates and national employees’ needs are satisfactorily met.
  • Develops and recommends file operating policy and procedural improvements.
• Provide advice, assistance and follow-up on the University policy, procedures and documentations.
• Ensures that access to information and records is controlled at all times in accordance to departmental policies.
• Processes all types of visas and immigration services for employees
• Assist in coordinating the internal work flow systems and procedures within the HR Department.
• Provides strategic and administrative advice and support to HR Officers as needed.
• Undertake such other duties as may be assigned from time to time
  • Signed and dated offer letter,- wage or salary information,- notices of commendation, warning or discipline,- performance evaluations and reviews,- attendance and paid time off records
  • Changes in job title, job description, job classification or supervisor.
• Facilitates clerical and secretarial support to maintain the effective running of the records office.
• Writes, produces, edits, and distributes all appropriate contract documentation for new employees.
  • Helps with implementation of services, policies and programs through HR staff and assists university managers on HR issues.

Requirements for the Position

• Bachelor's Degree and three to five years of Human Resource experience.
• Knowledge of multiple human resource disciplines.
• Strong interpersonal and communication skills.
• Ability to analyze data and provide recommendations.
• Experience with MS-Office.
• Good communication, organizational and interpersonal skills are essential.

Other Requirements, Abilities for the Position

• Ability to maintain a high level of accuracy in preparing and entering information.
• Confidentiality concerning personal files and records.

Job Title: Store Officer

Location: Adamawa
Department: AUN Hotel

Job Description

• AUN Hotel is seeking for a permanent Store Officer. This position is a local one and opens to indigenous and/or legal residents of Nigeria.

Detailed Job Schedule

• Shall be responsible for all the hotel’s assets in the main and other stores.
• Ensure safety and good condition of all assets in the stores.
• Exercise adequate control to avoid incidence of pilfering.
• Daily update of critical stores records/documents such as Goods Received Note (GRN), Waybill, Store Requisition Voucher (SRV), Stores issue Voucher (SIV), Bin cards, IOU register/Voucher.
• Ensure that bin cards are maintained for all stock items.
• Maintain adequate supervision and control over Stores personnel.
• Determine job schedule of subordinates in the store.
• Professionally organize the store for economy, efficiency and effectiveness.
• Determine reorder level and alert management as appropriate.
• Ensure that laid down procedure for receipt of and disbursement of stock items are strictly adhered to.
• Monthly stock report to the Head of Finance stating opening balance, total receipt, total issues, balance, shortage, excess, obsolescence, damaged and spoilt.
• Provide prelist with which stock takers will conduct the exercise.
• Agree with the Head of Finance on the basis of valuation of unusual items.
• Monthly report on fairly used items in the store awaiting auction.
• Any other job as may be assigned by management.

Qualification & Experience

• B.Sc./HND Purchasing and Supplies Management or any related social science.
• Candidate should be proficient in micro soft excel.
• 3 - 5 years cognate experience is required.
• Candidate from hospitality industry shall have added advantage.

Job Title: Logistic/Travel Officer

Location: Nigeria
Department: Human Resources & Planning

Summary of Position

• The travel/logistic officer will be charged with the responsibility of providing and managing staff travels (expatriate and national) in accordance with the university policy and procedure.
• He/She must gain in-depth knowledge of the policy and procedures and apply the policy intent.
• S/he is required to implement policy and procedures fairly and with integrity to all AUN employees.
• S/he demonstrates a high level of interpersonal skills and attention to detail.
• The position works under the supervision of the Coordinator of Logistics the Logistics officer is responsible for the following duties:

Detailed Listing of Responsibilities

• Prepares logistics and support plans in accordance to budgets and policy.
• Prepares reconciliation of Cigna deduction schedule for payroll.
• Prepares reconciliation of Cigna payments.
• Prepares information for management reports.
• Develops logistics contingency plans
• Develops and implement methodologies and tools to enable effective execution of logistics plan.
• Manages logistics operations including personnel and materials.
• Ensures timely and cost effective delivery of services.
• Plan and manage special logistics events
• S/he manages shipping personal staff and university belongings, to and from Yola, Nigeria
• Works with Abuja liaison office in coordinating arrival/departure of AUN personnel and guests.
• Responsible for hotel booking procedure and transport in Abuja and Lagos
• Provides information as may be required for the staff to where to shop, who to call in the case of an emergency and will make their settling in easier and comfortable
• Advises employees about passport and visa requirements, rates of currency exchange, and import duties.
• Provides advice, assistance and follow-up on the University policy, procedures and documentations
• Processes and capture all travel documents in a timely manner
• Preparing and sending itinerary for preview to the traveler
• Processes the request and/or cancellations for travels
• Gives tickets to traveler and prepares various reports as desired by supervisor and management.
• Provides courteous and friendly customer service
• Performs any other duties as assigned by supervisor
• Identifies and reports discrepancies in collaboration with the finance department
• Follows up on clients complaints

Requirements

• Bachelor's Degree in Business Administration or a related field
• At least three (3) years' experience in demonstrating financial and costing and budgeting skills
• Strong financial skills - costing, budgeting.
• Excellent data entry skills in softwares and Microsoft office such as: Excel, OpenERP , in Microsoft Outlook/Word
• Good communication skills including ability to prepare and present concise oral and written logistics reports, briefing updates and other documentations.
• Ability to establish priorities and to plan, coordinate and monitor progress.
• Expertise to apply policy fairly in all situations.
• Client orientation - excellent customer care skills.
• Strong personal initiative and willingness to accept responsibilities, comprehensive grasp of logistics operations and practices; willingness and potential to learn industry of logistics
• Experience in Human Resources Management
• Must be familiar with world geography especially countries represented at AUN.
• Demonstrated ability to work under pressure, think pro-actively, and problem solving skills.

Other needs possible for the position:

• Ability to effectively present information to internal and external guests both over the phone and in person in a professional manner.
• Client orientation - excellent customer care skills.
• Teamwork - good interpersonal skills, ability to lead teamwork, demonstrated ability to develop and maintain effective working relationships.
• Ability to maintain a high level of accuracy in preparing and entering information
• Confidentiality concerning personnel files and records

Job Title: Writing Centre Teacher

Location: Adamawa
Department: School of Arts and Science

Summary of Position

• Instructors are responsible for teaching and improving students’ English language levels (reading, writing, listening, and speaking).

Detailed Listing of Responsibilities

• Improving English reading, writing, speaking and listening skills of AUN students.
• Working in conjunction with the Writing Center to better cater to student population.
• Preparing students for the International English Language Testing System (IELTS)
• Developing a curriculum for English that takes an overall approach to English study.

Requirements for the Position

• Bachelor’s Degree or equivalent required; Master’s degree is an added advantage.
• 1-2 year(s) minimum experience teaching English writing and reading
• Strong English grammar and reading skills

Strong critical thinking skills

• Demonstrate skills in using Microsoft Office Packages
• Must possess excellent communication skills.
• Must be flexible enough to adapt to changing circumstances at workplace

Other Requirements, Abilities for the Position

• Flexibility to adjusting to new situations and/or changes
• Passion for the English language and teaching
• Proactivity in the work environment
• Working efficiently and continuously with a positive attitude.
• Highly developed communication skills
• Ability to meet set deadlines
• Flexibility with time as completing certain tasks might involve working overtime.
• Good organizing skills
• Wants to learn
• A good work ethic

Job Title: Employee Welfare and Retention Officer

Location: Adamawa
Department: Human Resources & Planning

Summary of Position

• The Employee Welfare & Retention Officer oversees AUN’s employee adjustment & orientation plans, policy and procedures.
• The Officer works to assist new hires achieve full productivity faster and strengthen new hire retention by ensuring that all necessary tools needed for work are readily available for the employee as prescribed in the university's policies and procedures.

Detailed Listing of Responsibilities

Responsible for preparing and leading the welcome team:

• Collaborate with other departments to ensure all readiness for the arrival of a new hire at the airport, motor park, or main gate.
• Meet and welcome new hire
• Inform new hire about next steps to take
• Inform new hire buddy about responsibilities

Responsible for orientation and full on-boarding program for new employees:

• Schedule and coordinate the employee's Introduction to the AUN
• Introduce new employee to other department members
• Develop orientation schedules and materials for orientation
• Organize and manage logistics orientation program
• Liaise with other HR staff and other University staff to ensure seamless on boarding process for new employees
• Responsible for buddy system for new employees
• Responsible for on-boarding activities/events (such as Jabbama) for new employees
• Design HR metrics to track efficiency of onboarding programs for strategic planning and make recommendations for new and/or revised strategies and activities
• Develops and implements employee relations and wellness programs and processes
• Coordinate employee wellness program by ensuring that programs are run smoothly and efficiently
• Conduct regular surveys to gather feedback on current wellness programs, as well as to gather data on developing new programs
• Design HR metrics to track efficiency of wellness programs for strategic planning and make recommendations for new and/or revised programs
• Develop wellness calendar for staff to keep updated on wellness activities and events
• Recommend and implement new strategies to engage employees to support employee relations and retention
• Implements employee retention policies and programs
• Analyze trends in recruitment, terminations and resignations to develop strategies for improved retention rates
• Develop HR metrics to track retention trends and cost-per-hire data
• Develop employee surveys and other methods to gather data/feedback on employee relations and retention issues
• Participate in employee exit interviews and recommend/implement strategies to address major reasons for employee disengagement
• Participate in mediation and grievance processes to understand workplace issues that may affect retention rates
• Participate in employee training and professional development activities and gather data on employee feedback for these programs
• Develop strategic strategies to improve retention rates among various employee groups; liaise with Records to keep abreast of recruitment and termination/resignation numbers on a regular basis

Requirements for the Position

• Bachelor's Degree in Human Resources, Organizational Development, Business or related field and three to five years of human resource experience.
• Knowledge of multiple human resources disciplines.
• Strong knowledge in employee retention, surveys/benchmarking and activities
• Strong interpersonal and communication skills.
• Ability to analyze data and provide recommendations.
• Experience with MS-Office.

Other Requirements, Abilities for the Position

• Good time management and organizational skills.
• Able to work under stress to meet tight deadlines and handling multiple tasks.
• Ability to maintain a high level of accuracy in preparing and entering information.
• Able to handle confidential information appropriately
• Self-motivated, independent and proactive.

Job Title: Chief of Staff for Academic Unit

Location: Nigeria
Department: Office of Provost

Summary of Position

• The Chief of Staff of the Academic Unit (CoS AU) will be a central figure in organizing and managing the day-to-day operations of the Academic Unit.
• The CoS will also work with the Academic Leadership team to plan and drive initiatives, monitoring progress relative to budget, schedule, and milestones.
• Coordinates activities of Executive Assistants of SITC, SBE, SAS, Graduate School, Office of Research and Sustainability.
• This position reports directly to the Provost.

Detailed Listing of Responsibilities

• Supervising the Provost Office staff
• Coordinating activities among the Executive Assistants of SITC, SBE, SAS, Office of Research, Office of Sustainability, Learning Resource Center, and e-Library
• Developing policy, personnel, procedure, and communications documents for the Unit
• Exercising an intimate knowledge of all AUN policies, procedures and implementation thereof
• Providing guidance and coordination to all schools and departments, specifically in the areas of staff human resources, academic personnel, travel and payroll, multi-unit processes, and complex issues and expenditures
• Developing expenditure policy (e.g., entertainment, travel) and overseeing related divisional processes
• Providing leadership to all divisional administrative support staff
• Undertaking high-level analytical and ad hoc projects as necessary or as directed by the Provost
• Developing programs and strategies for ensuring divisional cohesiveness, individual development, and recognition of professional accomplishments
• Working with Provost and Academic Unit leadership team consisting of the Deans of SITC, SBE, and SAS, as well as the graduate program, Office of Internal Research and Effectiveness, and Sustainability to develop and execute divisional strategic plans
• Working cooperatively with others to set goals, resolve problems and make decisions to enhance organizational effectiveness
• Managing office operations, especially the stream of routine tasks and action items, especially related to space planning, procurement, housing, travel, recruiting, and non-exceptional elements of student, faculty and other academic affairs
• Supervising budget planning and tracking and Implementing a project control system that will assist the academic leaders in planning and monitoring their projects
• Responding to action items - especially servicing urgent needs for support - after normal working hours
• Fielding or assisting with the fielding other operational responsibilities of the Academic Unit, as directed by the Provost
• Performs other duties as assigned by the Provost

Requirements

• Minimum of Bachelor degree with proven management track record.
• Master's degree or equivalent training.
• Executive management experience of 10 years +. Minimum of three years of experience of which must be in managing operations, including prioritizing and executing tasks and action items, developing project plans and schedules, preparing documents in a stakeholder environment, monitoring progress using formal project tracking tools.
• Capacity to receive and service the needs of internal customers is a must.
• Demonstrated administrative leadership and management within a complex organization.
• Excellent analytical and problem-solving skills, including the ability to lead multiple collaborations to develop and implement solutions on a wide range of complex organizational issues.
• Exceptional interpersonal, cultural competency, and conflict resolution skills, including tact, diplomacy, and flexibility to work cooperatively as leader or member of a team to achieve collective goals, and with persons at all levels within and outside of the organization.
• Demonstrated ability to perform accurately, efficiently, and flexibly in a fast-paced and high-pressure environment with constantly shifting priorities

Other Requirements
Abilities for the position:

• Strong leadership skills
• Accountability
• Customer focus
• Ability to effectively collaborate with leadership and teams
• Proven ability to be effective in an interdisciplinary team environment.
• Exceptionally strong writing and verbal skills.
• Highly effective interpersonal and communication skills and demonstrated expertise in working with faculty, staff and students with diverse backgrounds and cultures.
• Ability to deal successfully with multiple tasks, shifting priorities, and a broad spectrum of people.
• Ability to work with time-sensitive matters and meet strict deadlines, working beyond established office hours if warranted.
• Strong analytical and critical thinking skills and ability to analyze, summarize, and effectively present data.
• Integrity of the highest degree.
• Keep information confidential

Job Title: Coordinator Writing Center/Administrative Assistant

Location: Adamawa
Department: School of Arts and Science

Summary of Position

• The Coordinator Writing Center / Administrative Assistant position is to oversee Writing Center tutors, to assist with tutoring when needed, as well as assisting with institutional effectiveness for the unit.
• Responsibilities include, initiating and supporting writing projects, tracking data, programming, assessment, and external reporting needs for the Writing Center.
• Other duties include, but are not limited to maintaining Writing Center’s facilities and equipment while doubling as an Administrative Assistant, making presentations, and scheduling workshops and training sessions for tutors, faculty, and staff to support Writing Center activities.

Detailed Listing of Responsibilities

• Performs a wide variety of coordination of the various components that make up the Writing Center such as collaboration with E+ instructors.
• Provides help and advice to staff and students in locating, selecting and using the Writing Center resources and facilities.
• Supports the Director by screening and managing where appropriate incoming calls and email, help with correspondence schedule calls and meetings and keep appointment calendar up to date, assist with planning travel, make appointments for visits, help with special projects, complete other administrative duties.
• Coordinates Writing Center tutors, prepares and manage Writing Center schedule.
• Maintains and operates database records, generates reports and statistics on the utilization of the WC activities.
• Coordinates various activities and events to support and enhance Writing Center’s agenda.
• Performs professional activities relevant to writing center leadership and administration
• Perform any other duties as may be assigned by the Learning Resources Center Director.

Requirements for the Position

• A Bachelor's Degree from a recognized tertiary institution.
• At least 3 to 5 years increasingly responsible office support/administrative experience.
• Demonstrate skills in using Microsoft Office Packages.
• Must possess excellent communication skills.
• Must be flexible enough to adapt to changing circumstances at workplace.
• Experience in coordinating a writing center.

Other requirements, abilities for the position:

• Energetic, dynamic personality
• Ability to perform consistently under pressure and to work cooperatively with others while producing results.
• Strong interpersonal and communication skills.
• Ability to run several projects at the same time simultaneously with high level efficiency meeting deadline
• Excellent organizational skills with ability to plan and prioritize tasks.
• Familiarity with use of technology in writing intensive classes
• Flexibility with time as completing certain tasks might involve working overtime
• Able to work outside of normal working hours and weekends when needed.

Description of Benefits
Salary and benefits are commensurate with experience and job classification as approved by the University.


How to Apply
Interested and qualified candidates should submit their resumes, cover letters and references to: [email protected] The position being applied for should be the subject of the email.

Note: Only shortlisted candidates will be contacted.

Application Deadline  31st July, 2015.

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