Vacancies

Vacancy Notice: Senior Administrative Officer, OTS Secretary - (AHEAD Project)

Applications are invited from suitable candidates for the posts of Senior Administrative Officer and OTS Secretary to the office of the Operations Technical Secretariat (OTS) of the World Bank funded Accelerating Higher Education Expansion and Development (AHEAD) project of Eastern University, Sri Lanka.

Interested candidates are invited to send their CV along the covering letter indicationg the post applied. All applications must reach on or before 16th May 2018 by registered post, mentioning the position applied for at the top left hand of the envelope and addressed to;

The Vice-Chancellor,
Eastern University, Sri Lanka,
Vantharumoolai,
Chenkalady.

1.     SENIOR ADMINISTRATIVE OFFICER

KEY TASKS

The main duties and responsibilities of the Senior Administration Officer will be to:

Ø Assist the OTS Director on the overall implementation of AHEAD activities
Ø Be responsible for the timely administration of the OTS
Ø Be responsible for monitoring and timely reporting of results, and physical, procurement, environmental and financial progress of activities to the Director, OTS
Ø Overseeing the maintenance of records
Ø Liaise regularly and closely with the OMST to ensure smooth functioning of the activities of the Operation
Ø Liaise regularly and closely with the Project Coordinators in the university to ensure smooth functioning of the activities of the Operation
Ø Administer procurement activities:

a) In carrying out procurement of goods, equipment, services, works and consultancy services in general, particularly preparation and updating of procurement plans, implementation of procurement process in terms of Government and World Bank guidelines, with the approval of the Deputy Director/Procurement.

b) Maintaining records, assisting the conduction of procurement reviews and furnishing reports as required.

Ø Administer financial management activities, in the following areas:

a) Management and utilization of Operation funds released to the OTS, with the approval of the Deputy Director/Finance.

b) Maintaining proper financial records for all Operation expenses,

c) Submission of accurate, analytical and timely financial reports as stipulated by the OMST in strict compliance with all financial regulations, tax laws and accounting standards, with the approval of the Deputy Director/Finance.

Ø Carry out office management, personnel duties, office duties, and tasks and activities of work coordination and supervision for the OTS

Ø Act as a focal point to the OTS staff for all administration matters and provide the necessary support

Ø Liaison between the OTS Director and staff on administration matters, providing advice and support

Ø Assist the administration of progress reports and participate in the activities of the OTS for the bi-annual World Bank supervision and implementation support missions

Ø Carrying out any other duties that may reasonably or exceptionally be required to ensure the smooth operation of the OTS.

METHOD OF RECRUITMENT

This is a full-time position. Initially the appointment for the OTS Administration Officer shall be for a period of 12 months. The position may be renewed based on performance, and need, during the period of the Operation (2018-2023).

REMUNERATION:

A monthly payment of LKR 65,000 and applicable EPF and ETF will be paid.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

i) A Bachelor’s degree in the relevant field which is recognized by the UGC

OR

ii) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 7, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 5 years’ experience in the required area of specialization

iii) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 6, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 10 years’ experience in the required area of specialization

iv) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 5, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 15 years’ experience in the required area of specialization.

AND

at least 3 years work experience, as relevant for the amount of AHEAD funds in the university.

PROFESSIONAL COMPETENCIES REQUIRED

Ø Ability to assist staff in the OTS and university system

Ø Ability to work with and be a partner of a team of diverse disciplinary backgrounds;

Ø Ability to work efficiently, and to meet deadlines.

Ø Strong communication and good interpersonal relations.

Ø Ability to speak, read and write fluent English, and assist in the production of project reports in English.

Ø Computer literate.

 

2.     OTS SECRETARY

KEY TASKS

Subject to any specific directives given by the Vice Chancellor of the University, the Operation Director of the OMST and the OTS Director, the main duties and responsibilities of the OTS Secretary will be to:

Ø Assist the OTS Director and Senior Administration Officer in overall implementation of Operation activities

Ø Assist the OTS Director and Senior Administration Officer for timely reporting of physical, procurement and financial progress to OMST through Director OTS

Ø Assist the OTS Director and Senior Administration Officer in the procurement activities, in the following areas:

c) In carrying out procurement of goods, equipment, services, works and consultancy services in general, particularly preparation and updating of procurement plans, implementation of procurement process in terms of Government and World Bank guidelines, with the approval of the Deputy Director/Procurement.

d) Maintaining records, assisting the conduction of procurement reviews and furnishing reports as required.

Ø Assist the OTS director and Senior Administration Officer in the management of Financial activities, in the following areas:

d) Management and utilization of Operation funds released to the OTS, with the approval of the Deputy Director/Finance.

e) Maintaining proper financial records for all Operation expenses,

f) Submission of accurate, analytical and timely financial reports as stipulated by the OMST in strict compliance with all financial regulations, tax laws and accounting standards, with the approval of the Deputy Director/Finance.

Ø Maintain a good rapport with ELTA/ELSE/DOR/RIC/ICE/UBL cell coordinators and staff assistants to assist with the release of funds and to assist in procurement activities

Ø Maintaining an efficient filing system

Ø Maintaining and updating administrative files with necessary confidentiality where required

Ø Any other duties assigned by the Director OTS/OMST.

METHOD OF RECRUITMENT

This is a full-time position. Initially the Contract Appointment shall be for a period of 12 months and may be renewed based on performance during the Operation period.

REMUNERATION:

A monthly payment of LKR 46,000 and applicable EPF and ETF will be paid.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

The required qualifications and experience are as follows:

i) Having passed the G.C.E (O/L) examination in six (6) subjects with three (3) credit passes including English and Sinhala/ Tamil language with a secretarial course from a recognized institution or pursuing examinations leading to chartered Secretary with minimum 5 years’ experience in the relevant field.

Or

ii) A Chartered Secretary with at least 4 years’ experience in the relevant field.

And

Work experience with World Bank funded higher education Operations would be an added qualification.

PROFESSIONAL COMPETENCIES REQUIRED

Ø High level of proficiency in written and spoken English.

Ø Proven ability to handle Operation activities related to Finance and Procurement activities in the University in accordance with the World Bank guidelines.

Ø Ability to function effectively in a team environment inspiring trust and cooperation of other team members.

Ø High level of IT literacy, especially in the areas of Word, Excel, email and internet.

Ø Ability to communicate effectively orally in Sinhala or Tamil.

Ø Ability to Communicate in English with the World Bank, MHEH, UGC, OMST and others.

Vacancy Notice
Applications are invited from suitable candidates for the posts of Senior Administrative Officer and OTS Secretary to the office of the Operations Technical Secretariat (OTS) of the World Bank funded Accelerating Higher Education Expansion and Development (AHEAD) project of Eastern University, Sri Lanka.
Interested candidates are invited to send their CV along the covering letter indicationg the post applied. All applications must reach on or before 16th May 2018 by registered post, mentioning the position applied for at the top left hand of the envelope and addressed to;
The Vice-Chancellor, 
Eastern University, Sri Lanka, 
Vantharumoolai, 
Chenkalady. 
 
1. SENIOR ADMINISTRATIVE OFFICER
KEY TASKS 
 
The main duties and responsibilities of the Senior Administration Officer will be to: 
Assist the OTS Director on the overall implementation of AHEAD activities 
Be responsible for the timely administration of the OTS 
 
Be responsible for monitoring and timely reporting of results, and physical, procurement, environmental and financial progress of activities to the Director, OTS 
Overseeing the maintenance of records 
Liaise regularly and closely with the OMST to ensure smooth functioning of the activities of the Operation 
Liaise regularly and closely with the Project Coordinators in the university to ensure smooth functioning of the activities of the Operation 
Administer procurement activities: 
a) In carrying out procurement of goods, equipment, services, works and consultancy services in general, particularly preparation and updating of procurement plans, implementation of procurement process in terms of Government and World Bank guidelines, with the approval of the Deputy Director/Procurement. 
b) Maintaining records, assisting the conduction of procurement reviews and furnishing reports as required. 
Administer financial management activities, in the following areas: 
a) Management and utilization of Operation funds released to the OTS, with the approval of the Deputy Director/Finance. 
b) Maintaining proper financial records for all Operation expenses, 
c) Submission of accurate, analytical and timely financial reports as stipulated by the OMST in strict compliance with all financial regulations, tax laws and accounting standards, with the approval of the Deputy Director/Finance. 
Carry out office management, personnel duties, office duties, and tasks and activities of work coordination and supervision for the OTS 
Act as a focal point to the OTS staff for all administration matters and provide the necessary support 
Liaison between the OTS Director and staff on administration matters, providing advice and support 
Assist the administration of progress reports and participate in the activities of the OTS for the bi-annual World Bank supervision and implementation support missions 
Carrying out any other duties that may reasonably or exceptionally be required to ensure the smooth operation of the OTS. 
 
 
METHOD OF RECRUITMENT 
This is a full-time position. Initially the appointment for the OTS Administration Officer shall be for a period of 12 months. The position may be renewed based on performance, and need, during the period of the Operation (2018-2023). 
 
REMUNERATION: 
A monthly payment of LKR 65,000 and applicable EPF and ETF will be paid. 
 
REQUIRED QUALIFICATIONS AND EXPERIENCE: 
i) A Bachelor’s degree in the relevant field which is recognized by the UGC 
 
OR 
ii) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 7, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 5 years’ experience in the required area of specialization 
iii) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 6, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 10 years’ experience in the required area of specialization 
iv) Having obtained a certificate of proficiency not below the National Vocational Qualification Level 5, issued by a Technical/ Vocational Training Institute accepted by Tertiary and Vocational Education Commission for a post related to Technical field and at least 15 years’ experience in the required area of specialization. 
 
AND 
at least 3 years work experience, as relevant for the amount of AHEAD funds in the university. 
 
PROFESSIONAL COMPETENCIES REQUIRED 
Ability to assist staff in the OTS and university system 
 
Ability to work with and be a partner of a team of diverse disciplinary backgrounds; 
Ability to work efficiently, and to meet deadlines. 
Strong communication and good interpersonal relations. 
Ability to speak, read and write fluent English, and assist in the production of project reports in English. 
Computer literate. 
 
 
 
 
 
2. OTS SECRETARY
KEY TASKS 
Subject to any specific directives given by the Vice Chancellor of the University, the Operation Director of the OMST and the OTS Director, the main duties and responsibilities of the OTS Secretary will be to: 
Assist the OTS Director and Senior Administration Officer in overall implementation of Operation activities 
Assist the OTS Director and Senior Administration Officer for timely reporting of physical, procurement and financial progress to OMST through Director OTS 
Assist the OTS Director and Senior Administration Officer in the procurement activities, in the following areas: 
c) In carrying out procurement of goods, equipment, services, works and consultancy services in general, particularly preparation and updating of procurement plans, implementation of procurement process in terms of Government and World Bank guidelines, with the approval of the Deputy Director/Procurement. 
d) Maintaining records, assisting the conduction of procurement reviews and furnishing reports as required. 
Assist the OTS director and Senior Administration Officer in the management of Financial activities, in the following areas: 
d) Management and utilization of Operation funds released to the OTS, with the approval of the Deputy Director/Finance. 
e) Maintaining proper financial records for all Operation expenses, 
f) Submission of accurate, analytical and timely financial reports as stipulated by the OMST in strict compliance with all financial regulations, tax laws and accounting standards, with the approval of the Deputy Director/Finance. 
Maintain a good rapport with ELTA/ELSE/DOR/RIC/ICE/UBL cell coordinators and staff assistants to assist with the release of funds and to assist in procurement activities 
Maintaining an efficient filing system 
Maintaining and updating administrative files with necessary confidentiality where required 
Any other duties assigned by the Director OTS/OMST. 
 
METHOD OF RECRUITMENT 
This is a full-time position. Initially the Contract Appointment shall be for a period of 12 months and may be renewed based on performance during the Operation period. 
 
 
REMUNERATION: 
A monthly payment of LKR 46,000 and applicable EPF and ETF will be paid. 
 
REQUIRED QUALIFICATIONS AND EXPERIENCE: 
The required qualifications and experience are as follows: 
i) Having passed the G.C.E (O/L) examination in six (6) subjects with three (3) credit passes including English and Sinhala/ Tamil language with a secretarial course from a recognized institution or pursuing examinations leading to chartered Secretary with minimum 5 years’ experience in the relevant field. 
 
Or 
ii) A Chartered Secretary with at least 4 years’ experience in the relevant field. 
 
And 
Work experience with World Bank funded higher education Operations would be an added qualification. 
 
 
PROFESSIONAL COMPETENCIES REQUIRED 
High level of proficiency in written and spoken English. 
Proven ability to handle Operation activities related to Finance and Procurement activities in the University in accordance with the World Bank guidelines. 
Ability to function effectively in a team environment inspiring trust and cooperation of other team members. 
High level of IT literacy, especially in the areas of Word, Excel, email and internet. 
Ability to communicate effectively orally in Sinhala or Tamil. 
Ability to Communicate in English with the World Bank, MHEH, UGC, OMST and others. 
 
 
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