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Operations Manager

Status: Open
Department: Graduate School of Development, Bishkek
Duty station: CAO Bishkek, Kyrgyzstan
Closing Date: 09/28/2022

This newly created role represents an outstanding opportunity to play a central part in the management of the Graduate School of Development (GSD), as it embarks on an exciting and ambitious period of growth and development. Working closely with the Dean of GSD, the Manager of Finance and Administration is key to the effective management and efficient administration of the School. The role holder will play a lead role in operational responsibilities (e.g. financial administration, grant administration, reports, servicing committees, supporting the Dean, report preparation, recruitment support) as well as having important input into strategic planning for the School (e.g. advising the Dean and/or unit Heads; planning for resource change; supporting grant capture; facilitating the development and operation of a new Masters programme). The successful applicant will work closely with a small team of part-time administrative roles (from the 5 consituent units of GSD); will implement and develop the GSD’s administrative and financial planning and procedures; will interface and develop good working relations with colleagues in HR, Finance, Office for Research and Development and others; and will advise the Dean on strategic planning in the context of financial performance.

Main Duties and Responsibilities

  • To conduct day-to-day administration relating to finance, research, grant management and general administration, and to ensure that an exceptional level of service is provided to academic staff, including by overseeing the work of GSD staff with administrative roles.
    To support the Dean in day-to-day operational business, including through the management of workflow, liaison with key stakeholders, internal and external to UCA, production of reports and memos and communication with GSD colleagues.
  • To oversee the calendar of key GSD and unit meetings and events online and in-person, including those relating to the Dean’s office, and to ensure an accurate record of meetings is kept when appropriate.
  • To review and seek the continuous improvement of the School’s administrative systems and procedures within UCA regulatory frameworks.
  • To plan and manage the finances of GSD including advising on financial strategy and the financial implications of strategic decisions, in compliance with UCA financial expectations, including through:

1.the preparation of budgets, forecasts and reports on performance for each GSD unit, for GSD as a whole and for the (future) Masters programme;
2. advising on grant and other budget management issues;
3. the provision of financial information as requested by various parts of UCA;
4. overseeing the work of the individual unit finance administrators;
5. supporting the School with the effective utilization of SAP (UCA’s financial and workflow management system). 

  • To support the development, implementation and operation of a new GSD Masters programme and to oversee the work of Graduate course administrators linked to the Masters.
  • To ensure that robust operational frameworks are in place to follow UCA protocol and procedure in relation to recruitment, induction and appraisals, professional and continuing development, as well as grant applications and management.
  • To provide strategic advice proactively to the Dean of GSD and lead on the implementation of administrative decisions in relation to the development of the School.
  • To act as the professional administrative interface within GSD units and between GSD and different business units of UCA and to represent GSD as required at University-wide meetings and briefings.
  • Any other duties as may reasonably be required and that fall within the scope and range of the job.

Required Qualifications and Experience

Essential:

  • Financial expertise, including the ability to consider financial matters at a strategic level, and proven experience of working on financial matters particularly monitoring budgets/grants and financial reporting.
  • Proven management and administrative skills, including the line management of junior administrators, to ensure that a high quality service is delivered.
  • Ability to appreciate operational detail in the context of the broader strategic perspective, and to provide relevant analysis and evaluation as needed.
  • Ability to prioritize competing demands, manage time effectively and deal with a wide range of tasks using sound judgement.
  • Proven high quality interpersonal and communication skills (both oral and written) – in English – to work effectively as a key member of a relatively small team, including a high degree of personal integrity, tact and diplomacy.
  • The ability to work as part of a team, with the ability to build effective working relationships with colleagues, but also the ability and willingness to work independently and under pressure;
  • A demonstrated capacity for working successfully in a multi-cultural environment, and for establishing harmonious and effective working relationships with both senior and junior academics and faculty,
  • The ability to inspire confidence with people at all levels within and outside of the University.
  • A relevant Bachelors degree or equivalent experience and the associated intellectual and analytical skills.
  • High level of proficiency in IT, including skills such as Microsoft Office (particularly, advanced Excel skills), email and the Internet, and willingness to learn new IT systems where required.
  • Experience of handling sensitive information, using discretion and confidentiality.
  • A demonstrably high level of energy, enthusiasm, initiative, motivation and commitment to the role.

Desirable:

  • Experience of working in or knowledge of the Central Asian higher education landscape or experience of a related environment, supporting academic activities including research and teaching.
  • Experience of committee service including production of professional agendas and minutes.
  • Knowledge of or familiarity with the SAP erp (an enterprise resource planning software system).
  • Familiarity with the values and mission of UCA and the Graduate School of Development.

Languages

  • Fluency or near fluency in English.
  • Russian

Candidates from the founding countries of UCA: Kyrgyzstan, Tajikistan, and Kazakhstan are encouraged to apply for the position.

How to Apply

Please send a cover letter, CV and contact information of three references to hr.recruitment@ucentralasia.org by September 28, 2022. Applications will be reviewed when received. Early applications are strongly encouraged. As your application e-mail subject, please write: “Operations Manager”.