ASSOCIATE – Educational Innovation and Technology Unit

TERMS OF REFERENCE 

I. JOB SUMMARY 

Provide administrative and technical support services to EITU operations, projects, and staff.

II. ACCOUNTABILITY STATEMENTS

1. 1. 1. Timely, accurate, and complete administrative and technical support to EITU’s projects, activities, and operations.
      2. Accurate and timely update of EITU’s filing chart and ISO files.
      3. Other accountabilities as reflected in the Performance Development and Management System (PDMS) Contract.

III. DUTIES AND RESPONSIBILITIES 

1. EITU OPERATIONS

1.1 Assist in organizing and handling the administrative requirements of the Unit:

• • • • • Track and document incoming and outgoing EITU written communications.
        • Coordinate and monitor the flow of documents for the review and/or approval of concerned officials in the Centre.
        • Prepare requests for transportation, travel documents, mission orders, contracts, correspondences, and other logistics support.

1.2 Assist in the coordination and follow-up with internal and external stakeholders:

• • • • • Coordinate with other Centre Offices/Units on cross office/unit activities.
        • Coordinate and follow up with partner agencies, offices, and other stakeholders as needed for EITU operations and other EITU projects as needed.
        • Coordinate with other EITU staff in the preparation of meetings and/or prepare minutes during ETIRO or EITU meetings.

1.3 Maintain an orderly and systematic filing of all EITU documents (i.e., electronic and printed documents) in accordance with ISO guidelines and consistent with the Centre’s Quality Standards. This includes the following:

• • • • • EITU filing chart and related files including folders for ISO documentation purposes.
        • Backup of working documents in accordance with the ETIRO Policy Guidelines on Backing-Up of Computer Files; and
        • Up-to-date inventory of EITU publications.

1.4 Act as supplies/property custodian of EITU:

• • • • • Prepare and monitor the Unit’s Annual Procurement Plan.
        • Prepare regular requests for supplies and related purchases.
        • Coordinate with assigned Office/Unit in updating the inventory of fixed assets assigned to EITU staff.

1.5 Undertake other tasks as may be assigned by the EITU Head.

2. EITU PROJECTS

2.1 Provide technical and administrative support to EITU projects:

• • • • • Collate, gather, and summarize data, information, and references (e.g., list of acronyms, bibliographies) that will serve as input to concept notes, technical reports, and other documents.
        • Assist in field data gathering and encoding, as may be requested.
        • Organize, package, and reproduce research proposals, concept papers, policy notes, research briefs, toolkits/manuals, project completion reports, and other knowledge of products for submission to institutional partners, clients, and stakeholders.
        • Assist in preparing presentation materials (e.g. PowerPoint, flip charts, etc.), as may be requested.
        • Support the dissemination of R&D knowledge products, technical reports, research briefs/policy notes, and technology transfer activities, as may be requested.
        • Coordinate with partner agencies, offices, and other stakeholders for assigned EITU projects.

2.2 Facilitate logistical preparations for project activities (e.g., meals, supplies, purchase requests, meeting venues, equipment borrowing, data gathering, forum, inter-office activities, certification for participants and resource persons, etc.):

• • • • • Prepare post-activity documentation and financial reports (e.g., transcription of recorded interviews/meetings, cash advance liquidation reports), as may be requested.
        • Assist in maintaining ISO folders of individual EITU projects, as may be requested by project teams.

2.3 Coordinate with project managers and coordinators for regular updating of contents of the EITU Intranet site and Centre’s website.

2.4 Update and compile project data and information about institutional partners, service providers, clients, participants, and organizations (e.g., list of consultants, number of countries represented by participants, etc.) as input to EITU/Centre Annual Reports.

2.5 Undertake other administrative and technical support services to projects, as may be needed.

III. QUALIFICATIONS 

Educational Attainment

1. 1. 1. 1. Completion of an appropriate baccalaureate degree from a duly recognized institution of higher learning, preferably with a master’s degree.

Work Experience

1. 1. 1. 1. At least three (3) years of relevant experience.

Interested applicants may submit their letter of intent and CV to: careers@seameo-innotech.org