Head of Administration (Professional Institute)

Job title : Head of Administration (Professional Institute)

ROLE SUMMARY

• The Head of Administration is a senior leadership position responsible for the effective management of the College’s day-to-day operations and oversees all administrative units, including examinations, finance, human resources, IT, facilities management, and general office administration.

KEY RESPONSIBILITIES

• Provide effective leadership and management of all departments, ensuring alignment with the College's strategic objectives, governance frameworks, and operational priorities across all member countries.
• Support governance structures, including the Council, Executive Committee, and relevant statutory bodies, by preparing institutional reports, managing board documentation, and ensuring timely follow-up on decisions and resolutions.
• Manage all human resource functions, including workforce planning, recruitment, onboarding, performance management, staff welfare, disciplinary processes, and professional development, in compliance with applicable labour laws and College policy.
• Develop, implement, review, and monitor institutional policies, systems, and standard operating procedures to drive efficiency, consistency, and quality of service delivery across all offices and chapters.
• Oversee financial operations, including budget preparation and monitoring, procurement oversight, expenditure control, financial reporting, and compliance with statutory requirements.
• Ensure effective internal and external communication, coordination, and collaboration across departments, country offices, and external stakeholders.
• Lead the planning, coordination, and execution of College events, meetings, Council sessions, and professional examinations, ensuring adherence to established standards, timelines, and logistical requirements.
• Safeguard College assets and oversee facilities management, including IT infrastructure, office systems, and the security of physical and digital institutional resources.
• Drive the adoption and integration of digital tools, artificial intelligence applications, and technology-enabled systems to modernise administrative operations, improve data management, enhance reporting, and support institutional decision-making.
• Monitor regulatory and compliance obligations, ensuring adherence to national and regional legal requirements.
• Serve as the primary liaison between the Secretariat and the Secretary-General on operational matters, ensuring timely escalation, accurate reporting, and smooth day-to-day management of the College.

QUALIFICATIONS

• A Master's degree in Public Administration, Management, Business Administration, Education, or a related field. A professional certification in Human Resources, Project Management, or Governance is an added advantage.
• A minimum of 12 years of progressive experience in a senior administrative or management role, preferably within a professional association, academic institution, or international organisation.
• Proven leadership skills with a demonstrated track record of managing diverse, cross-functional teams across multiple locations or jurisdictions.
• Strong financial management, organisational, and communication skills, with experience in budget planning, procurement oversight, and resource allocation.
• Sound understanding of corporate governance, regulatory compliance, and institutional policy development and implementation.
• Demonstrated ability to lead or support strategic planning, institutional change management, and operational process improvement.
• Proficiency in modern office and administrative software, including enterprise management systems. Working knowledge of artificial intelligence tools and their practical application in administrative operations, document management, reporting, and institutional communication is required.
• Experience working in or with multi-country or regional organisations, with an appreciation of the operational and cultural dynamics of the West African sub-region, is an added advantage.
• Knowledge of French and/or Portuguese is an added advantage.