Administrator

Jamia Dar-Ul-Uloom Islamia & Orphanage Jatoi, Muzaffergrah is an exclusive educational Institute dedicated to providing deserving children an excellent academic, spiritually enriching and physically nurturing environment with prestige sponsorship of Al-Khair Foundation Pakistan. 

Objectives

The position holder will be responsible for overall governance, leadership and direction of the JDUI affairs, its implementation and evaluation of comprehensive educational programs (both formal and non-formal) in accordance with the policies and procedures set out by the Al-Khair (AKF) Foundation Pakistan.

Organize and manage the administration, support systems and activities that keep (both the campuses of boys and girls) of JDUI running smoothly. Also he will be responsible to work in areas such as admissions, quality assurance, data management and examinations OR in a specialist department such as accounts, academics, residence/boarding or other smaller units.

Main Responsibilities

Leadership and Strategy

• Responsible for multi-disciplinary role in management of day to day affairs relating to finance, personnel, academic support and administrative team which collectively makes up the JDUI orphanage
• To work with the Country Head (Pakistan), School Principal/Nazim Madarssa and Senior Management team in formulating and implementing a development and strategic plan for the orphanage under the directions of head office Lahore
• Continually endeavor to improve the operating effectiveness of the JDUI by leading and managing academic and support staff
• Contribute to policy and planning by drafting and interpreting regulations of JDUI on issues specific to your remit as per strategic guidance from head office
• To create a ‘risk register’  which clearly outlines and flags risks following a red, amber and green system of alerts for all operational issues for JDUI and ensure that there exists a robust system in place to address risks identified from the use of this model
• To submit the risk register on a monthly basis to the Country Head (Pakistan) and Senior Management Team on the all operational issues
• To assist the School Principal/Nazim Madrassa in your capacity of the orphanage’s leading support staff in his/her duty to ensure that the orphanage meets its educational aims.
• To establish systems and processes to effectively monitor progress against the Orphanage’s business plan and providing a detailed explanations of variance against targets for presentation to the Country Head of Pakistan and the Chairman of Al-Khair Foundation
• To orchestrate the production of Annual Report and other documentation required by the Pakistan Country Head and Senior Management Team

Administration & Management

• To provide administrative support to academic and non-academic staff and liaise with students and their guardians on all matters relating to the development/welfare of the child
• To develop and maintain high levels of quality assurances in academic, administration, operation and boarding facility for students residing in Jamia
• To assist with the administration of the ‘student life-cycle’ and any matters flowing from this cycle including admission, registration, graduation or the leavers process
• To manage systems and link processes that interacts across the orphanage to form complete systems
• To use data analysis, evaluation and reporting systems to maximum effect by ensuring systems are streamlined to maximize efficiency and avoid duplication
• To provide expert guidance to staff geared at ensuring that high quality administrative and support services are delivered to all end-users

Financials

• To evaluate financial information and consult with the Country Head (Pakistan), Head Office and Head of Finance and to prepare a realistic and balanced budget for the orphanage activity for each financial year
• To identify and inform the Country Head (Pakistan), Head of Finance and School Principal/Nazim Madrassa of significant variances, discrepancies and take prompt and corrective action to remedy this issue
• To present timely and fully costed proposals, recommendations or bids

Communication

• To manage all aspects of the orphanage’s communications and public engagement activity, liaising with staff on the strategic plans of the orphanage and obtaining their buy-in at all stages of the process
• To ensure that there is consistent dialogue between the Country Manager (Pakistan), School Principal/Nazim Madrassa and other key players on all matters flowing from the administrative side of your remit
• To ensure that there is consistent dialogue with partner institution, external agencies, government departments and prospective students and that there is a process in place that leaves a blue print following such communication
• Keep informed of current practices and techniques relating to educational programs, teaching and administration by attending meetings and professional development programs, and reading professional material

Facility and Property Management

• To ensure the safe, well maintained and secured operations of all the both, existing and new the campuses of JDUI including grounds
• To manage the maintenance of the orphanage’s site including the procurement of commodities or services and repair of all furniture and fittings
• To ensure compliance of all Health and Safety to safeguard the health and wellbeing of students, teachers and visitors to the premises

Other Responsibilities

• To comply with all policies, procedures, legal and regulatory requirements
• To have the flexibility to work additional hours as necessary to fulfill the requirements of the role and meet the business needs.
• Any other duties commensurate with the accountabilities of the post

 Skills Required

• Strong and persuasive personality
• strong interpersonal skills to help relating to students, academic staff, teachers, senior managers and colleagues in other areas of JDUI
• Excellent verbal & written communication skills both in English and Urdu
• Team working skills and the ability to work alone without supervision
• The ability to deal positively with change
• Experience in organizing, prioritizing and managing your time effectively
• IT skills in areas such as word processing, spreadsheets, databases and the internet as well as the use of social media
• A flexible approach to work