Unit Operations and Project Coordinator

Department: Graduate School of Development (GSD)

Accountable to: Head, Academic Operations Office

Duty Station: UCA CAO (Bishkek)

Deadline: 16 May 2025

UCA Background:

The University of Central Asia (UCA) was founded in 2000 as a private, not for profit, secular university through an International Treaty signed by the Presidents of Tajikistan, Kyrgyzstan and Kazakhstan, and His Highness the Aga Khan; ratified by their respective parliaments and registered with the United Nations. The Presidents are the Patrons of the University and His Highness is the Chancellor. UCA’s mission is to promote the social and economic development of Central Asia, particularly its mountain communities, by offering an internationally recognised standard of higher education, and enabling the peoples of the region to preserve their rich cultural heritage as assets for the future. UCA brings with it the broader commitment and partnership of the Aga Khan Development Network. For more information: www.ucentralasia.org

Purpose:

The Unit Operations and Project Coordinator supports the functions of the Academic Operations Office (AOO) within the Graduate School of Development (GSD), contributing to the effective and efficient delivery of the School’s academic and operational goals. This role is functionally aligned with the strategic direction set by the Head of Academic Operations (HAO) and provides administrative, operational, and project-related support across academic initiatives and units. Key responsibilities include managing administrative workflows, coordinating logistics for academic events and activities, supporting project implementation and reporting, and ensuring compliance with institutional and donor policies. The Coordinator also assists in budget tracking and communication across units and academic teams. Operating under the guidance of the HAO, this role helps foster a coordinated and service-oriented approach to academic operations, supporting collaboration, financial oversight, and the smooth delivery of programmes and projects across GSD.

Reporting

The Unit Operations and Project Coordinator will report directly to the Head of the GSD Academic Operations Office (HAO), will work closely with GSD IPPA, as well as with other GSD Units and UCA departments, including the Office of Research and Development (ORD), Materials Management Department (MMD), Finance, Human Resources, and others.

Critical Accountabilities and Outcomes

1. General Administrative Support

• Manage day-to-day administrative operations of the AOO and academic units of GSD.
• Handle internal and external correspondence, including emails, letters, and other documents related to AOO and academic units of GSD.
• Liaise with internal and external stakeholders to facilitate effective communication and coordination.
• Maintain and update departmental records, databases, and filing systems. Maintain accurate records, documentation, and data related to operational activities.
• Act as a point of contact for inquiries, requests, and information from staff, collaborators, and visitors.
• Assist in the preparation of presentations, reports, and other communication materials as requested by HAO.
• Prepare meeting agendas, take minutes, and distribute documents to relevant stakeholders.
• Perform any other duties within the job's scope and range as reasonably required.
• In collaboration with the Materials Management Department of UCA, coordinate the procurement process and ensure it is in compliance with the appropriate procurement guidelines of UCA and donor agency.
• In collaboration with the Human Resources of UCA, coordinate the recruitment of personnel, consultants, and vendors for Units.
• Support the development and implementation of new academic programmes, including degree and executive education offerings, by coordinating planning processes, assisting with curriculum documentation, managing logistics, and supporting alignment with institutional and accreditation requirements.

2. Events and Travel Coordination

• Operate the calendar of events and assist HAO and Unit Directors with annual reporting.
• Assist GSD staff with the logistics of research-related events, such as conferences, workshops, and seminars.
• In collaboration with the Administration Department of UCA, coordinate travel arrangements, accommodations, and itineraries for staff and visiting partners of academic units as required.
• Coordinate logistics, events, or initiatives, including vendor management, procurement, and inventory control.
• Support in project implementation, including preparing materials, reports, and organizing events and activities.
• Coordinate faculty and guest lecturer engagements, manage materials, and ensure smooth delivery of both degree and executive education programmes.

3. Project Management Support

• Assist with gathering background information and budget development during grant proposal writing.
• Maintain comprehensive records and data on GSD projects, ensuring all activities and progress are well-documented.
• Work with the Office of Research and Development (ORD) to track project milestones and outcomes, ensuring alignment with grant agreement objectives.
• Provide guidance and support to Principal Investigators (PIs) and project teams to ensure timely, budget-compliant, and policy-aligned project execution.
• Monitor grant deliverables to ensure quality, timely completion, and alignment with project goals and donor expectations.
• Identify potential risks—such as delays, budget issues, or misuse of funds—inform the PI and ORD, and propose mitigation strategies.

4. Budget and Financial Management

• Administer transfers of funds within the School’s budgets to ensure smooth execution of School activities.
• Process financial transactions through the SAP (ERP) system, including reimbursements and expense claims.
• Assist HAO and Unit Directors with yearly budgeting for GSD, budget monitoring, and tracking unplanned expenditures.
• Track budget consumption according to the Operational Plan of the Units and flag underspending or overspending early.
• Assist with budget forecasts for upcoming phases.
• Promote compliance with organisational policies, procedures, and regulations, guiding employees regarding policy adherence.

5. Professional Development

• Identify gaps in own abilities and actively work to strengthen competence.
• Maintain currency of skills and knowledge, continually deepening understanding, honing expertise, and growing as a leader.

Qualifications and Skills:

• Bachelor's degree in a relevant field (e.g., Business Administration, Management, or a related discipline).
• Minimum three years of experience in administrative roles, preferably within a research or academic environment.
• Strong organisational skills with the ability to prioritise tasks and manage multiple deadlines.
• Excellent written and verbal communication skills.
• Proficiency in using standard office software and tools (e.g., MS Office Suite, email, and calendar applications).
• Attention to detail and a high level of accuracy in work.
• Ability to work independently as well as part of a team.

Languages:

• Advanced English and Russian.
• Working knowledge of Kyrgyz, Tajik, and Kazakh would be an asset.

How to Apply

Ready to join our team? We kindly invite you to submit your application for this position by clicking the Apply button on this page. To facilitate a smooth application process, please create an account on our website. Be assured that the account setup and application steps are straightforward.

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

Applications will be reviewed when received. Early applications are strongly encouraged. Only shortlisted candidates will be contacted.

Review other job vacancies at: https://ucentralasia.org/career-opportunities