Campus Operations Senior Associate

ABOUT ALU

At the African Leadership University (ALU), we're more than just an institution—we're a catalyst for transformation. Our mission is to develop a new generation of ethical and entrepreneurial leaders who will shape Africa's future. Through our innovative curriculum, focus on experiential learning, and vibrant pan-African community, we empower students to become changemakers, problem-solvers, and innovators. At ALU, we're not just teaching; we're nurturing the leaders who will drive Africa's progress and prosperity in the 21st century

We are dedicated to fostering an open yet secure environment, balancing the safety of students, staff, and visitors with respect for individual rights, and safeguarding responsibilities.

HOW WE WORK

The ALU Team works in starkly different ways to traditional academic bureaucracies. We approach education from first principles, empower individuals to design, test, and implement creative new ideas, and work closely together to craft transformative learning experiences. We are deeply passionate about our students and excited by the challenge of building something entirely new.

The African Leadership University is committed to ensuring the safety and Well-being of all students under our care. As part of this commitment , we have a comprehensive safeguarding policy in place , which outlines our Zero-tolerance approach to any violation of safeguarding.

ABOUT THE ROLE

We are seeking a Campus Operations Senior Associate to support the daily operations of our ALU’s campus. The Campus Operations Associate will play a key role in ensuring efficient campus operations by providing administrative support, developing systems, managing performance, optimizing resources, maintaining safety, coordinating logistics, overseeing front desk, and managing procurement.

THE TEAM

The Operations Team is a vital part of ALU's mission, as we ensure the smooth functioning of the university's administrative, logistical, and technological infrastructure. We work collaboratively to provide top-notch support to our students, faculty, and staff, and are committed to maintaining a culture of excellence, innovation, and inclusivity. Our team regularly interacts with other teams such as student life, admissions, academics and finance to provide seamless support for the university's operations.

RESPONSIBILITIES

Administrative & Operational Support:

• Provide comprehensive administrative support, including scheduling, correspondence, and record management.
• Manage logistical aspects of departmental events and meetings.
• Process invoices, purchase orders, purchase requisitions and expense reports.
• Handle communications and maintain departmental records.
• Tracking inventory levels and stock movements. 
• Manage the operational support platform and ensure SLAs are consistently met.
• Tracking the location, condition, and performance of assets & ensuring accurate record and lifecycle management
• Generate weekly administrative task reports.

Systems Building and Tracking:

• Develop and document SOPs, policies, and protocols to standardize operational delivery.
• Conduct crisis simulations and implement emergency procedures.
• Formulate and track strategic and operational objectives.
• Manage Operations department dashboards and KPIs.

Performance Management:

• Track and report the operational performance of the campus using data-driven methods.
•  Manage service provider contracts and SLAs.
• Oversee the selection, training, and succession of external operations partners and student interns.
• Manage operations intern performance, and conduct regular reviews, including motivating them and keeping them focused on the department's objectives.
• Identify and implement customer service improvements.

Operational Excellence through Data & Systems:

• Improve the Customer Satisfaction Score (CSAT) of the campus operations
• Oversee reception operations, including mail distribution, courier services, office furniture maintenance, stationery inventory, meeting room bookings, visitor logs, and basic clerical tasks such as filing, photocopying, and data entry.
• Serve as the second point of contact for visitors and callers, managing escalated inquiries.
• Create a reception roadmap for new people and guests to have a great campus experience.
• Produce and secure accurate data on quality markers, with improvement in accuracy & providing monthly and quarterly reports.
• Optimize campus resource utilization and reduce overall campus operational costs while maintaining or improving student satisfaction.

Vendor Relations Management:

• Vendor Sourcing and Evaluation (Operations Specific): Conduct research to identify potential vendors based on quality, cost, and reliability; gather vendor information (capabilities, pricing, terms); assist in preparing and distributing Operations-specific request for quotations or proposals (RFQs/RFPs) while coordinating with Finance/Procurement as needed; contribute to bid analysis; and participate in vendor performance evaluation
• Manage Purchase Requisitions: Create accurate and complete purchase requisitions (RRs) with proper documentation, track their status, proactively follow up for timely approval, and maintain organized records.
• Coordinate Purchase Orders: Obtain official purchase orders (POs) from Finance/Procurement upon PR approval, distribute to vendors confirming receipt, and maintain a systematic record of issued POs and confirmations.
• Manage Customer Invoicing (Operations): Proactively request, verify for accuracy against POs/agreements, and forward customer invoices to Finance for timely processing, while maintaining a tracking log
• Payment Processing Support: Track payment status with Finance, communicate updates to stakeholders/vendors (as guided by Finance), and assist in resolving payment issues, escalating complex cases to Finance.
• Documentation and Record-Keeping: Accurately and systematically maintain all procurement documentation (requisitions, POs, invoices, vendor info, evaluations) in compliance with internal procedures and regulations.
• Communication and Collaboration: Communicate effectively with internal stakeholders (Operations, Finance) and external vendors, and collaborate with Finance/Procurement to ensure policy alignment.
• Process Improvement: Analyze procurement coordination within Operations to identify streamlining opportunities and provide recommendations for efficiency enhancements to the Operations Manager.

Other Duties:

• Perform other duties as assigned by the Campus & Facilities Operations Senior Manager.

Ensure the safety and well-being of all young persons and vulnerable adults with whom we deal,  by adhering to ALU’s comprehensive safeguarding policy, maintaining a zero-tolerance approach to any violations of safeguarding standards. 

REQUIREMENTS 

Qualifications

• Bachelor's degree in a relevant field.
• 3-5 years of experience in an operational support role.
• Strong organizational, communication, and analytical skills.
• Proficiency in Microsoft Office Suite.
• Experience with database management and systems development.
• Knowledge of performance management and KPI tracking.
• Understanding of safety and risk management principles.
• Experience with contract and vendor management.
• Experience with front desk or guest management.
• Experience with budget planning.

Preferred Qualifications

• Experience in higher education.
• Knowledge of relevant software/systems.

Skills

• Problem-solving
• Multitasking
• Customer service.
• Analytical skills.
• Project management.
• Systems development.
• Performance analysis.
• Risk assessment.
• Data analysis.
• Budget management.
• Vendor management.
• Logistics and event planning.
• Guest management.