Special Assistant, Vice President of Administration and Development

The Special Assistant to the Vice President for Administration and Development (VPAD serves as the primary executive, advisory, and operational assistant to the Vice President. This role bridges executive leadership with the administrative, financial, human resource, general services, infrastructure, and campus service units.

Key Roles & Responsibilities

Executive & Advisory Support

      Policy & Strategy Advice: Assists the VPAD in formulating, updating, and enacting operational procedures, guidelines, and administrative policies across the university.

      Issue Briefing & Case Analysis: Reviews administrative, legal, and operational matters submitted by directorates and external stakeholders, providing synthesis notes and evidence-based recommendations to the VPAD.

      Special Project Leadership: Directs ad-hoc administrative initiatives, institutional task forces, and crisis response directives delegated by the VPAD.

Operational Coordination & Oversight

ü  Cross-Directorate Liaison: Coordinates activities between the Office of the President, the VPAD executive wing, and underlying directorates (Human Resources, Procurement & Property Administration, Engineering & Maintenance, General Services, Transport, Peace & Security, wealth development and revenue generation and Student Services).

ü  Communication Routing: Directs incoming correspondence, official directives, circulars, and institutional letters to the appropriate administrative units for action.

ü  Resolution of Administrative Escalations: Follows up on operational bottlenecks, administrative grievances, and service delivery issues raised across university campuses.

Planning, Budgeting & Performance Monitoring

ü  Strategic & Annual Planning: Collaborates with department heads to compile, monitor, and evaluate the VPAD sector’s annual operation plans and human resource development frameworks.

ü  Resource & Procurement Vetting: Reviews procurement proposals, resource allocation requests, and financial usage against government procurement directives and approved budget limits before final submission to the VPAD.

ü  Performance Reporting: Consolidates, evaluates, and submits periodic performance reports, audit responses, and operational reviews to higher governing bodies.

Governance & Administrative Protocol

ü  Meeting & Docket Preparation: Prepares agendas, compiles supporting briefs, records official minutes, and coordinates forum schedules for administrative council and senior management meetings chaired by the VPAD.

ü  Decision Follow-through: Tracks the implementation of administrative decisions, board resolutions, and management action items using systematic checklist controls.

ü  Protocol & Stakeholder Engagement: Coordinates official visits, institutional partnerships, and inter-agency working agreements involving the VPAD office.

Email: derbe.hailu8@gmail.com

Phone number +251 911459491