SWOT Analysis & Key Performance Indicator

SWOT ANALYSIS

Strengths:

On strict directive of the Director of COMSIT, the A & O has the following:

1. Centralized oversight and coordination of critical administrative and operational services, including resource allocation, management and decommissioning.
2. Ability to streamline and standardize processes across all units.
3. Access to a diverse pool of skilled professionals within the units.
4. Potential for synergies and collaborative initiatives among the units.

Weaknesses:

1. Potential communication barriers or silo operations among  the units.
2. Difficulties in balancing competing priorities and demands from different units of COMSIT Directorate.
3. Potential resistance to change or new policies from unit staff.

Opportunities:

On strict directive of the Director of COMSIT, the A & O has the following:

1. Leverage digital transformation initiatives to enhance service delivery and operational efficiency.
2. Explore automation and process optimization opportunities across units.
3. Foster partnerships with external organizations for professional development or resource sharing.

Threats:

1. Rapid technological advancements outpacing the skills and resources of the units.
2. Budgetary constraints limiting investment in infrastructure, tools, and staff development.
3. Cybersecurity threats and data breaches posing risks to the institution’s digital assets.
4. Staff attrition and difficulties in attracting and retaining top talent.
5. Changing regulatory or compliance requirements impacting unit operations.

KEY PERFORMANCE INDICATORS (KPIs)

Director of Administration and Operations

1. Strategic Plan Implementation Rate: Percentage of strategic initiatives successfully implemented within the specified timeframe.
2. Policy Compliance Rate: Adherence to University policies and COMSIT objectives.

Head of Unit

1. Operational Efficiency: Reduction in operational bottlenecks and time taken to complete unit tasks.
2. Staff Performance: Average performance rating of unit staff.

Secretary

1. Schedule Management: Number of scheduling conflicts resolved and meetings arranged per month.
2. Administrative Task Completion Rate: Percentage of administrative tasks completed on time.

Administrative Officer

1. Task Efficiency: Time taken to complete routine administrative tasks.
2. Project Success Rate: Percentage of specific projects completed successfully and on time.

Clerical Officer

1. Document Accuracy: Percentage of documents filed accurately and timely.
2. Mail Handling Efficiency: Average time taken to manage mail and distribute documents.

Storekeeper

1. Inventory Accuracy: Accuracy of inventory records compared to physical inventory counts.
2. Procurement Efficiency: Time taken to procure supplies and equipment, and compliance with University procurement policies.

Systems Analyst

1. Data Analysis Quality: Quality and accuracy of data-driven insights provided.
2. Efficiency Improvement Rate: Percentage increase in efficiency of other COMSIT units based on recommendations.