Standard Operating Procedures

I. PURPOSE: This SOP defines the roles, responsibilities, and operational procedures for the Administration and Operations unit within the COMSIT Directorate. The aim is to ensure efficient and effective support of all COMSIT units and the University of Ilorin.

II. SCOPE: This SOP applies to all staff members of the Administration and Operations unit, including the Head of Unit, Secretary, Administrative Officer, Clerical Officer, Storekeeper, and Systems Analyst.

III. RESPONSIBILITIES & REPORTING STRUCTURE:

1. Director of Administration and Operations: Overall responsibility for the unit’s strategic direction, performance, and alignment with University ICT policy and COMSIT objectives. Reports directly to the Director of COMSIT.
2. Head of Unit: Day-to-day management of the unit, ensuring efficient operations and adherence to this SOP. Reports directly to the Director of Administration and Operations.
3. Secretary: Provides administrative support to the Head of Unit, managing schedules, correspondence, and meetings. Handles day-to-day administrative tasks. Reports to the Head of Unit.
4. Administrative Officer: Assists the Secretary, handles routine administrative tasks, and may lead specific projects as assigned. Reports to the Head of Unit.
5. Clerical Officer: Manages mail, documents, and filing systems, ensuring accurate record-keeping. Reports to the Head of Unit.
6. Storekeeper: Maintains inventory of unit supplies and equipment, manages procurement processes (in accordance with University policy), and ensures proper storage and security. Reports to the Head of Unit.
7. Systems Analyst: Supports the Head of Unit in analyzing the performance of other COMSIT units, providing data-driven insights to improve efficiency. Reports to the Head of Unit.

IV. OPERATIONAL PROCEDURES:

1. Communication: A centralized communication system (e.g., shared drive, collaboration software) must be used for all official communication within the unit and with other COMSIT units. Clear communication protocols (including response times) will be established and regularly reviewed. Regular team meetings, shall be held.
2. Document Management: A robust document management system (DMS) will be implemented to store, manage, and access all unit documents. Access control will be strictly enforced, following University IT security policies. Version control and an archiving system will be in place. The DMS should conform to University standards for document retention and disposal.
3. Project Management: The unit will adopt a formal project management methodology (e.g., Agile, Waterfall) for managing all projects. Projects will be initiated with a clear scope, timeline, budget, and assigned team members. Progress will be tracked and reported regularly. This includes documenting decisions, risks, and potential issues.
4. Risk Management: A process for identifying, assessing, and mitigating risks to unit operations will be established and regularly reviewed. The unit will develop and implement a risk register, updated and monitored regularly.
5. Performance Measurement: Key Performance Indicators (KPIs) from the provided blueprint will be tracked and reported regularly (monthly or quarterly reports). This data will inform continuous improvement initiatives. KPIs should be tied to strategic objectives defined by the Director of Administration and Operations.
6. Escalation Procedures: A clear escalation path is defined for issues and problems (see Line of Command above). Any issues not immediately resolvable by the designated staff should be escalated to the next level of responsibility in a timely fashion. This will ensure efficient problem-solving.
7. Training and Development: Staff will receive regular training to maintain proficiency in relevant software, systems, and administrative procedures. This will include training on new technologies, security protocols, and best practices in university administration.
8. Compliance: The unit will strictly adhere to all relevant University policies, procedures, and regulations regarding finance, IT security, data privacy, and human resources.

LINE OF COMMAND

Administrations

1. Director of Administration: Overall responsibility for unit administration and operations
2. Unit Head: Deputize for Director
3. Secretary:  Support the chairperson and oversees administrative tasks.
4. Administrative Officer:  Assists the Secretary and handles day-to-day administrative duties

Operations

1. Director of Operations: Oversees unit operations and implements strategic plans.
2. Program Manager:  Responsible for specific programs or projects within unit.
3. Operation Officer: Support program managers and handle operational tasks
4. Human Resources Department:  Oversees recruitment, training, and personnel management
5. Information Technology Department:  Manages IT/ infrastructure, systems, and support
6. Steering Committee: Provides strategic guidance and oversight.
7. Technical Committee: Provides technical expertise and advice

DOCUMENT CONTROL

1. Version: 
2. Effective Date: 
3. Review Due Date: 
4. Prepared by: 
5. Approved by: 
6. Distribution:

 Document Control Procedure

1. Document Creation – create documents by authorized personnel using approved format
2. Document Review
3. Document Distribution
4. Document Storage
5. Document Revision
6. Document Retirement