About this role
MSU/ADM/DRPI/01/26
Requirements for Appointment
- A Master’s degree in Administration, Business Studies, Social Sciences or its equivalent from a recognized and accredited institution;
- A Bachelor’s degree in Administration, Business Studies, Social Sciences or its equivalent from a recognized and accredited institution;
- At least Ten (10) years relevant cumulative work experience, Three (3) of which should havebeen at the level of Senior Administrative Assistant in a university set-up or equivalentposition in a comparable organization;
- A registered member of a relevant professional body; and
- Proficiency in relevant computer applications, including word processing, spreadsheets,databases and electronic records management.
Duties and Responsibilities
- Prepare and coordinate divisional work plans, allocate duties, supervise administrative staff and monitor service delivery in line with University objectives and approved procedures;
- Support divisional strategic planning, budgets, performance targets and risk registers; consolidate implementation updates and prepare periodic performance reports;
- Maintain records of research activities, projects, investigators and outputs; coordinate administrative submissions and follow up approvals and reporting requirements with the responsible offices;
- Track and circulate funding opportunities, maintain submission calendars, and support the compilation and routing of proposal documents, institutional endorsements and supporting information;
- Maintain award files and reporting schedules; coordinate project start-up and close-out documentation, track administrative milestones and follow up outstanding actions with project teams;
- Liaise with finance, procurement and project teams on approved budgets, requisitions, expenditure information and supporting documents for donor reports and audits;
- Maintain a register of institutional partners, memoranda of understanding and agreements; coordinate review and approval processes, monitor renewal dates and follow up agreed activities;
- Support the preparation of institutional profiles, concept notes and donor engagement materials; maintain prospect and engagement records and coordinate follow-up actions;
- Provide administrative support for innovation disclosures, intellectual property documentation, incubation and commercialization activities; route matters to authorized technical and legal offices and maintain confidential records;
- Track required institutional, ethical, regulatory and donor documentation for projects, liaise with responsible offices and flag outstanding requirements and deadlines to the supervisor;
- Arrange divisional committee meetings, prepare agendas and papers, record minutes, communicate decisions and maintain action trackers for timely implementation.
- Organize meetings, workshops, training, partner visits, research dissemination events and innovation exhibitions in collaboration with relevant University units;
- Compile divisional reports and statistics, draft correspondence and notices, respond to administrative enquiries and coordinate approved information for internal and external stakeholders;
- Maintain secure, accurate and retrievable physical and electronic records of research, grants, partnerships, innovations and divisional administration, observing confidentiality and University retention procedures;
- Coordinate staff appraisal, training needs, development activities and related reports; process leave requests and maintain arrangements for continuity of service;
- Coordinate supplies, office logistics and asset records; monitor the proper use and maintenance of equipment and other resources in collaboration with responsible University offices;
- Liaise with schools, departments, researchers, partners, funders and University support units to resolve administrative matters and facilitate timely delivery of divisional activities; and
- Perform any other related duties assigned by the supervisor from time to time
Skills
DataResearch