Background

Maseno University is a university based in Maseno, near Kisumu, Kenya, founded in 1991. It is one of seven public universities in Kenya.

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.

Qualifications and Requirements

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 have been at the level of Senior Administrative Assistant in a university set-up or equivalent position 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.

• 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.

• Proficiency in relevant computer applications, including word processing, spreadsheets, databases and electronic records management.

• 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;
• A registered member of a relevant professional body;