Administrative Assistant – Research Department at Management University Of Africa

JOB PURPOSE

• The Administrative Assistant will provide comprehensive administrative, clerical, and operational support to the Research Department. This role ensures smooth daily operations, assists faculty and research staff, supports research activities, and contributes to the efficient functioning of department programs, grants, and initiatives.

 KEY DUTIES AND RESPONSIBILITIES

• Manage day-to-day office operations, including scheduling, filing, correspondence, and document preparation.
• Serve as the first point of contact for internal and external inquiries related to research activities.
• Maintain department calendars, schedule meetings, and organize appointments for research staff and leadership.
• Prepare meeting agendas, minutes, and follow-up action items.
• Assist faculty and researchers with the preparation, formatting, and submission of research proposals and grant applications.
• Maintain records of ongoing and completed research projects, ethical approvals, and grant documentation.
• Support logistics for research workshops, seminars, and conferences.
• Coordinate communication between researchers, administrative offices, funding agencies, and external partners.
• Maintain updated databases of research projects, publications, funding sources, and collaborations.
• Ensure accurate and timely data entry for reporting requirements.
• Assist in preparing departmental reports, presentations, and research summaries.
• Process purchase requests, reimbursements, and invoices related to research activities.
• Monitor expenses and assist with budget tracking for research grants and department accounts.
• Coordinate procurement of materials, equipment, and supplies.
• Assist with documentation required for Institutional Review Board (IRB) or Ethics Committee submissions.
• Ensure compliance with university policies and funding agency requirements.
• Maintain confidentiality and secure storage of sensitive research documents.

 KNOWLEDGE, SKILLS AND EXPERIENCE

• Bachelor’s degree in Administration, Business, Social Sciences, or a related field.
• Additional training in research administration is an advantage.
• 1–3 years of administrative experience (preferably in higher education or research environment).
• Experience with data management, project coordination, or grant administration is a plus.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), Google Workspace, and document management tools.