Assistant Registrar – Grade Twelve (12) - (Directorate of Research, Publications and Innovation) at Maseno University

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