CORE PURPOSE OF JOB

SAIMI seeks to appoint a Research Administrator to independently coordinate research activities, including administration of the research repository and to provide secretarial support to the research office.

The position reports to the Research Director.

KEY PERFORMANCE AREAS

1.     Research Administration

1.1    Comply with NMU research publication management system requirements.

1.2    Managing the schedule/calendar of the Research Director and staff.

1.3    Organizes and coordinates meetings, workshops, conferences, book launches and other special events, as required.

1.4    Provide secretarial services to the SAIMI Think Tank Forum.

1.5    Organize research workshops and seminars.

1.6    Deal efficiently, effectively and provide excellent customer care with all client queries.

1.7    Answer phone and respond to telephonic enquiries from internal and external customers; take messages or redirect calls to the correct department/ person

1.8    Manage various administrative processes and type documentation/ letters/reports/ agendas and minutes to effectively support the work of the department.

1.9    Liaise with various personnel within SAIMI as well as external stakeholders in the execution of these duties.

1.10 Facilitate all official travel and ensure all necessary arrangements are made for meetings to be held out of the office.

1.11 Perform other secretarial duties within the scope of the position as assigned by the direct line manager.

2.     Knowledge Management

2.1    Administration of SAIMI as a center of knowledge and information sharing to service the maritime sector.

2.2    Implement and maintain a systematic filing system for the Department (both hard copy and electronic).

2.3    Maintain departmental information and documents on the shared departmental intranet site or website as may be required.

3.     Financial Administration

3.1    Comply with NMU Finance policies and procedures.

3.2    Responsible for financial administration on Financial ITS system which includes the processing of requisitions for goods and services as required.

3.3    Provide information to assist managers to prepare the draft budget.

3.4    Maintain records of subsequent budgetary expenditure within the office.

3.5    Assist in monitoring budget by providing information as to the budget spent and discuss possible corrective action with line manager.

4.     Human Resources Administration

4.1    Maintain HR-related records for the unit.

4.2    Facilitate system and facilities access for staff, contractors and/or students and provide policy and process information.

5.     General Office Administration

5.1    Provide secretarial support and research office administration.

5.2    Handle routine and general correspondence where appropriate.

5.3    Circulating important correspondence, reports, minutes, and other information for easy access by staff.

5.4    Coordinate all aspects of meetings, workshops, conferences, and teleconferences; and informing staff and external stakeholders timeously of the events.

CORE COMPETENCIES

• Research management knowledge and experience.
• Support research associates in the development of proposals and related financial narratives and budgets.
• Knowledge and experience of MS Suite applications.
• Interest and/or experience in a field relevant to the maritime economy.
• Orientation to applying research to advance human and socio-economic development.
• High-level English language skills; additional languages an advantage.
• High level computer literacy and knowledge of Microsoft applications
• Ability to coordinate competing priorities, meet demanding deadlines and work under pressure.
• High level of integrity and commitment to professional responsibilities.
• Excellent interpersonal and communication skills.
• Team orientation.

REQUIREMENTS

• Diploma in maritime studies or similar. Additional qualification will be an advantage
• Minimum 2-5 years’ research administration experience.

ADDITIONAL INFORMATION e.g. Contact person and telephone number, e-mail; etc.