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Posted Jun 19, 2023 596 views
- Seamless administrative processes, coordination and day-to-day operations of a research office of international collaborative research projects in mental and physical comorbidity.
- In line with the necessities of the research projects, overseeing and contributing to modifications or development of office administrative systems and procedures, whenever required.
- Warranting controls and measures to ensure the accuracy and timeliness of the research project.
- Provision of effective and efficient administrative support to senior research management, including the coordination of their diaries, arranging internal and external, virtual as well as face-to-face meetings.
- Maintaining effective and timely coordination with the project leads, international collaborating partners, local research team and stakeholders.
- Maintaining efficient and swift email/telephonic/WhatsApp correspondences with the research management, local and international partners, and stakeholders
- Organizing online and in-person research team meetings and sending efficiently the invitations to all the attendees.
- Efficient compilation and dissemination of the meeting agendas.
- Recording, drafting and disseminating the meeting minutes along with the accompanying documents of all local and international team meetings.
- Ensuring the timely dissemination of information to the appropriate people.
- In a timely and efficient manner, acquiring and recording all the information pertinent to the research projects, compiling detailed summary reports, monthly/quarterly/annual project reports and disseminating them to the collaborators, lead organization, stakeholders, community advisory panels and/or funders.
- Application of good working knowledge of departmental/ service administrative systems to answer research-related queries and resolve problems from local and international team members.
- Proficiently typing, recording and timely disseminating research project administration-related documents in Microsoft Office (Word, Excel, Access, and PowerPoint), creating backups in Google Drive and hard drive.
- Proficiently preparing PowerPoint presentations related to the research projects, if needed.
- Arranging the development of quality communication materials for instance supervising the processes of acquiring the quotations of designing & printing from vendors, drafting, printing and distribution (e.g. newsletters, Pena flex, posters, infographics, leaflets, pamphlets, literature, research materials, ethical board applications, progress reports, conference presentations etc)
- Maintaining close liaison with the mass media to facilitate media/ photo coverage/video developments and record all photo reports.
- Actively planning, organizing and maintaining logistical support to the research projects for instance data collection, intervention delivery sessions, community & stakeholders’ engagement, blood sample collection and transportation, workshops, training courses, blood reports collections etc
- Keeping liaison with all the research, clinical and support teams or relevant persons regarding logistical support and management for setting up the study sites.
- Organising and providing logistical as well as administrative support for all aspects of conferences, field visits, team visits, annual events, stakeholders' events, community advisory panel meetings etc.
- Organising travel & subsistence and accommodation arrangements of the local team and if required international visitors for all the events related to the research programmes like conferences, meetings, field visits, annual events, stakeholders' events, community advisory panel meetings etc.
- Procurement, insurance, storage, handover, receiving and record keeping of research office and project-specific equipment and assets.
- Inventory and asset management related to the research programmes including the processes of their repair and maintenance.
- Administrating logistics to ensure that the research office is stocked with necessary supplies and that all equipment is well maintained, working properly and tagged.
- Develop inventive and cost-effective procurement strategies. Controlling the procurement budget and promoting a culture of long-term savings on procurement costs. Sourcing and engaging reliable suppliers and vendors. Negotiating with suppliers and vendors to secure advantageous terms.
- Processing procurements, purchases, requisitions, invoices and orders regularly, making effective use of the institution's financial and administrative process as required. Preparing procurement reports.
- Review existing contracts with suppliers and vendors to ensure ongoing feasibility. Building and maintaining long-term relationships with vendors and suppliers.
- Approving purchase orders and organizing and confirming delivery of goods and services.
- Performing risk assessments and maintaining the risk registers.
- Drafting, recording, printing and disseminating documents related to projects and studies eg site and staff contracts, Memorandum of Understanding, due diligence, vendor agreements/contracts, work orders, purchase orders and quotations
- Overseeing and managing the IT systems related to administration and coordination
- Ensuring effective implementation of the human resource policies, managing and maintaining HR database(s).
- Processing the job advertisements, shortlisting, interviewing, hiring and recruiting research and supporting staff, and maintaining a smooth onboarding process through proper preparation, documentation and record of offer letters, appointment letters, employment contracts, joining letters, extension addenda, termination letters, recommendation letters, visa facilitation letters, experience certificates etc
- Maintaining attendance and leave records
- Collating weekly time sheets and conducting staff performance reviews.
- Maintaining and updating employee personnel files with all necessary documents.
- Developing clear policies and ensuring policy awareness.
- Resolving conflicts through positive and professional mediation.
- Handling workplace investigations, disciplinary, and termination procedures.
- Maintaining safeguarding, workplace health and safety compliance, and ensuring employee and workplace privacy.
- Assisting in the maintenance of the research project web pages, WhatsApp groups, and Twitter accounts and updating content as required.
- Line management of the junior administrator/office assistant or any other junior supporting staff.
- Performing any other tasks or responsibilities that fall within the scope of the job, as allocated by the line manager/supervisor following consultation with the post holder.
Skills
Problem Solving and Conflict Resolution
Multitasking
IT and Software Proficient
Planning and Execution
Openness and Accountability
Planning and Innovation
Strong Administrative and Organisational Skills
Punctuality
Promptitude and Time Management
Administrative As stance
Teamwork and interpersonal skills
Professional Meeting Minutes Management
Professional Reporting
Communication Written and Spoken
Job Details
Industry:
Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Gender:
No Preference
Minimum Education:
Masters
Degree Title:
Masters in Public Health (with or without MBBS), Masters in Public Administration, Masters in Health Sciences, Masters in Business Administration, Masters in development Sciences, Masters in Psychology, Masters in Social Sciences
Career Level:
Experienced Professional
Minimum Experience:
3 Years
Apply Before:
Jul 20, 2023
Posting Date:
Jun 19, 2023
Work Environment
Supervisor’s gender:
Female
Percentage of female coworkers:
60-69%
Rawalpindi Medical University
Services · 1-10 employees - Rawalpindi
Institute of Psychiatry, Benazir Bhutto Hospital, Rawalpindi Medical University
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