Job Description

A Branch Administrative Officer (BAO) in the research field typically oversees administrative functions within a specific branch or unit of a research organization or academic institution. Their job description (JD) may vary slightly depending on the exact nature of the institution, but the main responsibilities would generally include the following:
Job Title: Branch Administrative Officer (Research Field)
Key Responsibilities:
Office Management:
Coordinate and supervise day-to-day administrative functions of the research branch.
Organize and maintain the physical and electronic filing systems.
Ensure the office space is well-organized, equipped, and optimized for researchers.
Financial Management:
Monitor and manage budgets for the research projects within the branch.
Assist in preparing financial reports and forecasts related to research funding.
Handle invoices, payments, and financial records in coordination with finance teams.
Support Research Operations:
Assist with scheduling meetings, seminars, and workshops related to ongoing research projects.
Support researchers with procurement of materials, equipment, and services needed for research.
Ensure compliance with relevant regulations, safety protocols, and ethics requirements for research activities.
Human Resources Coordination:
Manage staffing requirements, including recruitment, onboarding, and training of administrative and support staff.
Maintain records of research staff, including contractors, students, and researchers.
Support the branch in performance reviews, leave management, and other HR functions.
Research Documentation & Reporting:
Assist in compiling and reviewing research documents, reports, and publications.
Ensure timely submission of research progress reports, papers, and other relevant documents.
Maintain accurate and up-to-date records for institutional compliance or audits.
Liaison and Communication:
Serve as a point of contact for internal and external stakeholders, including researchers, faculty, students, funding agencies, and other institutions.
Draft correspondence and handle communication between researchers and other departments or partners.
Organize and support events, conferences, or presentations that the research branch is involved in.
Inventory and Procurement:
Oversee inventory management, ensuring all research supplies and equipment are available as needed.
Coordinate with vendors and suppliers for procurement and delivery of materials.
Compliance and Documentation:
Ensure adherence to institutional policies and regulatory requirements in all administrative and research processes.
Maintain documentation related to intellectual property, grants, ethical approvals, and project agreements.
Qualifications:
Education: A bachelor's degree in business administration, management, or a related field. A degree or background in a research-oriented discipline can be an advantage.
Experience: 3-5 years of administrative experience in a research or academic environment, with knowledge of research processes and operations.
Skills:
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and research management tools.
Basic financial literacy (budgeting, invoicing, financial reporting).
Attention to detail and the ability to manage complex tasks efficiently.
Familiarity with research ethics and compliance requirements.

Skills Required