The University of Nottingham Malaysia is seeking a detail-oriented and organised Administrative Assistant (Research Finance) to assist in financial administration and procurement processes related to research grants and projects within the Research and Knowledge Exchange (RKE) Hub. This is a 6-month temporary contract.
Key Responsibilities:
- Invoice Tracking and Monitoring: Create and maintain a database to monitor pending invoices, track invoice issuance status and outstanding balances, and ensure timely collection and regular updates of records.
- Financial Administration: Support financial operations by maintaining invoice details and assisting with payment processing, reimbursements, and claims, ensuring proper documentation and compliance with relevant procedures.
- Research Budget Monitoring: Assist with tracking research project budgets, monitoring expenditure, and preparing basic financial reports.
- Database and Records Management: Maintain accurate and up-to-date financial records in relevant systems, including the Research Information System (RIS) and other university databases, where applicable.
- Stakeholder Coordination: Liaise with academic and administrative staff to obtain the necessary financial information and supporting documentation, as required.
- Administrative Support: Provide general administrative assistance to the RKE Hub team to support day-to-day operations.
- Process Improvement: Assist in improving record-keeping practices, database management, and reporting processes where applicable.
Job Requirements:
- Bachelor’s level degree (any subject) or equivalent vocational experience relevant to the role.
- Excellent oral, written and communications skills in Bahasa Malaysia and in English.
- Excellent IT skills.
- Good working knowledge of Microsoft Office.
- Accuracy and attention to detail.
- Proven analytical and problem-solving capability.
- Substantial experience in a comparable and relevant role demonstrating general knowledge of technical, financial and professional practice,
- Accuracy, reliability and willing and adaptable to learn new skills and procedures as required by changing University procedures and legislation,
- Evidence of personal and professional development.
- Ability to work to deadlines.
- Ability to work effectively in a fast-paced environment and manage competing priorities.
- Ability to work independently, using initiative and sound judgement with minimal supervision.
- Understanding of research environment at higher learning institutions.