Job Details
Posting Date
09/03/2021 Expiry Date 09/04/2021 Job Reference Number: 1616-2021-03-09T14:53:41
Support Services Officer
Category Non Faculty Vacancies
College Departments
Department Office of Vice Chancellor For Medical & Health  Sciences
Job Purpose

The Support Services Officer will be involved in the coordination of all finance related activities of Medical researches. The coordination will start from the proposal submission from Faculty to finalization of contract with external supporters.

Main accountabilities & expectations
  1. Review of financial part of proposals for the commercial researches prepared by the Faculty and make sure that UOS have provided required overhead, margin etc. Assist Faculty to prepare financial part and costing of such proposals.Monitor the financial expenses of the research activities, including petty cash and managing advanced cash requests
  2. Facilitate the payment requests, purchase requests etc. from the received funds. Review the payment vouchers and attachments prior to forwarding to Research Funding Department, Office of VC for Research etc.
  3. Perform administrative and office support activities, duties may include filter phone calls, receive and direct visitors, type documents, create spreadsheets/presentations and filing.
  4. Prepare, revise, and update all consulting contracts with internal departments, external organizations and consultants. As well as, review and understand the terms of each contract and ensure the proper implementation of these terms.
  5. Organize presentations and meetings with the different stakeholders to highlight the consultancy and training services provided by the office.
  6. Manage the schedules for all projects in-progress, follow up on their status, and report any issues to the line manager to ensure the timely delivery of these projects.
  7. Follow up with the Financial Control and Operations Department regarding any expenses, payments or other financial matter related to projects implemented by the Office.
  8. Manage and update an accurate database of consultation activities, and contact information for consultants and clients.
  9. Maintain office related documents and financial records, by creating and updating an electronic and hard copy filing system.
  10. Arrange and schedule meetings as directed by the line manager, and notify attendees and coordinate with them, as well as prepare and distribute the minutes of meeting.
  11. Prepare various reports, data collection, analysis and statistics related to Office of Scientific and Consultancy Services when requested by the line manager.
  12. Complete any other job-related tasks as assigned by line manager within the expected time limit.

Job Specific Accountabilities

Operational Plans

1. Participate in developing the department's operational and business plans, and contribute in the execution of same in line with the department's strategy in order to support the achievement of the department's strategic objectives.

 

Continuous Improvement

2.  Provide input to enhance the department's policy and procedures, and follow all relevant processes, standard operating procedures, and instructions to ensure that work is carried out in a controlled and consistent manner.

 

Systems, Processes and Reports

3.  Generate relevant reports and ensure that they are prepared timely and accurately, and meet the department's requirements and standards.

Required Skills
  • Excellent verbal and written communication in business in both Arabic and English.
  • Proficiency in MS office applications.

Preferred Qualification & Experience

  • University Degree or College Diploma with minimum two Year Experience in Management, Accounting
  • Experience working in a higher education setting.


Job Location University of Sharjah (Main)
Competencies

Behavioral CompetencyDescription
Integrity & Respect
  • Promote an openness, honesty and sincerity work environment in all communications with both internal and external customer.
  • Respect UOS core values, the dignity and culture-diversity of all members of the university's community.
Adaptability
  • Demonstrate flexibility in the face of change and respond positively to unexpected and rapidly changing work conditions.
  • Open to new ideas and initiatives relevant to own area of work.
Communication
  • Able to communicate effectively with a wide range of colleagues, by showing interest and carefully listening to their needs.
  • Keep people accurately informed and up to date.
  • Use clear, understandable language appropriate to the receiver.
Organization
  • Time Management: Determine the appropriate allocation of time.
  • Task Management: Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
Conflict Management
  • Address conflicts by focusing on the issues at hand to develop effective solutions when disagreements occur.
  • Work to resolve conflict among team members by showing respect for others' opinions and working toward agreeable solutions.
Accountability & Accuracy
  • Deliver work of a high standard of quality and according to procedures, rules and  regulations.
  • Accept full responsibility for self and contribution as a team member.
  • Display a strong commitment to organizational success.


Job Criteria
Gender Male or Female
Qualification Certification/diploma
Relevant Experience 2 or more
Living In UAE Open for all
Job has been Closed