Meru University of Science & Technology (MUST), in collaboration with the Federal Institute for Materials Research and Testing (BAM) in Germany, is implementing a groundbreaking research project titled Circular bio-based intelligent organic and oxide engineering ecosystems – From multiple heterogeneous sources to homogeneous high-tech materials supply streams (Circular B-I/O). This innovative project is funded by the Volkswagen Stiftung foundation and represents a strategic collaboration that combines research expertise, knowledge exchange, and sustainable development practices.
The project aims to create sustainable circular engineering ecosystems by transforming multiple heterogeneous materials into uniform high-tech supply streams. Through this initiative, the institutions involved seek to generate impactful knowledge, build research capacity, and advance global discussions around circular economy systems. To support the successful implementation of this project, Meru University of Science & Technology is inviting applications from qualified candidates for the position of Project Support Officer / Project Secretary.
This position will play a critical role in ensuring that administrative, organizational, and project-related support functions are carried out efficiently and effectively. The successful candidate will work closely with the project team, stakeholders, and partner institutions to maintain seamless communication, documentation, and logistical support.
Job Title: Project Support Officer / Project Secretary
The Project Support Officer / Project Secretary will serve as an integral member of the project management team. The position will combine both administrative and coordination responsibilities, requiring the individual to be proactive, detail-oriented, and highly organized.
The individual selected for this position will provide direct support to project leadership, ensuring that the day-to-day administrative and logistical needs of the project are met. The role will also support the alignment of internal project requirements with external stakeholder expectations, enabling smooth collaboration between Meru University of Science & Technology, BAM in Germany, and other project partners.
Key Duties and Responsibilities
The role of the Project Support Officer / Project Secretary is multifaceted. It covers administrative, organizational, and operational functions essential to the success of the project. The key responsibilities are as follows:
a) Manage and maintain schedules, appointments, and calendars
The officer will be responsible for organizing and managing the schedules of project staff and leadership. This includes booking appointments, setting up meetings, and ensuring that all project-related commitments are documented and adhered to.
b) Handle incoming correspondence, emails, and phone inquiries
The role requires prompt handling of all communication channels, including emails, letters, and phone calls. This ensures that communication with internal staff, external stakeholders, and partners is maintained at a high standard.
c) Prepare, format, and distribute reports, presentations, and other documents related to the projects
The officer will be tasked with preparing official project reports, research summaries, presentations, and other documentation. This involves formatting documents according to required standards, ensuring accuracy, and distributing them to the appropriate audiences.
d) Coordinate meetings, workshops, and conferences, including logistics and materials preparation
One of the core responsibilities will be to organize and coordinate project meetings, workshops, and conferences. This includes handling venue arrangements, invitations, preparation of agendas, coordination of travel logistics, and preparation of meeting materials.
e) Maintain organized records of institute activities, research data, and administrative files
Accurate and well-organized record-keeping is critical to this role. The officer will ensure that both physical and digital records related to the project’s activities, correspondence, and research data are maintained and updated regularly.
f) Assist with budget tracking, invoicing, and procurement processes
The officer will support financial and budgetary processes by tracking expenses, assisting in the preparation of invoices, and supporting procurement activities. This includes ensuring compliance with institutional financial policies.
g) Support recruitment activities, including scheduling interviews and onboarding new staff or interns
The officer will provide administrative assistance during recruitment processes, including arranging interviews, corresponding with candidates, and supporting onboarding processes for new project staff or interns.
h) Liaise with internal teams, external partners, vendors, and stakeholders effectively
The position requires strong communication and liaison skills to maintain positive relationships with multiple stakeholders. This includes ensuring that information flows smoothly between internal project teams, external collaborators, and partner institutions.
i) Ensure compliance with institute policies and procedures
The officer will be responsible for ensuring that all project activities are carried out in accordance with the policies and regulations of Meru University of Science & Technology.
j) Perform general office duties to ensure a smooth workflow
Additional tasks will include general administrative duties such as filing, office supply management, and providing support to project staff as needed to ensure uninterrupted workflow.
Key Skills and Personal Attributes
To perform the above duties effectively, the candidate is expected to demonstrate the following skills and attributes:
i) Strong analytical, organizational, and communication skills in both English and French (oral and written).
ii) High levels of motivation, independence, and self-discipline with strong administrative skills.
iii) Ability to work effectively as part of a team in a dynamic and multicultural environment.
iv) Personal integrity, professionalism, and attention to detail.
Qualifications
i) Diploma in Business Administration, Secretarial Studies, Education, or an equivalent qualification.
ii) Proficiency in French language will be an added advantage.
Application Guidelines
Interested candidates are invited to submit their applications in line with the following requirements:
i) Applicants should send a motivation letter, certified copies of academic certificates, and a detailed curriculum vitae (CV). The CV should include information on qualifications, professional experience, and at least three referees with their telephone numbers and email addresses.
ii) Application documents should be addressed to:
Director
Institute of Cement & Concrete
Meru University of Science & Technology
P.O Box 972-60200
Meru-Kenya
iii) Application documents must be compiled into a single PDF file and emailed to: [email protected]
iv) The closing date for receipt of applications is 17th September, 2025 at 5:00 pm EAT.
v) Only shortlisted candidates will be contacted for further processes.
vi) For any enquiries, applicants may contact: Ms. Emily Mukiri, Email: [email protected]
Conclusion
The Project Support Officer / Project Secretary position offers a unique opportunity to contribute to an internationally funded research initiative that focuses on advancing sustainable materials ecosystems. The position requires a professional who is detail-oriented, skilled in administration, and capable of supporting a diverse range of project activities.
Candidates who meet the qualifications and possess the required skills are encouraged to apply within the stipulated deadline. This is a competitive opportunity to be part of a collaborative research initiative with global relevance and impact.
