Ingrid Liekens

In my role as Sr Specialist Research Grant, I follow up on all matters related to the internal Research Incentive Fund, covering purchasing, expenditure, publications, etc. I am also the coordinator for external grants given to faculty at the university. I am in charge of the Research workshops held at the University (topic selection, presenters, location, etc). I am establishing a more hands-on follow-up system to ensure that grant money given gets spent within the time allocated for the research project. I am working on office procedures manuals, PI manuals, establishing work-flow charts, doing a policy-gap analysis, etc

Establish uniform procedures and practices for correspondence.
Manage Director’s calendar.
Screen telephone calls.
Establish, organize and maintain paper and computer records management/file systems.
Coordinate meetings or events by securing location and other appropriate arrangements; prepare and issue information and agendas, coordinating speakers, process minutes or other necessary follow through information.
Review documents for the Director and make recommendations.
Prioritize incoming items.
Update the Director on progress of activities and events.
Maintain Director’s Agenda.
Implement directives and projects sent through the Office of the Director, monitor their progress.
Plan, organize and execute programs, projects and other assignments.
Draft memos and general office messages for the Director.
Attend meetings.
Assist in planning and organizing visits to NRF.
Organize with ZU HR Department recruitment of new staff; key HR responsibilities include writing Job Descriptions, select, interview, contract preparation, hiring the right candidates for the right positions.
Maintain personnel files, receive leave requests and enter employee data
Ensure protocol is implemented when working with senior officials of government, industry, and higher education.
Handle Travel and Hotel arrangements for visitors and team.
Attend to visitors’ needs as and when required
Source and negotiate prices for office material, give-aways and VIP gifts.
Source and negotiate prices for catering and set-up of office events.
Maintain Office Petty Cash.
Issue payment requests
Follow-up with Finance Department on payments
Coordinate with HR department regarding sick / annual leave of personnel.
Follow up with office boy and cleaning crew.
Organize driver schedule
Coordinate with Campus Physical Development Office regarding matters related to the building maintenance.
Coordinate regarding use of meeting rooms and other facilities.

General correspondence with the Deans; Prepare internal correspondence and with outside parties; Attend weekly Deans’ Council meetings, prepare minutes and ensure proper follow-up on action items requested during the meeting; Maintain proper filing system; Research data needed for speeches and presentations; Prepare presentations; Coordinate with the other Assistants; Follow-up on general running of the Provost’s office; Liaise with other Universities on behalf of the Provost

General correspondence with the GM’s, Division and Department Managers throughout the Group on behalf of the CEO; In absence of the CEO, prepare certain correspondence pro-actively for review by the CEO prior to sending it out; Daily follow-up of all the activities of the Group, coordinating between the Country Managers, General Managers and the CEO; Maintain database for ongoing projects of joint ventures, mergers and acquisitions; Coordinate between the various parties involved in joint ventures, mergers and acquisitions; Attend management and coordination meetings and prepare minutes; Based on meetings, prepare action lists for people concerned and follow-up on execution of necessary actions; Prepare meeting documents; Prepare presentations and speeches; Prepare trip files for the many business trips of the CEO; Part of the Editorial team of the in-house bi-monthly magazine distributed throughout the Group and to suppliers

Meet clients for general follow-up; Meet clients to capture the requirements for their website; Brief web-designers on requirements; Prepare quotations for the design and maintenance of the client’s website; Free lance: prepare web content for some of the clients, and with the knowledge of the management

Enter sales orders in system; Follow-up and order stock for the European Warehouse; Calculate job loss/profit for each order; Issue invoices and follow-up on payments due with the salespeople

Prepare general correspondence; Prepare meetings with participants from all over Europe; Compare translations on Green paper regarding postal services to original document

Handle reception area; General correspondence for the Finance Manager and Vice-President of the company; Distribution of inter-company mail