Assistant Registrar



POST NO. 1295

Job summary:
The Assistant Registrar provides administrative support to the varying administrative and academic units of the University and supervises staff in his/her unit. This is the second level position for University academic administrators.

Duties and responsibilities:
1.1 Performs and monitors administrative activities, ensuring compliance with administrative procedures, policies, rules, regulations and statutes;
1.2 Assists in developing policies as they relate to admissions, registration, records, examinations and graduation;
1.3 Services Boards, Committees and Commissions of the University as required by serving members with papers, taking minutes and taking action within stipulated time frames;
1.4 Provides necessary support to key services including admissions, registration, records, examinations and graduation;
1.5 Handles students’ enquiries and advises them on programme and course selection;
1.6 Supports the work of all administrative units, faculties and institutes in procuring, storing and providing records to relevant bodies of the University;
1.7 Assists the Registrar in collecting reports from departments and disseminates all information to other administrative units, faculties and institutes in a timely manner;

1.8 Assists in the development, management and monitoring of the budget;
1.9 Maintains confidentiality, security, and safety of office documents by establishing security procedures;
1.10 Manages physical and electronic records in collaboration with the relevant supervisors;
1.11 Supervises day to day activities of staff under his/her direct supervision in compliance with Human Resource policies and procedures;
1.12 Works with staff under his/her supervision to develop performance plans, provides ongoing coaching and feedback;
1.13 Assists in following up on all recruitment issues, ensuring that contract renewals at all levels are made in line with policies and procedures;
1.14 Assists the Senior Assistant Registrar in disciplinary processes as may be required in consultation with the Human Resources;
1.15 Reviews the efficiency of administrative procedures within the service units and recommends improvements.
1.16 Performs other related duties that may be assigned from time to time.

Knowledge, skills and abilities:
2.1 Experience in working at senior levels for more than one immediate line manager at a time;
2.2 Excellent IT skills including a good knowledge of MS Office packages,
including Access database, and Excel spreadsheets for the maintenance
of student data, customer information, and/or similar office activities;
2.3 Demonstrate excellent communication and literacy skills with abilities to communicate with a range of clients orally and in writing, and an ability
to prepare reports, memoranda and correspondence related to work assignments;
2.4 Demonstrate an ability to plan time effectively and to organize oneself

with forethought, showing meticulous attention to detail and self-management skills;

2.5 Have decision-making skills and the ability to solve problems, prioritise workload and work on own initiative;
2.6 Ability to determine the need to revise procedures and instructions and to draft changes;
2.7 Ability to compute mathematical data, compare data from a variety of sources for accuracy and completeness, identify discrepancies and make corrections required for management decisions;

2.8 Ability to maintain good working relationships with others.

Minimum qualifications and requirements:
3.1 A Bachelor’s degree in Administration or Education. Master’s Degree will be an added advantage;
3.2 Five (5) years’ relevant work experience in an institution of higher learning;
3.3 Proven experience in staff supervision is required.

The University offers salaries and other benefits commensurate with qualifications and experience.

Employment type:
Permanent and pensionable terms of service

Information Required from Candidates:
(a) Application letters should state relevant qualifications, experience and any other information relevant to the position.
(b) Applicants should quote the post number for the position applied for.
(c) Comprehensive curriculum vitae (including telephone, and e-mail), certified copies of educational certificates and transcripts.
(d) Certified copy of identification document (passport / national ID).
(e) Provide names and contact details of three (3) professional referees (current or previous Employers, Lead Consultants or Project Managers).
(f) Application letters should bear signatures.
(g) Incomplete applications will not be considered.

Closing date for receiving full applications is 23rd July, 2021.

Applications should be emailed to [email protected]


DISCLAIMER: If you do not receive any response within three months after the closing date, you must consider your application unsuccessful.