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Vacancies

INTERNAL ADVERTISEMENT
VACANCY FOR POSITION OF Assistant Dean of Men

Applications are invited from suitably qualified candidates for the position of Assistant Dean of Men at the University of Eastern Africa, Baraton.  The Assistant Dean of Men shall report to the Dean of Men.

Job Title:  Assistant Dean of Men

Job Classification:  Full-time Position

Department:  DVC Student Affairs and Services

Available: August 1, 2019

Required Minimum Qualifications and Experience
  1. Bachelor’s degree in Education/Psychology/Counseling/Theology/Religion or its equivalent from an accredited university;  
  2. He shall be required to have at least two years working experience in a university or college setting.
  3. Certification in Couseling Psychology will be an added advantage.
  4. Be proficient in the use of computers especially School/Student Management System, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access, Microsoft Outlook, E-Learning and Internet.
  5. The Assistant Deans will have to earn a Master’s degree to be able to ascend to the position of Dean of Men.
JOB DESCRIPTION FOR THE ASSISTANT DEAN OF MEN

Reports to: Dean of Men 

Duties and Responsibilities
I. Financial Stewardship and Discipline
  1. be required to work with the Dean of Men in the preparation of the proposed annual budget for the Men’s Halls of Residence and ensure that the proposed annual budget has no financial deficit before submitting to the Deputy Vice-Chancellor for Student Affairs and Services through the Dean of Men within the stipulated deadline; 
  2. be required to reduce the overall cost or wage bill of students on work program in the Men’s halls of residence;
  3. be required to minimize the overall operating expenses of the Men’s Halls of Residence;
  4. be required to ensure that the financial operations of the Men’s Halls of Residence are within its budgets;  
  5. be required to ensure that only registered students are allowed to stay in the halls of residence in order to reduce financial losses to the university. Official administrative board’s approval shall be required for any unregistered student to stay in the halls of residence;
  6. be required to ensure that only registered students are allowed to use cafeteria services in order to reduce financial losses to the university. Official administrative board’s approval shall be required for any unregistered student to use cafeteria services; 
  7. be required to use Procurement Office and follow the university procurement processes for purchases of goods and services;
  8. be required to maintain the copies of requisition forms, Goods Received Notes, assets registers and other financial documents and keep in safe custody by the Dean of Men; 
  9. be required to minimize the cost or expenditure on matriculation, committee meetings, travel expenses, etc.;
  10. be required to submit regularly all financial reports for all advances made by the university;
  11. be required to submit all financial claims for services rendered or expenses paid in advance on behalf of the university;
  12. be required to submit requests for engagement of students on work program in the Men’s Halls of Residence to the DVC SAS and Student Work Study Program Office at once for financial considerations and approval by the Administrative Board at least two (2) months before the semester/trimester begins;
  13. be required to ensure that there is no wastage of cleaning and other resources in the Men’s Halls of Residence;
  14. be required to ensure that there is no pilferage of supplies acquired for use in the Men’s Halls of Residence.
II. Core Mandate: Men’s Halls of Residence Students
  1. be required to effectively supervise staff under him;
  2. be required to serve as a member of the Student Affairs Committee, Residence Deans’ Council and other university committees;
  3. be required to actively participate the revision of the Student Handbook in consultation with the Dean’s Council and facilitate its publication at least one year (12 months) before the expiry of the current Student Handbook;
  4. be required to assist the Dean of Men in the installation and/or maintenance of appropriate dress code or attire posters on strategic locations within the university;
  5. be required to enforce appropriate dress code or attire among all university students. To avoid distractions, students are not allowed to wear: 
    1. Sheer Top Dress (Transparent)
    2. Crop Top Dress (Open Middle Body Section)
    3. Sleeveless dresses
    4. Mini Skirts
    5. Tight dresses 
    6. Off-The-Shoulder Blouse
    7. Clothes with Spaghetti Straps
    8. Flip Flop Dress
    9. Flip Flops (Slippers)
    10. Pajamas 
    11. Low-Rise Pants
    12. Torn Jeans
    13. Statement Sleeves
    14. Plunging V-Neck
    15. Stilettos (Shoes)
  6. be required to maintain discipline and decorum and ensure that students are not allowed to practice Public Display of Affection within the university campus;  
  7. be required to ensure that all male boarding students attend chaplaincy services as part of the university appointments; 
  8. be required to ensure that all male boarding students attend university appointments and take note of any who may not comply with attendance at university appointments and bring such cases to the attention of the DVC SAS for appropriate action;
  9. in consultation with the University Chaplain, conduct effective and informative separate worship programs for hall residents; 
  10. be required to constantly track students’ activities on social media sites, obtain critical information about students’ discussions groups and report to the DVC SAS through the Dean of Men of any suspicious activities; 
  11. be required to provide solutions to all student complaints, questions and concerns and ensure that there are no students’ unrest or strikes or agitation on the university campus; 
  12. be required to plan with the Deans’ Council and conduct orientation to new students every semester/trimester;
  13. be required to coordinate and work closely with other Residence Deans in day-to-day activities relating to students’ welfare;
  14. be required to prepare students’ disciplinary cases and processing them in consultation with the DVC SAS and the Residence Deans’ Council; 
  15. be required to develop, maintain and track students’ records on disciplinary cases;
  16. be required to supervise and ensure effective enforcement and student compliance of university rules and regulations as stipulated in the Student Handbook and other university policies;
  17. be required to supervise and support students in social and extra-curricular activities;
  18. be required to study student issues and problems and advise the DVC SAS accordingly.
  19. be required to serve as a resource to parents who have concerns about their children who are students at the university; 
  20. be required to supervise and ensure that all hall residents are registered as students every semester/trimester;
  21. be required to identify and report any unregistered student in the halls of residence to the Deputy Vice-Chancellor for Student Affairs and Services through the Dean of Men;
  22. be required to ensure that all international students in the Men’s Halls of Residence are compliant with Kenyan immigration laws which require them to obtain a Pupil’s Pass upon registration as a student;
  23. be required remind international students to renew the Pupil’s Pass before its expiry;
  24. be required to process students’ applications for off-campus residence and student off-campus leaves;
  25. be required to ensure that there is no cooking or selling of merchandise in the halls of residence;
  26. be required to ensure that alcohol and other illicit drugs are not used or brought into the halls of residence;
  27. be required to make recommendations to the DVC SAS through the Dean of Men on any student who may need to undergo rehabilitation for alcohol or drug related issues;
  28. be required to liaise with the Dean of Men, DVC SAS and the university security personnel to organize periodic “dog” searches for illicit drugs and narcotics in the halls of residence;
  29. be required to keep all student records about behavior and status in a database and files for all hall residents;
  30. be required to promote peaceful coexistence and collegial relationship among hall residents;
  31. be required to conduct nightly bed checks with the help of Resident Assistants to ensure no student spends the night out of the halls of residence without authorization and report any such cases to the Dean of Men immediately;
  32. be required to check the halls of residence book at the main gate periodically to record and report any noticed unusual cases.
III. Service Delivery
  1. be required to provide timely procurement of student supplies before the beginning of the semester/trimester;
  2. be required to distribute toiletries, cleaning supplies and other necessary items to students at the beginning of the semester/trimester;
  3. be required to coordinate the Students Affairs activities, Students Welfare Services, Guidance and Counseling, Religious activities with the help of Chaplaincy Office, Games and sports and Accommodation facilities;
  4. be required to provide parental supervision, advise and direction to students; 
  5. be required to supervise the employment of students in the halls of residence, including the assignment of duties;
  6. be required to coordinate student activities in the halls of residence and act as the link between the students and Student Services Office;
  7. be required to ensure the maintenance of attendance and records of students’ movements on and off campus and coordinating visits to campus by other institutions;
  8. be required to assist the Dean of Men in processing of Pupils Pass for international students; 
  9. be required to participate in planning, preparing and directing students’ welfare activities like funerals, weddings, parties or other celebrations;
  10. be required to keep in safe custody and maintaining records of all students’ equipment e.g. television, video equipment, radios, projectors etc.
  11. be required to assist and support students with medical challenges and offer counseling to students as needs arise;
  12. be required to suggest plans for repairs, maintenance and renovation of the halls of residence;
  13. be required to keep records necessary for the effective functioning of the residence halls, or as may be requested by the Administration, and make these records promptly available when required;
  14. be required to approve applications of residents requesting to leave campus provided they do not involve overnight absences.  Otherwise, necessary forms need to be filled up which need the approval of DVC Student Affairs and Services;
  15. be required to make room reservations and room assignments for students.
IV. Cross-Cutting Indicators
  1. be required to organize students’ matriculation ceremony every year in the second semester /trimester;
  2. be required to liaise with the general public on matters relating to students;
  3. be required to liaise with other service departments that may affect students’ welfare like health;  
  4. be required to periodically assist to identify and coordinate speakers to come to campus to address the student body on relevant topics.
V. Implementation of Decisions and Assignments
  1. be required to be a member of several university committees and ensure to attend;
  2. be required to execute Deans’ Council and other administrative decisions within the stipulated deadlines;
  3. be required to execute and complete the Dean of Men’s assignments within the stipulated deadlines;
  4. be required to effectively supervise and mentor the Resident Assistants, Dorm nurses, cleaners, security and other staff while performing their duties;
  5. Perform other duties as may be assigned by the Dean of Men and/or Deputy Vice-Chancellor for Student Affairs and Services.
Qualities and Abilities

The prospective applicant shall possess the following qualities, among others:

  1. Ability to motivate students and staff and provide leadership.
  2. A pleasant inter-personal relationship with colleagues and students.
  3. Fluent in English Language and with excellent writing skills.  
  4. Ability to work as a team member and solve problems effectively.
  5. Ability to promote the University, increase enrolment and be results oriented.
  6. Ability to establish relationships with the surrounding community.
Age Limit

Applicants must not be more than 60 years by August 1, 2019 when the successful applicant assumes duty.

Application Procedure

If you are interested to serve in this position, submit the following documents:

  1. Letter of application for the position.
  2. Recent Curriculum Vitae
  3. Letter of Intent (with a Maximum of 300-word (12.0 font size)) or vision statement for the position at the University of Eastern Africa, Baraton.

The Application must be addressed to The Human Resource Office by Email to: hrm@ueab.ac.ke, and copy:  vc@ueab.ac.ke

The deadline for the submission of the Application is on or before July 20, 2019.

EXTERNAL ADVERTISEMENT
VACANCY FOR POSITION OF PHYSICAL PLANT MANAGER

Applications are invited from suitably qualified candidates for the position of PHYSICAL PLANT MANAGER under the Office of Deputy Vice-Chancellor for Finance and Administration, at the University of Eastern Africa, Baraton.  The Physical Plant Manager shall report to the Deputy Vice-Chancellor for Finance and Administration.  

Job Title:  Physical Plant Manager

Job Classification:  Full-time Position

Department:  Deputy Vice-Chancellor for Finance and Administration

Available: September 1, 2019

Required Minimum Qualifications and Experience
  1. Bachelor’s Degree in Building Construction/Architecture/Civil Engineering/ Structural Engineering/Quantity Surveying from an accredited university or its equivalent. Preference shall be given to applicants with working knowledge of at least three trades;  
  2. Knowledge of the Occupational Health and Safety Act (OSHA) regulations, building codes, national construction standards, environmental agency requirements, life safety standards, etc. will be added advantage.
  3. At least three years of working experience in the relevant trade. 
  4. Be proficient in the use of computers and especially Architectural Design Software, Building Construction Software, Structural Design Software, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access and Internet. 
JOB DESCRIPTION FOR PHYSICAL PLANT MANAGER

Reports to: Deputy Vice-Chancellor for Finance and Administration 

Duties and Responsibilities
  1. To supervise all workers and operations in the Physical Plant Unit.
  2. Be responsible for the repair and maintenance of university properties, buildings and equipment and the upkeep of the grounds. 
  3. Determine the appropriate balance between immediate repair needs and long term projects for maintenance or alterations. “Make or buy” decisions for staffing adjustments through available trade pool or use of outside contractors.
  4. Monitor workload, service order backlog, and scheduling issues with the subordinate managers to assure compliance with mission.
  5. Work in close association with the Student Services, Security and other Departments in resolving common problems relating those Departments. The manager will also conduct daily campus and building inspections and provide daily supervision and interaction with the trade personnel. Provide keys and locks to University buildings.
  6. Take responsibility for the placement and movement of University furniture in consultation with the Chief Accountant.
  7. Be member of the following committees:
    1. Building Committee
    2. Security Committee
    3. Campus Beautification Committee
  1. Be responsible for custodial services to the university
  2. Provide water and electricity needs of the University.
  3. Be responsible for the installation and maintenance of utilities
  4. Develop and manage various budgets and support the Business Manager in the development of statistical reports and the implementation of operational policies and procedures. 
  5. Ensure compliance of all safety procedures encountered in the maintenance and operation of the university buildings and equipment
  6. Responsible for the development, training, implementation and management of trade policies and procedures which utilize the full potential of the physical and human resources of the university. 
  7. Supervise personnel in all trades, including regular employees, contract employees, student workers and all outside sub-contractors.
  8. Assign jobs to workers and ensure efficiency in the operations of the Physical Plant Unit;
  9. Prepare architectural and structural designs for proposed buildings and other facilities on campus and prepare the bills of quantities for administrative decisions;
  10. To work closely with the Director of Development and Alumni Affairs in developing designs for investment and construction proposals for the university; 
  11. Prepare and implement the construction and renovation facilities and projects.
  12. To review specifications, bills of material, equipment selection and participate in the selecting the items for purchase.
  13. Oversees preventative maintenance program.
  14. Plan and organize short and long-term objectives for maintenance, repairs, housing, construction, service delivery, etc.;
  15. Plan, assign and direct work; appraise performance, provide appropriate feedback to employees, address concerns, resolve problems, and approve time attendance and vacation requests;
  16. Plan for after working hours and weekend emergency calls involving service delivery;
  17. Direct and maintain work schedules, work requests and provide service delivery follow up on status of work for quality assurance purposes; conduct outreach services and/or training to the community;
  18. Perform periodic inspections of buildings, houses and residence halls to prioritize repairs and replacement of equipment, furnishings, fixtures, utilities, etc. as preventative maintenance;
  19. Engage, plan and schedule contractors and subcontractors for various construction and repair works within residence halls and on-campus units; monitor their work for completion timeliness and assuring work requirements are met;
  20. Manage the tenants of university houses and their details of their arrival to or departure from campus;
  21. Oversee billing of tenant utilities and submit report to the Business Office;
  22. Manage the electricity and water connections outside the campus and report the bills and collect the amounts. Ensure to disconnect the service when the bills are not paid; 
  23. Manage the campus key system, monitor disbursement of all keys, re-cut keys, change locks, respond to lock issues, etc.
  24. Work with the on-campus postal service in generating income through PO Box rentals, hours of operation; ensure efficient delivery and receipt postal services, work with outside mail/shipping providers such as G4S, etc.;
  25. Development and enforcement of management policies, procedures, and systems;
  26. Develop and review the strategic planning and campus master planning activities;
  27. Prepare requisition of items for purchase through the Procurement Office;
  28. Develop and update the manual and electronic building plans and documents; 
  29. Perform other duties assigned by the DVC Finance & Administration.

Qualities and Abilities

The prospective applicant shall possess the following qualities, among others:

  1. Ability to motivate students and staff and provide leadership.
  2. A pleasant inter-personal relationship with colleagues and students.
  3. Fluent in English and Kiswahili and with excellent writing skills. 
  4. Ability to work as a team member and solve problems effectively.
  5. Ability to establish relationships with the surrounding community.
Age Limit

Applicants must not be more than 60 years by August 1, 2019 when the successful applicant assumes duty.

Application Procedure

If you are interested to serve in this position, submit the following documents:

  1. Letter of application for the position.
  2. Recent Curriculum Vitae
  3. Letter of Intent (with a Maximum of 300-word (12.0 font size)) or vision statement for the position at the University of Eastern Africa, Baraton.

The Application must be addressed to The Human Resource Office by Email to: hrm@ueab.ac.ke, and copy:  vc@ueab.ac.ke

The deadline for the submission of the Application is on or before July 20, 2019.

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

 

EXTERNAL ADVERTISEMENT
VACANCY FOR POSITION OF Assistant PHYSICAL PLANT MANAGER

Applications are invited from suitably qualified candidates for the position of Assistant PHYSICAL PLANT MANAGER at the University of Eastern Africa, Baraton.  The Assistant Physical Plant Manager shall report to the Physical Plant Manager.   

Job Title:  Assistant Physical Plant Manager 

Job Classification:  Full-time Position

Department:  Physical Plant Manager 

Available: August 1, 2019

Required Minimum Qualifications and Experience
  1. At least a Diploma in Building Construction/Architecture/Civil Engineering/Structural Engineering/Quantity Surveying from the Kenya National Examination Council or its equivalent. Preference shall be given to applicants with working knowledge of at least three trades;  
  2. Knowledge of the Occupational Health and Safety Act (OSHA) regulations, building codes, national construction standards, environmental agency requirements, life safety standards, etc. will be added advantage.
  3. Relevant working experience will be an added advantage. 
  4. Be proficient in the use of computers and especially Architectural Design Software, Building Construction Software, Structural Design Software, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access and Internet. 
JOB DESCRIPTION FOR THE ASSISTANT PHYSICAL PLANT MANAGER

Reports to: Physical Plant Manager 

Duties and Responsibilities
  1. Assist the Physical Plant Manager to oversee and manage the work of the Physical Plant staff.
  2. Assigns jobs to workers and ensure efficiency in the operations of the Physical Plant Unit;
  3. Coordinates plans and manages Physical Plant activities and creates program goals and objectives.
  4. Prepare architectural and structural designs for proposed buildings and other facilities on campus and prepare the bills of quantities for administrative decisions;
  5. To work closely with the Director of Development and Alumni Affairs in developing designs for investment and construction proposals for the university; 
  6. Assists with the preparation and implementation of construction and renovation projects.
  7. To review specifications, bills of material, equipment selection and participate in the selecting the items for purchase.
  8. Oversees preventative maintenance program.
  9. Directs and coordinates maintenance shop and multi-trade projects.
  10. In absence of the Manager, assumes full responsibility for the operation of the Physical Plant Unit.
  11. Plan and organize short and long-term objectives for maintenance, repairs, housing, construction, service delivery, etc.;
  12. Plan, assign and direct work; appraise performance, provide appropriate feedback to employees, address concerns, resolve problems, and approve time attendance and vacation requests;
  13. Plan for after working hours and weekend emergency calls involving service delivery;
  14. Direct and maintain work schedules, work requests and provide service delivery follow up on status of work for quality assurance purposes; conduct outreach services and/or training to the community;
  15. Perform periodic inspections of residence halls to prioritize repairs and replacement of equipment, furnishings, fixtures, utilities, etc. as preventative maintenance;
  16. Engage, plan and schedule contractors and subcontractors for various construction and repair works within residence halls and on-campus units; monitor their work for completion timeliness and assuring work requirements are met;
  17. Manage the tenants of university houses and their details of their arrival to or departure from campus;
  18. Oversee billing of tenant utilities and report to the Business Office;
  19. Manage the electricity and water connections outside the campus and report the the bills and collect the amounts. Ensure to disconnect the service when the bills are not paid; 
  20. Manage the campus key system, monitor disbursement of all keys, re-cut keys, change locks, respond to lock issues, etc.
  21. Work with the on-campus postal service in generating income through PO Box rentals, hours of operation; ensure efficient delivery and receipt postal services, work with outside mail/shipping providers such as G4S, etc;
  22. Assist the Physical Plant Manager with the development and enforcement of management policies, procedures, and systems;
  23. Assist the Physical Plant Manager with strategic planning and campus master planning activities;
  24. Assist the Physical Plant Manager in the preparation of requisition of items for purchase through the Procurement Office;
  25. Assist the Physical Plant Manager with manual and electronic management of all building plans and documents;
  26. Perform other duties assigned by the Physical Plant Manager.
Qualities and Abilities

The prospective applicant shall possess the following qualities, among others:

  1. Ability to motivate students and staff and provide leadership.
  2. A pleasant inter-personal relationship with colleagues and students.
  3. Fluent in English and Kiswahili and with excellent writing skills. 
  4. Ability to work as a team member and solve problems effectively.
  5. Ability to establish relationships with the surrounding community.
Age Limit

Applicants must not be more than 60 years by August 1, 2019 when the successful applicant assumes duty.

Application Procedure

If you are interested to serve in this position, submit the following documents:

  1. Letter of application for the position.
  2. Recent Curriculum Vitae
  3. Letter of Intent (with a Maximum of 300-word (12.0 font size)) or vision statement for the position at the University of Eastern Africa, Baraton.

The Application must be addressed to The Human Resource Office by Email to: hrm@ueab.ac.ke, and copy:  vc@ueab.ac.ke

The deadline for the submission of the Application is on or before July 20, 2019.

INTERNAL ADVERTISEMENT
VACANCY FOR DEPUTY REGISTRAR

Applications are invited from suitably qualified candidates for the position of DEPUTY REGISTRAR at the University of Eastern Africa, Baraton.  The Deputy Registrar shall report to the Registrar. 

Job Title:  Deputy Registrar

Job Classification:  Full-time Position

Department:  Registrar

Available: August 1, 2019

Required Minimum Qualifications and Experience
  1. Master’s degree in an area that is offered in the university and from an accredited university; 
  2. Bachelor’s Degree in the relevant field or its equivalent qualification from an accredited university; 
  3. At least five years of post-qualification experience as Assistant Registrar, lecturer or equivalent position;
  4. Professional Certification: Microsoft Office Specialist (MOS) Certification with emphasis in Microsoft Word, Microsoft PowerPoint, Microsoft Excel or Adobe InDesign is preferred but not mandatory. 
  5. Be proficient in the use of computers especially School Management System, Accounting software, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Access, E-Learning and Internet.
JOB DESCRIPTION FOR DEPUTY REGISTRAR

Reports to: Registrar

Duties and Responsibilities 
I. Financial Stewardship and Discipline
  1. be required to supervise the Assistant Registrars, Registrar Assistants, ICT Technical Officers, Secretarial and other staff working under him/her in the Registrar’s office and ensure efficiency and highest employee productivity;
  2. be required to ensure that the financial operations of the Registrar’s office are within its budgets;
  3. be required to ensure to use Procurement Office and follow the university procurement processes for purchases of goods and services; 
  4. be required to ensure that the copies of requisition forms, Goods Received Notes, assets registers and other financial documents are kept in safe custody at the registrar’s office;
  5. be required to work with the Registrar to reduce or control expenditure on graduation, matriculation, academic and any other activities;
  6. be required to work with the Registrar in the preparation of the strategic plan and annual budget within the stipulated deadlines;
  7. be required to submit all financial reports to the Deputy Vice-Chancellor for Finance and Administration through the Registrar for money advanced during the year;
  8. be required to submit all financial claims to the Deputy Vice-Chancellor for Finance and Administration through the Registrar for services rendered or expenses paid in advance during the year;  
  9. be required to coordinate with the Registrar to ensure that in every semester/trimester, the course offerings are strictly according to the course sequence specified in the Academic Bulletin in order to avoid additional operational costs.
II. Core Mandate: Admissions, Records, Examinations and Academic Affairs
  1. be required to coordinate with the Registrar to conduct the Entry Requirements Audit for all students every semester/trimester and ensure that all new students admitted into the university meet the entry requirements in terms of cluster subjects and aggregate and to verify the high school certificates from Kenya National Examination Council (KNEC). The report and recommendations shall be presented to the Senate three months after the opening of the new semester/trimester;
  2. in consultation with Registrar, prepare the semester/trimester class timetable and ensure that there are no course clashes in the timetable and appropriate classroom allocation based on class size. The first and second semester/trimester class timetable for the following academic year must be ready and presented to the Academic Standards Committee for approval on or before April 30 every year;
  3. in consultation with Registrar, prepare the examination timetable and to ensure that there are no course clashes in the timetable and appropriate classroom allocation based on class size. The first semester examination timetable must be ready and presented to the Academic Standards Committee for approval on or before October 15 while the second semester examination timetable must be ready and presented to the Academic Standards Committee for approval on or before February 15.  
  4. be required to assist the Registrar in supervising the preparation of the examination timetables for groups that take classes outside of the normal semester schedule such as in-service, graduate, and part time students;  
  5. be required to assist the Registrar in supervising the preparation of the timetables for special exams and supplementary exams that are given at the beginning and the end of each semester/trimester; 
  6. be required to assist the Registrar, Deputy Vice-Chancellor for Academic Affairs, Deans of School and Heads of Department to prepare the procedures, examinations and invigilation schedules and maintain a record of examinations and scripts for audit;  
  7. be required to assist the Registrar in supervising the preparation of the faculty examination invigilation schedules and the maintenance of records of examinations and scripts for audit; 
  8. be required to assist the Registrar in supervising the maintenance of the examination invigilation attendance and keeping in safe custody;
  9. be required to work with Registrar on the implementation of Internal and External Moderation of Examinations by using the approved Internal and External Moderation of Examinations template. 
  10. be required to work with Registrar to ensure that Internal Moderation of Examinations is conducted in the first semester and External Moderation of Examinations is conducted in the second semester/trimester every year;
  11. in consultation with the Registrar, ensure that all examination scripts are marked during the time for centralized marking at the Centralized Marking Center and present all the grades to the Senate for approval before the end of every semester/trimester.   
  12. be required to assist the Registrar to maintain an up to date records of the centralized marking attendance and keep in safe custody:
  13. be required to work with the Registrar to ensure that the deadline for submission and presentation of all grades to the Senate for approval is complied with. The deadline is strictly two weeks after the last day of examinations;
  14. be required to work with the Registrar on the fulfilment of all the Commission for University Education and Adventist Accrediting Association (AAA) recommendations; 
  15. in consultation with Registrar, supervise and coordinate registration, teaching timetable and offering of online undergraduate and postgraduate academic programmes of the university;  
  16. be required to work with the Registrar in organizing and supervising the Faculty Online Training (FOT) every semester;  
  17. be required to work with the Registrar to organize and supervise training of faculty on Educational Technology every semester;    
  18. be required to work with the Registrar to ensure that the Curriculum Review Committee of each School has completed and submitted the revised curriculum for all courses offered in each School by January 30 of every year for the upcoming new academic year; 
  19. in consultation with the Registrar, School Deans and Heads of Departments, prepare the Undergraduate and Postgraduate Academic Bulletins and ensure its publication at least one year (12 months) before the expiry of the current academic bulletins;   
  20. in consultation with the Registrar, School Deans and Heads of Departments strictly enforce the use of approved examination format by faculty while setting examination question papers for Mid-Semester/trimester and End of Semester/trimester examinations; 
  21. in consultation with Registrar, facilitate the orientation program of new students;
  22. be required to work with the Registrar in processing student applications for re-checking, re-evaluation or re-marking of examination answer sheets within a period not exceeding two weeks; 
  23. be required to work with the Registrar in the organization of the senior class and graduation ceremonies;   
  24. be required to work with the Registrar in developing and implementing strategies to increase student enrolment of new students in Certificate, Diploma, Undergraduate, Master’s and PhD programmes;  
  25. be required to work with the Registrar, the Deputy Vice-Chancellor for Academic Affairs, Physical Plant and Security departments in the maintenance and cleanliness of Lecture Halls;  
  26. be required to work with the Registrar, School Deans and Heads of Department to supervise and to ensure each student’s progress report is strictly monitored including specific requirements for students on probation; 
  27. be required to assist the Registrar in approving class registration and student change of programme and process academic requests;
  28. 37.be required to assist the Registrar during the presentation of graduating students to the Senate, for approval and the conferment of degrees;  
  29. Be responsible for student admissions, enrollment and registration and approve the registration or change in registration of each student.
III. Service Delivery
  1. be required to work with the Registrar to ensure that the registration process from start to finish take the shortest time of at most one day;
  2. be required to assist the Registrar to ensure that the course offerings are as per the approved course sequence of certificate, diploma, undergraduate and graduate academic programmes of the university; 
  3. be required to resolve student complaints instantly or within a period not exceeding five days;
  4. be required to assist the Registrar to prepare and post the grade results to the system at least one week before the beginning of a new semester/trimester for all the students after approval by the Senate and issue transcripts on student’s request as per policy;
  5. be required to consult the Registrar before assisting in the issuance of completion letters and certificates after verifying and ensuring that the student has fulfilled all the graduation requirements and approved by the Senate;
  6. be required to assist the Registrar to while preparing the academic calendar for semester/trimester and intersession or inter-semester and follow up whether each activity is according to the academic calendar of the university;
  7. be required to assist the Registrar to maintain backup for all admissions, records, registration, examinations, grades, transcripts, certificates and all other student and faculty information through scanning and other external devices; 
  8. be required to assist the Registrar in making recommendations and implementation of technology application to enhance service delivery in the Registrar’s office;
  9. be required to work with the Registrar and other administrators, Deans, Heads of Department, faculty, ICT and other staff members to facilitate and improve service delivery to students; 
  10. be required to maintain a 24/7 track of all physical and telephone enquiries on admissions, registration, examinations, grades, transcripts, academic calendar, graduation and other university issues and provide immediate recommendations to the Registrar for necessary action.
IV. Cross-Cutting Activities
  1. be required to serve or represent the Registrar as a member and/or Secretary of several university committees and keeping a permanent record of actions taken and communicating such actions to relevant persons and entities;
  2. be required to perform the processing of student applications to the University including all correspondence with the applicants.
  3. be required to assist the Registrar of being the custodian and responsible for all legal documents and records of the University, the University Common Seal and for affixing the same to relevant documents of the University.
  4. be required to assist the Registrar of being the custodian of the university gowns and such other property of the university as assigned by the Administrative Board; 
  5. be required to assist the Registrar to maintain a record of the current passport and pupil’s pass records for international students;
  6. be required to assist the Registrar in collecting, recording, maintaining and reporting of student records e.g., grades, registration data, transcripts, and other related information;
  7. be required to assist the Registrar to maintain accurate and safe preservation of all records pertaining to admissions, registration, enrollment, and academic grades.
  8. be required to assist the Registrar to evaluate student transfer credits, in consultation with the Heads of Department, Deans of School and the Deputy Vice-Chancellor for Academic Affairs;
  9. be required to assist the Registrar to organize the pre-registration and registration procedures, including:
    1. Distribution of schedules for classes and assignment of classrooms.
    2. Distribution of the relevant forms and class lists.
    3. Assigning student identification numbers and issuing student identification cards.
    4. Collecting completed forms and entering information into the University database.
    5. Generating appropriate and required lists from the University academic database.
    6. Processing change of program and add/drop slips.
  10. be required to assist the Registrar to prepare and issue official progress reports, grade reports, and transcript of academic credits to students, advisers, sponsors, employers, and educational organizations.
  11. be required to assist the Registrar to check student records against graduation requirements and recommend to the Senate all candidates for degrees, diplomas, and certificates.
  12. be required to assist the Registrar in planning for commencement exercises, providing the certificates, diplomas, and academic regalia.
  13. be required to assist the Registrar to prepare a prospective graduation list, including compilation of a graduation senior evaluation record.
  14. be required to assist the Registrar in preparing the Academic Bulletin and implementing policies stated in the Academic Bulletin dealing with academic affairs.
  15. be required to assist the Registrar to prepare lists and certificates for honors convocation.
  16. be required to assist the Registrar to ensure proper upkeep of graduation regalia and supplies.
V. Implementation of Decisions and Assignments
  1. be required to deputize the Registrar and act as Registrar in his/her absence;
  2. be required to assist the Registrar to in implementing the University academic policies; 
  3. Be a member and ensure to attend several university committees;
  4. Assist the Registrar to execute administrative decisions within the stipulated deadlines;
  5. 69.be required to enforce university policies, rules and regulations as stated in the Academic Bulletin and other university policy documents and directives; 
  6. be required to execute and complete the Registrar’s assignments within the stipulated deadlines;
  7. be required to effectively supervise and mentor the staff members under him/her while performing their duties;
  8. be required to exercise such other powers and perform such other duties, as assigned by the Registrar from time to time. 
Qualities and Abilities

The prospective applicant shall possess the following qualities, among others:

  1. Ability to motivate students and staff and provide leadership.
  2. A pleasant inter-personal relationship with colleagues and students.
  3. Fluent in English Language and with excellent writing skills.  
  4. Ability to work as a team member and solve problems effectively.
  5. Ability to promote the University, increase enrolment and be results oriented.
  6. Ability to establish relationships with the surrounding community.
Age Limit

Applicants must not be more than 60 years by August 1, 2019 when the successful applicant assumes duty.

Application Procedure

If you are interested to serve in this position, submit the following documents:

  1. Letter of application for the position.
  2. Recent Curriculum Vitae
  3. Letter of Intent (with a Maximum of 300-word (12.0 font size)) or vision statement for the position at the University of Eastern Africa, Baraton.

The Application must be addressed to The Human Resource Office by Email to: hrm@ueab.ac.ke, and copy:  vc@ueab.ac.ke

The deadline for the submission of the Application is on or before July 20, 2019.