University Secretary Career Opportunity - Kyambogo University

Organization: Kyambogo University

Duty Station: Kampala, Uganda

Reports to: Vice Chancellor

Kyambogo

University is the second largest Public University in Uganda. Since its

formation in 2003, the University has established itself as one of the leading

Universities in Uganda offering a number of academic programmes in line with

vocational education, teacher training, hands-on engineering, special needs

training, social sciences, pure and applied sciences, entrepreneurship and

management that meet the Market remands and development needs of the Country.

The Strategic Focus Areas of the University include: Teaching Learning;

Research, Innovation and Knowledge Generation; Physical Infrastructure, Facilities

and ICT Development; Institutional Development and Strategic Marketing.

Job Summary: The University Secretary will serve as the

Accounting Officer of the University and provide general administration of the

University including custody of the seal and administration of University

assets.

Key Duties and Responsibilities: 

• Overseeing the preparation of the University
  
  annual budget and work plans.


• In charge of managing and accounting for the
  
  proper use of the financial, human and physical resources of the
  
  University in accordance with the existing laws, policy, regulations,
  
  guidelines, approved annual work plans and budgets.


• Overseeing the procurement of University
  
  goods, works and services and disposal of assets in accordance with the
  
  law, policy, regulations and guidelines.


• Responsible for communicating, interpreting,
  
  guiding and providing technical support in the implementation of Council
  
  policies and resolutions.


• The incumbent will act as the Secretary to
  
  the University Council and its Committees, providing guidance to the Vice
  
  Chancellor and the management team to facilitate Council in decision
  
  making and governance.


• In charge of enforcing accountability and
  
  transparency in the management and delivery of University administrative
  
  and financial services in line with existing law, policy, regulations,
  
  guidelines and Council resolutions.


• In charge of promoting linkages between
  
  Departments, Management, Council, line Ministries and other Stakeholders
  
  for effective implementation of University programmes, operations and
  
  policies and enhancing collaborative networks.


• Directing the management, inventory and safe
  
  custody of all assets of the University including the seal and records.


• Coordinating the provision of legal services
  
  and representing the University in cases of civil litigation.


• In charge of answering audit queries that may
  
  arise from the appropriate authorities.


• Managing and assessing the performance of
  
  staff in the Office of the University Secretary.


• Mentoring, coaching and counselling of staff.

Key Performance Indicators:

• University annual budget and work plans
  
  prepared.


• Financial and physical resources prudently
  
  used, accounted for and assets register updated.


• Compliance of procurement and disposal
  
  processes in line with the law, University policy, regulations and
  
  guidelines enforced.


• Council policies and resolutions
  
  communicated, guided and their implementation supported.


• Secretariat services to Council and its
  
  Committees, technical support and advice to facilitate decision making and
  
  governance provided.


• Accountability and transparency in the
  
  management and delivery of University administrative and financial
  
  services enforced.


• Linkages between internal governance
  
  structures and external Stakeholders promoted and collaborative networks
  
  enhanced.


• All University property secured and records
  
  updated.


• University legal services coordinated and
  
  legal representation undertaken.


• Audit queries answered.


• Staff of the Office managed and assessed.


• Staff of the Office mentored, coached and
  
  counselled.

Qualifications, Skills and Experience: 

• The ideal candidate for the University
  
  Secretary job placement should hold a Master’s degree in either Business
  
  Administration (Management option), Accounting and Finance, Public
  
  Administration or Management Studies from a recognised institution.


• The applicant must also hold a Bachelor’s
  
  degree in either Arts (Social Sciences), Human Resource Management, Social
  
  Work and Social Administration, Business Administration, Public
  
  Administration, Organisational Psychology, Law and Accounting and Finance
  
  from a recognised institution.


• Membership of the Institute of Chartered
  
  Secretaries and Administrators (ICSA) is an added advantage.


• Diploma in Law or Certificate in
  
  Administrative Law is an added advantage.


• At least ten years working experience in
  
  administration of a reputable organization, five (5) of which should have
  
  been at a senior management level.


• The applicant should have prior experience in
  
  Higher Education Institutions will have an added advantage.


• Proven ability to organize and commit
  
  resources and time to establish and deliver on initiatives that will
  
  achieve significant long-term benefits for the University.


• Proven ability to reinforce accountability
  
  for organizational performance, reinforce standards of application and practice
  
  that support and inspire organisational change.


• Demonstrated ability to ensure that
  
  University administrative and governance processes are transparent and
  
  performance and accountability centres are clearly defined.


• Demonstrated ability to provide advice/feedback
  
  that is consistent with the stated value system of the University.


• Proven ability to use a broad range of
  
  communication styles to manage diverse situations and effectively relate
  
  to people.


• Possess a high level of integrity with
  
  extensive leadership skills.


• Proven ability to build networks that support
  
  the strategic objectives of the University.


• Demonstrated ability to track and evaluate
  
  budget performance.


• Computer literate, with good working
  
  knowledge of standard office documentation software and conversant with
  
  computerised Management Information Systems (MIS).


• Possess excellent knowledge of the higher
  
  education legal framework, laws on the management of public finances,
  
  assets and facilities regulatory framework, financial regulations, employment
  
  law and other relevant statutory and policy obligations.


• Broad knowledge of Financial Management.


• Age: Between 40-55 Years

All

suitably qualified and interested candidates should send six (6) copies of

their applications together with the following:

• A Detailed and up-to-date Curriculum Vitae.


• Copies of academic and professional
  
  qualifications.


• Names and addresses of three referees who
  
  should be advised to send reference letters direct to the Director Human
  
  Resources under confidential cover.


• Certified copies of the academic transcripts
  
  and certificates.


• Copies of the birth certificate or copies of
  
  relevant pages of the passport or National ID indicating the applicant’s
  
  date of birth.

The

complete and sealed application should be addressed to:

The

Director Human Resources,

Second

Floor, Administration Block,

P.O.

Box 1, Kyambogo, Kampala.  Uganda

Deadline: Friday, 12^th February 2016 by 5:00 pm