University Secretary Career Opportunity – Kyambogo University

Job Title:       University Secretary
Organization: Kyambogo University
Duty Station: Kampala, Uganda
Reports to: Vice Chancellor
About US:
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
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
  • 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
  • All University property secured and records
  • 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
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
How to Apply:
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
  • 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.
complete and sealed application should be addressed to:
Director Human Resources,
Floor, Administration Block,
Box 1, Kyambogo, Kampala.  Uganda
Deadline: Friday, 12th February 2016 by 5:00 pm

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