Registrar (Administration and
Human Resources)
Reporting to the Deputy
Vice-Chancellor (Administration, Finance and Development), the Registrar
(Administration and Human Resources) shall on the overall be responsible for
the supervision and management of all administrative and operational functions
of the Office of the Registrar (Administration and Human Resources).
Responsibilities
·
Coordinate training and development
programmes of staff in the University and ensuring their implementation;
·
Determine equitable monetary and
non-monetary remuneration of employees in the University considering legal and
statutory provisions;
·
Ensure proper health and safety
working conditions as provided for in applicable laws;
·
Ensure smooth and efficient
operations of the Personnel, Central and Blue Registries;
·
Ensure safe custody and maintenance
personnel and other records;
·
Ensure industrial peace in the
University by helping in collective bargaining, joint consultations and
settlement of disputes;
·
Ensure processing of staff
engagement/disengagement is done in accordance with the approved policies;
·
Advise top management on formulation
and evaluation of human resource programmes, policies and procedures;
·
Provide advice to heads of
Departments regarding manpower planning, job analysis, design, recruitment and
selection of staff;
·
Provide Secretariat services to
committees of University Management Board and Senate where applicable; and
·
Exercise such other powers, perform
such other duties, and discharge such other official functions as are assigned
to him/her by the Deputy Vice-Chancellor/authorized officer or are prescribed
by the policies and regulations of the University.
·
Shall be a member of Senate and
University Management Board
·
Secretary to the University
Management Board
Qualifications
·
the Registrar Administration and
Human Resources Must have a Ph.D in relevant area and must have work
experience of at least twelve (12) years of which at least three (3) years as a
Deputy Registrar Administration Scale 14 or its equivalent.
Registrar (Academic Affairs)
Reporting to the Deputy Vice-Chancellor (Academics and
Students Affairs), the Registrar Academic Affairs shall on the overall be
responsible for the supervision and management of all administrative and
operational functions of the Office of the Registrar (Academic Affairs).
Responsibilities
·
Ensure implementation of policy
guidelines in Academic Affairs Department;
·
Ensure that Academic Affairs
Department operate effectively and efficiently in line with the vision and mission
of the University;
·
Ensure effective and efficient
coordination and implementation of activities in Academic Affairs Department;
·
Ensure the integrity, accuracy, and
security of all academic records of current and former students;
·
Facilitate effective student
registration and enrolment;
·
Build secure student data files and
set policy and procedures for their responsible use;
·
Maintain up-to-date course schedules,
catalogues and final examination schedules;
·
Manage efficient use of classrooms
and supervise programme audit systems;
·
Supervise the processes for the
articulation of transfer credits, graduation and certification of the
University’s degrees, enrolment and degree verification, production of official
transcripts, diplomas, and commencement ceremonies;
·
Counsel and advise students and staff
on academic matters;
·
Interpret and enforce policies and
regulations of the University, Senate and Deans Committees;
·
Provide secretariat services to
committees of Senate; and
·
Exercise such other powers, perform
such other official duties, and discharge such other academic functions as are
assigned to him/her by the Deputy Vice-Chancellor/authorized officer or are
prescribed by the policies and regulations of the University.
·
Shall be a member of Senate and
University Management Board
·
Be Secretary to Senate.
·
Have shown merit and ability as
reflected in work performance and results (for serving officers).
Qualifications
·
The Registrar Academic Affairs shall
have a Ph.D and in addition should be at least an Associate Professor;
·
Shall have a Ph.D and must have
served as a Deputy Registrar Academic Affairs Scale 14 or its equivalent for at
least three (3) years.
Registrar (Planning, Partnerships, Research and Innovation)
Reporting to the Deputy Vice-Chancellor (Planning,
Partnerships, Research and Innovation), the Registrar shall on the overall be
responsible for the supervision and management of all administrative and
operational functions of the Office of the Registrar (Planning, Partnerships,
Research and Innovations:
Responsibilities
·
Provide leadership in pursuit of the
Mission and Vision as outlined in the University Strategic Plan;
·
Initiate, coordinate, implement,
monitor and evaluate University Strategic Plan;
·
Initiate, coordinate and implement
the Divisional plans;
·
Co-ordinate of research, extension
and outreach programs and ensure skills and technology transfer to industry and
society;
·
Mobilize financial support for
extension programs and activities;
·
Promote and co-ordination of
publications and extension services;
·
Promote management and collaboration
in extension linkages, programs and activities;
·
Carry out other planning, research
and extension functions that may contribute to the welfare of the institution;
and
·
Be a member of Senate and University
Management Board
Qualifications
·
The Registrar Planning, Partnerships,
Research and Innovation shall have a Ph.D and in addition should be at least an
Associate Professor;
·
Shall have a Ph.D and must have
served as a Deputy Registrar Planning and Research Scale 14 or its equivalent
for at least three (3) years.
Finance Officer
Reporting to the Deputy Vice-Chancellor (Administration,
Finance and Development), the Finance Officer shall on the overall be
responsible for the supervision and management of all administrative and
operational functions of the Office of the Finance Officer.
Responsibilities
·
Be a member of the University Senate
and Management Board.
·
Ensure the development of financial
policies to ensure a standardized system of operations in the management of the
University’s finances;
·
Prepare Budget to ensure efficient
and effective utilization of the University’s resources and submit it to the
parent ministry and the
·
National Treasury within the
statutory deadlines;
·
Prepare financial statements to
ensure compliance with the Constitution of Kenya, 2010, PFM Act, 2012,
International Public
·
Sectors Accounting Standards and
Public Audit Act, 2003 for submission to the auditor General before the
statutory deadlines;
·
Prepare the quarterly reports and
financial statements for submission on or before the statutory deadline in line
with the PFM Act, 2012;
·
Update the Council regarding changes
in legislation or regulations that may affect the University’s business
operations;
·
Ensure maintenance of the University
assets register on both movable and immovable assets;
·
Set up Internal controls to ensure
minimization of errors, and frauds in the institution’s financial operations;
·
Ensure adherence to financial
regulations, policies, legislations, and applicable Accounting & ISO Standards;
·
Liaise with external and internal
auditors on the audit of Institution’s books of accounts and maintenance of
good working relationships;
Qualifications
·
The Finance Officer shall be a Ph.D
holder in relevant area.
·
shall have a CPA (K) or ACCA or CA,
be member of Institute of Certified Accountant and work experience of at least
six (6) years of which at least three (3) years as a Deputy Finance Officer
Scale 14 or its equivalent;
OR,
OR,
·
Shall be a holder of a Master’s
Degree in the relevant area.
·
In addition, shall have a CPA (K) or
ACCA or CA, be member of Institute of Certified Accountant and work experience
of at least ten (10) years of which at least five (5) years as a Deputy Finance
Officer Scale 14 or its equivalent. Option 3(ii) will be applicable under
special circumstances that shall be approved by the Council.
Dean of Students
Reporting to the Deputy Vice-Chancellor (Academics and
Students Affairs), the Dean of Students shall on the overall be responsible for
the supervision and management of all administrative and operational functions
of the Students Affairs Department.
Responsibilities
·
Be a member of Senate and University
Management Board
·
Liaise with other service Departments
that affect Housing, Health, Catering, Sports and Welfare of students including
Guidance, Counselling and Wardenship;
·
Advise the Students Association in
matters concerning its functions and regulate expenditure of its finances;
·
Administer the Students’ Organization
of Kibabii University (SOKU) elections and to oversee a smooth transition from
one outgoing Student Council to a new one;
·
Arrange in conjunction with the
students’ organization various types of entertainment for students and
coordinate all other cultural activities and co-curricular activities;
·
Receive students’ non-academic
disciplinary cases and process them in consultation with the Deputy
Vice-Chancellor (Academics and Students Affairs) for the Students Disciplinary
Committee;
·
Supervise and coordinate all
students’ publications and newspapers, and maintain a communication link
(dialogue) between the University Management and the students through their
organization;
·
Help in clearing students
leaving/entering the country to/from other countries in conjunction with the
Ministry in charge of
·
Education and other relevant
Government Agencies;
·
Plan, prepare and direct students’
welfare activities;
·
Keep in safe custody all SOKU
equipment and maintain records for them;
·
Oversee the management of Students’
Centre facilities; and
·
Undertake such other official
assignments as may be assigned from time to time by the Vice-Chancellor or
Deputy Vice-Chancellor (Academics and Students Affairs).
·
Be a member of Senate and University
Management Board
·
Have shown merit and ability as
reflected in work performance and results (for serving officers).
Qualifications
·
The Dean of Students shall be a
holder of a relevant Ph.D degree from a recognized University with relevant
experience at least three (3) years as a Deputy Dean on Scale 14 or equivalent.
In addition, the Dean of Students shall be a member of professional body.
University Librarian
Reporting to the Deputy Vice-Chancellor (Academics and
Students Affairs), the University Librarian shall on the overall be responsible
for the supervision and management of all administrative and operational
functions of the Office of the University Librarian.
Responsibilities
·
Be the custodian of academic
resources of the University;
·
Regularly review academic resources
and submit a report;
·
Make proposals for development of
library policies;
·
Implement Library policy;
·
Coordinate all the Library services
in the University;
·
Prepare and submit proposals for
acquisition of library materials;
·
Acquire and conserve library research
materials;
·
Be responsible for the organization
and operation of library services;
Assistant Registrar
Reporting to the Deputy Registrar (Administration and
Human Resources), the Assistant Registrar (Human Resources) shall assist in
supervision and management of operational functions of the Human Resource
Section in Administration and Human Resources department.
Qualifications
·
Master’s Degree in Human Resource
Management with 6 years working experience three (3) of which as Senior
Administrative Assistant Scale 11 or its equivalent OR
·
Bachelor’s Degree with 12 years
working experience, three (3) of which as Senior Administrative Assistant Scale
11 or its equivalent.
·
CPS (K) or Diploma in relevant area
is an added advantage.
·
Must be registered with relevant
professional body.
·
ICT Competence
Council Secretary
Reporting to the Vice Chancellor, the Principal University
Council Secretary shall:
Responsibilities
·
Manage all Council and Council
Committee meeting logistics, attend and record minutes of all meetings and
facilitate Council communications;
·
Serve as the focal point for all
Council communications and engagements;
·
Provide proper advice and resources
required by Council members to discharge their duties;
·
Maintain accurate records of Council
and committee deliberations, ensuring they reflect proper exercise of fiduciary
duties;
·
Facilitate induction of new Council
members and assist in their training and development; and
·
Ensure that Council complies with all
relevant legal and regulatory requirements as well as best corporate governance
practice, including disclosures.
·
Shall be Secretary to the University
Council
Qualifications
·
CPS (K) in addition to Master’s
Degree in Public Administration, Education, Human Resource Management with six
(6) years’ work experience, three (3) years of which must have been at the
level of Senior Administrative Assistant I Scale 11 in an institution of higher
learning or public sector OR
·
Bachelor’s Degree in Law and Diploma
from Kenya School of Law.
·
Membership of the Institute of
Certified Public Secretaries of Kenya in good standing.
ICT Competence.
ICT Competence.
Procurement Assistant
Responsibilities
·
assisting in the management of
Purchasing/Supplies and Stock Control activities in their areas of operation;
·
coordinating Purchasing and Supplies
activities within the section; supervising staff assigned to perform in their
areas of operation; ensuring proper keeping of records and smooth flow of
documents within the section and other departments of the University;
·
receiving requisitions from users for
purchase of goods and services and confirm correct specifications and
deliveries
·
requested;requesting for quotations
or tenders from the suppliers;
·
evaluating received quotations or
tenders; placing orders or arrange for contracts, with selected suppliers and
monitor deliveries to ensure supplies do arrive as promised (order
progressing);
·
checking received supplies and ensure
they are correct to specifications and in good condition; counter check
suppliers invoice with original quotations or tender documents and ensure
original terms have been adhered to.
Qualifications
·
Master’s Degree in Procurement and
Supplies Management OR
·
Bachelor’s Degree in Procurement and
Supplies Management with six 6 years working experience 3 of which as Assistant
·
Procurement/Supplies Officer Scale 9
or its equivalent
·
Be registered with the relevant
professional body.
·
ICT Competence.
·
Shown merit and ability as reflected
in work performance and results (for serving officers)
Senior Procurement/Supplies Assistant
Qualifications
·
Bachelor’s Degree in Procurement and
Supplies Management OR
·
Higher Diploma in Purchasing and
Supplies Chain Management with 6 years working experience 3 of which as Senior
·
Procurement/Supplies Assistant Scale
7 or its equivalent OR
·
Diploma in Purchasing and supplies
Chain Management with 9 years working experience 3 of which as Senior
·
Procurement/Supplies Assistant Scale
7 or its equivalent.
·
Be registered with the relevant
professional body.
·
ICT Competent.
How to apply:
Each application shall be accompanied by detailed Curriculum Vitae, Copies of Relevant Academic and Professional Certificates, National Identity Card or Passport, Testimonials, and other relevant supporting documents. Scanned copies of these documents must be attached to the email application.
Each application shall be accompanied by detailed Curriculum Vitae, Copies of Relevant Academic and Professional Certificates, National Identity Card or Passport, Testimonials, and other relevant supporting documents. Scanned copies of these documents must be attached to the email application.
For positions of Registrars, Finance Officer, Dean of
Students, University Librarian, applicants must also submit the following:
·
Clearance from Kenya Revenue AuthorityClearance
from Higher Education Loans Board
·
Clearance from the Ethics and
Anti-Corruption Commission
·
Clearance from Credit Reference
BureauCriminal Investigation Department-
·
(Certificate of Good Conduct)
Letters of recommendation from at least three persons
familiar with the applicant’s professional experience and character in general
should also be sent to the address below before Friday, 27th October,
2017.
All applications should clearly be marked with the
Reference Number of the Advertised position “Application for the position of (position applied for)”and submitted as follows:
·
Ten (10) hard copies
·
An electronic copy in PDF format by
email be sent to the following email: appointments@kibu.ac.ke
Applications must be submitted on or before Friday,
27th October, 2017. Applications should be addressed as
registered mail to:
The Vice Chancellor,
Kibabii University,
P.O. BOX 1699 – 50200
BUNGOMA
Kibabii University,
P.O. BOX 1699 – 50200
BUNGOMA
Or
Addressed to
The Vice Chancellor
Kibabii University,
and Dropped at
Kibabii University-Main Campus,
Administration Block, Third Floor, Room ABA 308,
Kibabii University,
and Dropped at
Kibabii University-Main Campus,
Administration Block, Third Floor, Room ABA 308,