Openings at United States International University - USIU Africa

Job Summary

The Senior Office Administrator plays a crucial role in providing administrative support to the Deputy Vice-Chancellor, Finance and Operations. This position involves a combination of organizational, communication, and clerical tasks to ensure the efficient operation of the office.

Key Responsibilities/Tasks

Administrative Support:

• Manage the DVC's calendar, schedule appointments, and coordinate meetings.
• Prepare and distribute meeting agendas, minutes, and other relevant documentation.
• Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.

Financial Administration:

• Assist in budget management and financial reporting processes.
• Process financial transactions, including expense reports, reimbursements, and invoices.
• Maintain accurate financial records and documentation.

Coordination and Communication:

• Serve as a liaison between the DVC and other divisions, departments, staff, and external stakeholders.
• Coordinate logistics for events, conferences, and other official functions.
• Draft and proofread documents, reports, and presentations on behalf of the DVC.

Record Keeping:

• Organize and maintain confidential files and records.
• Ensure compliance with record-keeping policies and procedures.

Office Management:

• Manage office supplies, equipment, and facilities.
• Coordinate office logistics, such as space planning and maintenance.

Special Projects:

• Support the DVC in special projects and initiatives as needed.
• Conduct research and compile data for reports and presentations.

Manage the DVC's calendar, schedule appointments, and coordinate meetings.

• Prepare and distribute meeting agendas, minutes, and other relevant documentation.
• Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.

Minimum Educational Qualifications and Professional Experience:

• Bachelor's degree from an accredited university.
• 3 years experience as an office administrator or a related position.
• Advance Administrative Support.
• Digital Proficiency.

Personal Attributes & Competencies:

• Excellent communication skills.
• Organizational skills.
• Time management skills.
• Interpersonal skills.
• Confidentiality and integrity.
• Team player with excellent interpersonal skills.
• Relationship builder & effective negotiator.
• Self-motivated.
• Attention to detail.
• Adaptability and reliability.

If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line of the email address the position you are applying for.

Adjunct faculty with the exceptional credentials are encouraged to apply, and all interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, names and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Thursday, January 4, 2024 to:

Director Administration,
United States International University - Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-finance@usiu.ac.ke

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Job Summary

Reporting to the Director, University Advancement & Partnerships, the Chief Manager will spearhead the University’s strategy to identify, engage with and build partnerships and linkages that will help fulfill the mission of USIU-Africa.

Key Responsibilities/Tasks

• Strengthen the capacity of USIU-Africa to harness partnerships and institutional linkages.
• Develop, implement and monitor policies, plans, strategies, and outputs.
• Cultivate and coordinate partnerships with Government agencies, the private sector, international agencies, civic organizations, and foreign missions.
• Organize and provide leadership to multi-stakeholder alliances, consortia, committees, task forces, or technical working groups in advancing the university’s interests.
• Develop, implement and monitor effective use of the departmental budget.
• Maintain a repository and monitor all University partnerships and external linkages.
• Engage all stakeholders of the University involved in external partnerships.
• Any other responsibilities assigned by the supervisor.

Educational /Professional Qualifications and Experience

• Master’s degree in Business related studies, Communications or International Relations from an accredited university.
• Demonstrated management experience of at least seven years in multi-level and cross-cultural relations in an international environment preferably in a higher education institution.

Skills and Competencies

• Relationship management skills.
• Strong negotiation skills.
• Organizational skills.
• Good inter-personal skills.
• Good computer and database skills.
• Management skills.
• Strategic planning experience.
• Budgeting experience.

Decision making

• Strategic decisions.
• Tactical Decisions.

Problem solving

• Relationship management.
• Conflict resolution.

If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line of the email address the position you are applying for. Interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, names and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Thursday, January 11, 2024 to:

Director Administration,
United States International University - Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-advancement@usiu.ac.ke

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Job Summary

Reporting to Principal Accountant (Management Accounts), the job holder is tasked with handling and advising on tax compliance matters, analyzing and reconciliation of applicable transactions, posting vendor invoices and reviewing for completeness.

Key Responsibilities/Tasks

• Analyze vendors to determine the tax liability and apply the prescribed tax rates on Withholding tax, withheld VAT, Reverse VAT and Value added tax.
• Updating the cashbook by posting all vendor invoices into CARS and ascertaining they are accompanied by proper documentation.
• Prepare e-slips on I-TAX for, VAT & W/Tax and tax schedules to facilitate the filing of taxes as per statutory dates.
• Ensure proper filing of documents supporting tax filing and scan them into the electronic data management system.
• Annual filing of USIU tax return and application of tax compliance certificate.
• Reconciliation of General Ledger payable and Tax accounts..
• Reconciliation of infirmary medical income with the remittances from the insurance provider.
• Liaise with procurement and on any issues related to supplier invoices.

Educational /Professional Qualifications and Experience

• Bachelor’s degree in Accounting/Finance and CPA (K) / ACCA Finalist.
• Member of the Institute of Certified Public Accountants of Kenya (ICPAK).
• Proficiency in computer applications.
• Three (3) years’ experience.
• Showed merit and ability as reflected in work performance and results.

Personal Attributes and Competencies

• Good communication skills.
• Cross-cultural interpersonal skills.
• Confidentiality and integrity.
• Team player with excellent interpersonal skills;
• Proactive and with proven ability to take instructions and execute.
• Self-motivated.
• Attention to detail.

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Job Summary

The Transport Manager plays a crucial role in ensuring that transportation services run smoothly, safely, effectively and efficiently within the university. This role involves comprehensive management and oversight of all transportation-related activities within the university campus, with a focus on prioritizing the safety and efficiency of transport for students, staff, faculty, and other stakeholders.

Key Responsibilities/Tasks

Fleet Managment:

• Maintain and manage the university's fleet of vehicles.
• Schedule regular maintenance and inspections to ensure vehicles are in good working condition.
• Coordinate repairs and service appointments.

Route Planning:

• Plan and optimize transportation routes to ensure timely and efficient transportation services.
• Consider factors such as student and staff locations, class schedules, and special events.

Budgeting and Financial Management:

• Develop and manage the transportation budget, including fuel costs, maintenance, and other related expenses.
• Explore cost-saving measures and efficient resource allocation.

Compliance and Safety:

• Ensure compliance with local transportation regulations and safety standards.
• Implement and enforce safety protocols for drivers and passengers.
• Conduct regular safety training for drivers.

Supervision and Staff Management:

• Conduct performance evaluations and provide feedback.
• Manage Staff Leave Schedule.
• Address any disciplinary issues or concerns.

Coordination with Other Departments:

• Collaborate with academic and administrative departments to understand transportation needs.
• Coordinate transportation services for special events, field trips, and extracurricular activities.

Technology Implementation:

• Utilize technology for efficient tracking and management of the transportation fleet.
• Implement systems for route optimization, vehicle tracking, and communication with passengers.

Customer Service:

• Ensure a high level of customer service for all passengers.
• Address and resolve complaints or issues related to transportation services.

Environmental Considerations:

• Explore and implement environmentally friendly practices in transportation, such as fuel-efficient vehicles or alternative transportation options.

Data Analysis, Reporting and Documentation

• Collect and analyze data related to transportation services.
• Maintaining accurate records of transportation operations, including schedules and maintenance logs
• Generate reports on key performance indicators and make data-driven recommendations for improvements.

Emergency Preparedness:

• Develop and implement emergency response plans for transportation-related incidents.
• Coordinate with relevant authorities and departments during emergencies.

Educational /Professional Qualifications and Experience

• A Bachelor's degree in Transportation Management, Logistics, Business Administration or a related field from an accredited university.
• Professional Certifications in Transportation and Logistics or Diploma in Automotive Engineering.
• Experience in managing teams.
• A minimum of 5 years of prior experience in a higher education institution or a high-activity transportation setting is highly desirable.
• Digital Proficiency

Personal Attributes and Competencies

• Excellent communication skills.
• Organizational skills.
• Time management skills.
• Interpersonal skills.
• Confidentiality and integrity.
• Team player with excellent interpersonal skills.
• Relationship builder & effective negotiator.
• Self-motivated.
• Attention to detail.
• Adaptability and reliability.