Vacancies at United States International University - USIU Africa

Deputy Registrar - Graduation & Student Academic Support

Reporting to the University Registrar, the Deputy Registrar- Graduation and Student Academic support is an integral member of the leadership team of the Registrar’s Department and is responsible for implementing duties and instructions assigned by the University Registrar and ensuring strategic management and planning of the Department. The position supports organizational design and implementation of academically related initiatives and promotion of student academic success.

Responsibilities:

• Providing effective, clear and timely communication between Registrar’s Office and the University community in relation to student enrolments and graduation.
• Participating in formulating, implementing, monitoring and evaluating policies and procedures for registration of students and graduation in line with the University Strategic plan by developing appropriate standard operating procedures.
• Responsible for interpreting and implementing regulations and recommendations of the University Senate.
• Coordinating and scheduling graduation planning meetings, custodian of graduation materials, documents and follow-up actions that may be required.
• Managing graduation processes by preparing graduation lists, organizing graduation activities, monitoring the printing of graduation programs, monitoring sitting arrangements, liaising with vendors for cleaning and supply of graduation regalia, graduation regalia stock taking and all other activities that are covered for in the graduation budget in consultation with the University Registrar and other relevant departments.
• Compile budget items related to graduation functions to facilitate the development of departmental annual budget.
• Liaise with external service providers for ordering, procurement, processing, storage and issuance of degree certificates, graduation covers, honor chords, tassels, certificate papers and acetates in preparation for graduation and to ensure they meet deadlines and objectives.
• Coordinating registration of new and continuing students in consultation with the University Registrar.
• Ensuring that service delivery and processes in the Registrar’s Department are efficient and client-oriented in accordance to policies and procedures.
• Ensuring metrics and accountabilities for the portfolio are in place to monitor performance and achievement of departmental goals.
• Compile and submit regular reports to the University Registrar on student enrolment, graduation, and other related reports.
• Deputize the University Registrar when required.
• Responsible for the management and administration of staff in the Graduation and Registration Office section.
• Perform any other relevant duties as assigned by the University Registrar from time to time

Qualifications:

• Master’s degree from an accredited institution.
• At least three years’ experience in a recognized institution of higher learning.
• In-depth knowledge of academic policies, procedures, and regulations in an educational institution.
• Familiarity with student information systems (SIS) and other relevant software for data management platforms.

Personal Attributes and Competencies

• High integrity and confidentiality
• Excellent attention to detail
• Ability to work in a fast-paced environment.
• Excellent interpersonal skills
• Excellent communication skills
• Excellent time management skills
• Excellent organization
• Self-motivated
• Adaptability and flexibility
• Can work well under pressure
• Good team player

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Job Purpose:

Reporting to the University registrar, the potential candidate is responsible for Evaluating and auditing students’ requirements for graduation and carrying out computerized degree audits for continuing students: Monitoring graduation requirements, degree processing, generating reports and other requests.

Key Responsibilities:

• Responsible for timely and accurate graduation applications processing.
• Timely place order, confirm receipt and verify accuracy of degree certificates from the issuing institution and Post the degree on the students’ transcripts to confirm completion of studies.
• Organization of the graduation petition paperwork and proper oversight of the collection processes to ensure accurate graduation lists and coordinate the printing of the graduation program.
• Compiling and verifying final course requirements based on degree requirements and exemption approvals.
• Managing the programming of current requirements into the computerized degree audit system. This includes ensuring accuracy, readability, and training for end -users.
• Communicate with other departments involved in the graduation and records functions to resolve problems, facilitate processes, and ensure completeness of student academic records.
• Register new and continuing students every semester for accuracy of records.
• Oversee Issuance and receipt of students’ and faculty academic regalia, maintenance of record of student and faculty academic regalia.
• Prepare, coordinate and oversee graduation line up, seating arrangement and attendance at commencement.
• Key in changes of students’ major, minor, concentration and course substitutions for record keeping and accuracy.
• Perform online clearance for prospective graduates.
• Issuance of degree certificates to students.
• Maintains current knowledge of all functions of the Registrar’s Office
• Upload and oversee student’s final clearance.
• Assists in the establishment and implementation of Registrar’s Office policies and ensure compliance with established practices.
• Communicates with other departments involved in the graduation and records functions to resolve problems, facilitate processes, and ensure completeness of student academic records.
• Generate data and report writing for planning and decision making.
• Provides general office and back-up coverage for services as assigned by the Registrar.
• Perform any other relevant duties as may be required from time to time.

Specialized tools/facilities required:

• Proficient with Microsoft Word and Excel
• Management of CARS, data management, generation of reports

Skills required:

• Report writing skills
• Quantitative and analytical skills
• Excellent interpersonal and communication skills
• Must be computer literate
• Customer care skills

Minimum Qualifications and Work Experience;

• Bachelor’s degree from an accredited institution.
• Minimum of 3 years experience in a similar position.

Competencies:

• Must be a team player, dependable and approachable
• Confidentiality and high level of integrity
• Good presence and leadership ability
• Ability to work in a multi-cultural environment
• Ability to pay attention to detail
• Proactive

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Job Purpose:

The Motor Vehicle Mechanic will be responsible for the maintenance, repair, and servicing of the university's motor vehicle fleet. The role ensures that all university vehicles are in excellent working condition, operating efficiently, and meeting safety standards. The mechanic will work closely with the Transport Manager to provide timely and effective mechanical services to support university transport operations.

Key Responsibilities:

Vehicle Maintenance & Repair

• Conduct routine maintenance of university vehicles, including servicing engines, brakes, transmissions, and electrical systems.
• Diagnose and repair mechanical issues in vehicles to ensure optimal performance.
• Inspect vehicles to identify potential problems and provide proactive maintenance solutions.

Emergency Repairs

• Respond to vehicle breakdowns and provide prompt roadside repair services.
• Coordinate with the Transport Manager to arrange for external repair services when necessary.

Safety Compliance

• Ensure all university vehicles comply with safety regulations and legal requirements, including inspections and certifications.
• Maintain accurate records of services and repairs performed on each vehicle.
• Drive University vehicles to test vehicle systems after repairs.
• Carry some driver’s duties as and when required.

Inventory & Spare Parts Management

• Monitor and manage the inventory of tools, spare parts, and equipment for the workshop.
• Assist in the procurement of necessary parts and ensure proper stock levels are maintained.

Collaboration with Transport Manager

• Provide regular reports on the condition of vehicles and recommend actions for improvement.
• Work with the Transport Manager to schedule vehicle repairs, servicing, and preventive maintenance routines.
• Following up the validity of all documents (annual inspections, insurance, Speed Governors, Road Service license or any other required documents)
• Managing the stock of repair items, filling in the stock cards, carrying out physical stock inventories, executing orders necessary for renewing stock, and avoiding any shortage.

Record-Keeping & Documentation

• Maintain detailed records of all maintenance and repairs conducted on vehicles.
• Ensure vehicle service logs are up-to-date and accurate.

General Workshop Operations

• Maintain a clean, organized, and safe working environment in the workshop.
• Ensure all tools and equipment are in good working order.

Qualifications /Educational/Professional/experience

• O-Level Certificate, C plain and above
• Valid driving license; category D1, D2 free from any endorsement and valid for all ranges and types of vehicles which the candidate is required to drive.
• At least a diploma in Auto Engineering from the Kenya National Examination Council ( KNEC).
• Served as a senior mechanic for not less than ten years.
• Experience in heavy commercial vehicles, light commercial vehicles especially Isuzu, Nissan UD and Mitsubishi models.
• Auto- Electrical Knowledge and experience will be an added advantage.
• Computer literacy.
• Training in Occupational Health and Safety.

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Archivist (Short Term)

Reporting to the Senior Librarian – Digital Repository, the holder of this position will be responsible for managing and preserving institutional records and historical documents, ensuring access to archival resources for the university community in support of research, teaching, and institutional heritage initiatives. This role will also involve developing and maintaining archival collections, facilitating research services, and contributing to the university’s efforts to preserve its legacy and enhance scholarly activities.

Key Responsibilities

• Authenticate and appraise historical documents and archival materials.
• Research and record the origins and historical significance of archival materials.
• Locate new archival materials and direct their acquisition and display.
• Download relevant online newspapers to create an archival inventory for reference.
• Developing library exhibits that highlight the archival collection.
• Implement and review preservation procedures and processing guidelines of both physical and digitized materials.
• Preserve records, documents, and objects in a format that is easily accessible
• Organize archival records and develop classification schemes to facilitate access to archival materials.
• Conduct a survey of all existing records and integrating findings into inventory so as to monitor and track them.
• Assist users to access archival materials that they need.
• Update the library’s institutional repository.
• Assist in carrying out training of work-study, attachments students and interns within the section.

Educational Qualifications and Professional Experience

• Bachelor’s Degree in Records & Archives management OR Bachelor’s degree in Library and Information Sciences (Records & Archives management option);
• Proficiency in computer applications;

Competencies & Skills

• Excellent oral, written, interpersonal and communication skills.
• Good customer care
• Planning and organization skills
• Problem solving skills
• Team work
• Time management