Vacancy title:
Deputy University Secretary

[Type: FULL_TIME, Industry: Business Management and Administration, Category: Admin & Office]

Jobs at:
Kyambogo University

Deadline of this Job:
Wednesday, April 30 2025

Duty Station:
P. O. BOX 1 KYAMBOGO, KAMPALA | Kyambogo | Kampala | Uganda

Summary
Date Posted: Monday, March 31 2025, Base Salary: Not Disclosed

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JOB DETAILS:

PURPOSE OF THE JOB

To deputize the University Secretary in managing the provision of administrative and support services of the University.

KEY FUNCTIONS

1. To support the University Secretary in planning, budgeting for the Office and their implementation.
2. To support the University Secretary in initiating and reviewing administrative policies, procedures, standards and terms and conditions of service of the University.
3. To coordinate the provision of administrative and support services.
4. To interpret, guide and coordinates the implementation of Council administrative policies and related resolutions.
5. To represent the University as delegated by the University Secretary.
6. To coordinate the provision of appropriate secretariat services to Council and its Committees.
7. To draft and circulate administrative pronouncements arising out of Council deliberations and resolutions.
8. To undertake any other official duties as assigned by the University Secretary.

KEY OUTPUTS

1. Support for planning, budgeting for office provided and plans and budgets implemented.
2. Support for initiating and reviewing administrative instruments, procedures and standards provided.
3. Administrative and support services coordinated.
4. Council administrative decisions interpreted and their implementation guided and coordinated.
5. Provision of appropriate secretariat services to Council coordinated.
6. Administrative Council pronouncements drafted and disseminated.
7. Other official duties as assigned performed.

PERSON SPECIFICATIONS

a) Qualifications

1. Must possess a Master’s degree in either Business Administration (Management option) or Accounting and Finance or Public Administration or Management Studies or any other relevant qualification from a recognized awarding institution/university.
2. Must possess a Bachelor’s degree in any of the following fields: Arts (Social Sciences), Human Resource Management, Social Work and Social Administration, Business Administration, Public Administration, Organizational Psychology, Law and Accounting and Finance from a recognized awarding institution.
3. Possession of a Diploma in Law or Certificate in Administrative Law is an added advantage.

b) Experience

Should have a minimum of nine (9) years’ work experience in administration of a reputable organization, three (3) of which should have been served at a level of Principal Assistant Secretary or its equivalent in a reputable institution.

c) Should be computer literate and have ability to use a broad range of communication styles to manage diverse situations and effectively relate to people.

d) Should have high integrity with extensive leadership skills.

e) Should have a broad knowledge of the policy and legal framework governing the operations of public universities.

Work Hours: 8

Experience in Months: 96

Level of Education: bachelor degree

Job application procedure

1. Interested staff of Kyambogo University serving under the relevant Department who meet the minimum requirements for the above promotional positions should submit applications addressed to Chief Human Resources through their respective Heads of Departments not later than Monday 14th April 2025 accompanied with the following to the Head of Department:
   (a) Copies of certified academic and professional qualifications;
   (b) Copy of the National Identity Card;
   (c) Copies of appointment letters as evidence of relevant work experience; and
   (d) Duly completed Performance Appraisal report forms for the last three (3) Financial Years 2021/2022, 2022/2023 and 2023/2024 (if not done).
2. On receipt of the applications, the respective Head of Department is required to:
   (a) Prepare a Seniority list for the position immediately below the advertised position;
   (b) Prepare a brief on each applicant covering their work experience, academic and professional qualifications, performance and disciplinary record;
   (c) Complete each applicant's Performance Appraisal Reports for the last three Financial Years 2021/2022, 2022/2023 and 2023/2024.
   (d) Present the applications, Seniority list, and brief on each applicant and performance Appraisal reports to the Departmental Appointments, Appraisal and Promotions Committee for consideration using the point system.
   (e) Prepare the Departmental Committee minutes with recommendations;
   (f) Submit to the application and a) to e) to the Directorate of Human Resources (Records Office), Second Floor, Administration Block by Wednesday 30th April 2025, 5:00 p.m. East African Standard Time.
3. Applications not received by the Directorate of Human Resources not later Wednesday 30th April 2025, 5:00p.m. shall not be accepted.

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