Vacancy title:
Principal Assistant Academic Registrar

[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 assist in the performance of the Academic Registry functions in the Faculties/Schools and Departments.

KEY FUNCTIONS

The incumbent will be responsible for carrying out the following duties and responsibilities:

1. To assist in the arrangements for examination.
2. To draft Academic Transcripts for Kyambogo University based programme
3. To answer queries and correspondences on Academic Transcripts.
4. To ensure that transcript forms are available at all times.
5. To ensure that examination cards are prepared timely.
6. To process the Mature Age entry examinations and all other entry examinations.
7. To prepare and maintain an inventory of researches done by students.
8. To monitor the teaching of University programme.
9. To ensure timely compilation of University time tables.

KEY OUTPUTS:

1. Examination time tables pinned up
2. Academic transcripts drafted.
3. Students attended to.
4. Examination cards issued.
5. Examination results properly kept.
6. Mature Age entry examinations and all other entry examinations processed.
7. An inventory of researches done by students maintained.
8. Teaching of University programmes monitored
9. Timely compilation of University time tables ensured.

PERSON SPECIFICATION

(a) Qualifications

(i) Must possess a Masters’ degree in any of the following fields from a recognized University/Institution; Education or Educational Planning and Management or Human Resources Management or Public Administration and Management or Management Studies or Organizational Psychology or Business Administration (Management Option).

(ii) Must possess an Honours Bachelor’s Degree in any of the following fields from a recognized awarding University/Institution; Education or Arts with Education or Science with Education or 1st1st Degree with Post Graduate Diploma in Education.

NB: This Bachelor’s degree requirement is waived for those who joined Kyambogo University service in the Academic Registrar’s Department with any Bachelor’s degree before it came into force in 2014.

(iii) A minimum of six (6) years’ work experience in Academic Registry , three (3) of which must have been served at the level of Senior Assistant Registrar or its equivalent in a reputable institution of higher learning.

(b) Competencies

(i) Good interpersonal and effective communication skills.

(ii) High level of integrity.

(iv) Computer Literate.

(v) Fluent in English language

Work Hours: 8

Experience in Months: 72

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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