Duties and Responsibilities

The Work at this level will be carried out under the close supervision and guidance of a Senior Management Officer. Specifically duties and responsibilities at this level will entail:

• Ensure preparation, consolidation, and submission of Annual University Procurement Plan and Disposal Plan.
• Oversee preparation of procurement-related status reports for submission to management and other statutory bodies.
• Ensure integration of ICT into the supply chain management operations.
• Oversee procurement of goods, services, and works.
• Ensure that supplies estimates and expenditure are prepared to ensure that procurements are done within prevailing market prices.
• Spearhead all negotiations with suppliers for the University’s value for money as required by the Procurement Laws and Regulations.
• Oversee the research on market trends to inform placing of orders or recommend appropriate awards of all procurement matters.
• Oversee the development of work plans for the department, supervise implementation, and evaluate performance to achieve the Commission’s strategic plan.
• Oversee University asset management process.
• Ensure stock take process is undertaken and that quarterly and annual stock-taking reports are prepared for presentation to management.
• Oversee drafting and implementation of procurement-related contracts.
• Ensure the tendering processes are executed as per the Procurement Act 2015.
• Oversee inspection and acceptance of goods, works, and services.
• Oversee the disposal process in the University.
• Ensure implementation of Quality Management Systems in the department.
• Formulate and implement procurement policies, strategies, regulations, and procedures to ensure proper management of the University’s procurement function.
• Interpret and advise the Vice-Chancellor on all procurement and asset disposal matters to ensure that the University complies with Procurement Laws, Regulations, and Government Circulars.
• Identify, monitor, and mitigate supply chain, strategic, and operational risks by ensuring appropriate internal controls are in place.
• Mentor staff in the department to impart relevant knowledge as a way of building their capacity to ensure business continuity in the Commission.
• Assign duties and supervise staff in the department.
• Assess staff competencies through appraisal mechanisms.
• Formulate training and development strategies for departmental staff on a competency framework, in line with both the University’s strategy and individual needs.
• Provide professional opinions to the Accounting Officer on all procurement and disposal matters.
• Provide advice to the University Management on matters concerning legislation, environmental, and best supply chain management practices.
• Maintain a well-updated register of all University suppliers.
• Oversee preparation of quarterly and annual stock-taking reports to management.
• Provide secretariat services to evaluation, disposal, and negotiation committees.
• Initiate disposal of unserviceable, obsolete, or surplus stores and equipment.
• Monitor and implement procurement processes through the Enterprise Resource Planning system.
• Oversee purchasing and supplies to ensure smooth operation within the University.
• Oversee the internal requisition process in the University.
• Oversee and manage interdepartmental communication and allocate tasks and resources as needed.

Requirements for Appointment:

• Served in the grade of Deputy Chief Supply Chain Management Officer for a minimum period of three (3) years.
• Master’s Degree in a relevant field.
• Be a member of the Institute of Purchasing and Supplies or any other recognized professional body.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

go to method of application »

Duties and Responsibilities

This is the entry grade for this cadre. Work at this level will be carried out under the close supervision and guidance of a senior officer. Specifically duties and responsibilities at this level will entail:

• Ensure development, review, and implementation of Security policies to ensure the safety of staff, students, and physical assets at all times.
• Ensure development of work plans to establish an efficient and effective security system.
• Ensure development of security financial budgets to ensure proper funds allocation for security requirements.
• Ensure Security Operations with public law enforcement agencies to boost the general security situation and draw upon their experience and knowledge.
• Oversee Security services offered by contracted Security service providers to ensure quality security service delivery.
• Ensure that the University’s assets are secured for general security administration.
• Ensure compliance with Security statutory regulations and requirements to enable smooth university operations.
• Coordinate security emergency management and contingency procedures to prepare and equip for potential disasters.
• Provide emergency management and contingency procedures to safeguard the institution’s assets, employees, guests, or others on company property.
• Identify, investigate, and resolve security breaches to protect the institution’s assets, employees, guests, or others on company property.
• Keep abreast with emerging Security challenges and devise appropriate interventions to maintain organizational Security at all times.
• Coordinate specifications for security contracts to ensure quality security service delivery.
• Coordinate and oversee the implementation of physical protection systems (PPS) to secure and safeguard university assets/property.
• Prepare security reports for decision-making, evidential, and record purposes.
• Coordinate security risk analysis and identify risks to develop measures to mitigate them.

Requirements for Appointment

• Served in the grade of Deputy Chief Security Officer for a minimum period of three (3) years.
• Master’s Degree in basic Security Course from a recognized institution.
• Must have served in the police service at the rank of Chief Inspector of police or in the Kenya Defence Forces at the rank of Captain.
• Certificate of good conduct from the Kenya Police.
• A valid basic first aid Certificate with proven experience in first aid.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

go to method of application »

Duties and Responsibilities

This is the entry grade for this cadre. Work at this level will be carried out under the close supervision and guidance of a senior officer. Specifically duties and responsibilities at this level will entail:

• Ensure compliance with Statutes, regulations, and procedures to reduce penalties and litigation.
• Oversee management of land assets and Intellectual Property to protect University interests.
• Coordinate the preparation of work plans and budgets for the legal services to ensure maximum job output.
• Ensure legal opinions and case summaries are well-drafted to ensure that the University complies with all legal, regulatory, and statutory requirements.
• Ensure internal policies are aligned with relevant legislation to avoid litigation.
• Coordinate preparation of legal reports for decision-making.
• Manage and develop staff to ensure maximum output.
• Formulate and review legal policies and practices to identify and resolve legal issues and problems.
• Draft, review, and approve agreements, grant awards, and contracts to safeguard the University’s interests.
• Keep custody of legal documents to maintain a database of the status of all court cases involving the University to review progress on outstanding litigation.
• Identify and mitigate legal risks and develop remedial plans to avoid litigation.
• Represent the University in litigation and develop case strategies.
• Liaise with external lawyers regarding litigation to identify and resolve legal issues.
• Participate in the implementation of legal and governance policies, systems, and procedures in line with the institution’s strategy to ensure the achievement of University strategic plans.
• Advise and take part in corporate deals in which the University participates.
• Draft and review commercial contracts with suppliers for the benefit of the University.
• Advise on principles of corporate governance according to the regulatory framework to foster strategic policies in the University and ensure adherence in all departments.
• Interpret legal opinions and offer guidance on legal requirements concerning issues of contract termination.
• Represent the institution in courts of law and tribunals to protect the University’s interests through proper and fair procedures.
• Draft reports on legal matters for presentation to the Council for approval and implementation of strategic or governance policies to allow smooth operations in compliance with statutory laws.
• Guide and advise on the process of Staff and Students disciplinary cases.
• Review and prepare annual legal reports to ensure the University and all departments operate smoothly and avoid procedural loopholes.
• Prepare and review Memoranda of Understanding between the University and other interested parties.
• Assist in preparing and interpreting legal instruments relating to the institution’s legal matters and ensure proper documentation of evidence and other crucial information for the legal team’s use.

Requirements for Appointment

• Served in the grade of Legal Officer for a minimum period of three (3) years.
• Master’s Degree in Law.
• Valid practicing Certificate from the Law Society of Kenya.
• Diploma in Law from the Council of Legal Education.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

go to method of application »

Duties and Responsibilities

• Allocate and supervise duties assigned to subordinate staff for smooth office operations.
• Prepare office work plans to ensure tasks are accomplished on time.
• Assist Managers in compiling reports for presentation at various meetings.
• Act as a liaison between Managers and other offices to ensure effective communication.
• Prepare notices for meetings, distribute agendas and minutes, and book meeting venues to ensure meetings run smoothly and achieve set objectives.
• Maintain a contact database for future reference and efficiency.
• Facilitate internal and external communication to enhance efficiency and alert Managers to urgent matters.
• Develop and maintain a functional office filing system for easy retrieval.
• Coordinate meeting schedules and appointments to meet set objectives.
• Make travel arrangements, itineraries, and travel logistics to ensure proper timeliness.
• Screen visitors, telephone calls, and handle complaints and inquiries to enhance efficiency and productivity.
• Receive and dispatch mail for proper prioritization.
• Maintain and disseminate information on university systems, policies, and procedures to enhance efficiency.
• Assist in the preparation of departmental budgets for proper planning.
• Harmonize the flow of work in all departments for smooth day-to-day operations.
• Manage food services for meetings to ensure proper continuity.
• Process office supplies and other requisitions for smooth office operations.
• Coordinate the process of preparing student certificates, ensuring safe keeping, issuance, and maintaining proper records.
• Record minutes during departmental meetings for proper record-keeping and future reference.

Requirements for Appointment

• Served in the grade of Secretary I for a minimum period of three (3) years.
• Bachelor’s degree in a relevant field.
• Membership in IHRM.
• Certificate in Computer Applications skills from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

go to method of application »

Duties and Responsibilities

• Manage office protocol and etiquette to ensure customer satisfaction and harmony.
• Serve as a liaison between offices, University Management, and the institution as a whole.
• Attend to visitors and clients (both internal and external).
• Handle incoming and outgoing telephone calls.
• Provide reception services by responding to internal and external inquiries and complaints from staff and clients.
• Draft routine correspondence (e.g., emails, memos, letters, and notices) to ensure smooth communication flow.
• Organize the flow of office information, prioritize and direct email messages and correspondence, and ensure follow-up as needed.
• Prepare reports, speeches, and PowerPoint presentations for meetings and seminars.
• Maintain and update the contact database.
• Manage meeting logistics, including sending meeting notices and agendas, circulating reference documents, booking venues, managing food service requests, and fulfilling other requirements.
• Take oral dictation for efficient letter writing.
• Use e-office tools for research and data processing to generate accurate information and statistics.
• Operate office equipment for copying and distribution.
• Prepare work plans and almanacs.
• Prepare quarterly reports on performance contracts.
• Prepare quarterly work plan reports.
• Take minutes during meetings.
• Establish and monitor procedures for record-keeping of correspondence and file movement to maintain proper records as per Quality Management Systems.
• Secure office records, equipment, and documents, including classified material, to prevent loss.
• Guide and supervise other office personnel (e.g., drivers, office assistants, and clerks) to ensure overall office efficiency.

Requirements for Appointment

• Served in the grade of Assistant Executive Secretary for a minimum period of three (3) years.
• Bachelor’s degree in a relevant field.
• Master’s degree in a relevant field.
• Diploma in Secretarial Studies.
• Certificate in Computer Applications skills from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.