Job Overview

The Administrative Officer is responsible for supporting the Registrar’s Office in administrative tasks, record-keeping, and ensuring compliance with institutional and regulatory requirements. The role involves coordinating Senate meetings, preparing documentation for submission to the Ministry of Higher Education (MoHE) and other authorities, and assisting superiors with hands-on tasks and special projects.

Key Responsibilities

• Administration & Record-Keeping
  • Maintain comprehensive and accurate records by organizing the office filing system.
  • Prepare and manage documents for submission, including SignNow processing.
  • Collect documents for Registrar’s signature and Certified True Certificates.
• Meetings & Coordination
  • Organize meetings (scheduling, reminders, room reservations, catering).
  • Coordinate University Senate meetings and Registrar’s Office bi-weekly meetings.
  • Prepare and record minutes of meetings.
• Regulatory Compliance
  • Monitor MoHE and other local authority requirements.
  • Manage applications to MoHE for programme amendments, renewals, and changes to the University Constitution.
  • Track programme expiry dates, codes, and pending matters with MoHE.
  • Ensure compliance with CCC regulatory requirements.
• Budget & Special Projects
  • Assist superiors in preparing annual regulatory and convocation budgets.
  • Handle special projects and assignments as directed.
• Collaboration & Communication
  • Maintain good rapport with faculties, departments, centres, and external stakeholders.
  • Support corporate governance and secretariat activities.

Qualifications

• Bachelor’s Degree in Business Administration or related field.
• Strong understanding of education sector regulatory requirements.
• At least 1 year of experience in the education sector, specifically in MoHE-related matters and minute-taking.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); advanced Excel skills preferred.
• Excellent communication and writing skills in English.
• Ability to multitask, work under pressure, and manage deadlines.
• Independent, proactive, and able to collaborate effectively in a team.