The University Secretary is a key administrative role reporting to the Vice Chancellor that provides support to the various University governance bodies, ensuring the effective governance and record keeping of the bodies. The position also supports the governing bodies of the University, ensuring effective decision-making, documentation, and communication at the highest levels.

Responsibilities

Board and Council Support

• Organize, attend and document meetings of the University governance organs and their respective committees.
• Prepare and circulate meeting materials, including notices, agendas, minutes, and reports and ensure the members receive meeting materials in a timely manner.

Records and Document Management

• Maintain confidential and secure custody of official documents i.e. Minutes and resolutions
• Ensure up-to-date University documentation
• Assist in the development and implementation of governance frameworks and risk management systems.

Candidate Profile

Academic and Professional Qualifications

• Master’s degree in Business related studies, Communications or Social Sciences from an accredited University.
• Bachelor of Laws LLB degree from a recognized institution.
• Certified Public Secretary CPS-K and a valid practicing certificate from the Institute of Certified Secretaries ICS, Kenya.
• Advocate of the High Court of Kenya preferred.

Experience and Knowledge

• Minimum of 7 years’ relevant experience, at least 3 of which should be at a senior level in a similar capacity preferably in a University
• Demonstrated knowledge of university governance, regulatory compliance, and corporate law.
• Experience in analyzing information and producing high-quality written materials on a broad range of subjects and outcomes under demanding time frames.

Personal Attributes

• Discretion and confidentiality: Ability to maintain confidentiality and handle sensitive information with discretion.
• Attention to detail: High level of attention to detail, ensuring accuracy and precision in all aspects of the role.
• Interpersonal skills: Ability to build strong relationships with board members, university administrators, and other stakeholders.
• Organizational skills: Strong organizational skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines.

Skills

• Proficiency in legal and administrative software tools.
• Minute-taking: Ability to take accurate and concise minutes during board, council and senate meetings.
• Record-keeping: Ability to maintain accurate and up-to-date records, including board meeting minutes and resolutions.
• Excellent communication skills: Effective written and verbal communication skills, with the ability to draft minutes, reports, and other documents.
• Strong administrative skills: Ability to manage complex administrative tasks, maintain accurate records, and ensure compliance with governance regulations.
• Ability to manage multiple stakeholders and sensitive information effectively.

Competencies

• Strong understanding of Kenyan corporate and educational laws.
• Compliance: Understanding of relevant laws, regulations, and policies governing university education.
• Board governance expertise: Understanding of governance principles, practices, and procedures for universities.