United States International University-Africa, is a Higher Learning Institution based in Nairobi, Kenya and is the most diverse university in East and Central Africa with about 6,000 students from over 60 nations, and a global network of more than 25,000 alumni. USIU-Africa is the only university in Sub-Saharan Africa whose degree programs are accredited by both the Kenya Government through the Commission for University Education (CUE), and by the American Government through the WASC Senior Colleges and Universities Commission (WSCUC).

In line with our commitment to providing quality, affordable education through world-class service delivery platforms, USIU-Africa is seeking to recruit a suitable and qualified candidate for the following position:

Office Administrator

Job summary:

This position is responsible for providing support to the Quality Assurance Directorate by maintaining the day-to-day operations of the office, facilitating seamless communication, and contributing to the overall effectiveness of quality assurance initiatives such as curriculum development, faculty development, program assessment and review; performing secretarial duties and assisting with other related activities.

Key Responsibilities/Tasks/Duties:

1. Manage the Director. Quality Assurance’s calendar, schedule appointments and coordinate meetings
2. Handle incoming and outgoing communication including emails, phone calls and official correspondence.
3. Keep record of progress reports from the various academic sections and external stakeholders

• Communicate to the various teams involved in Educational Effectiveness activities
• Organize and maintain confidential files and records

4. Provide oversight on office management activities including:

• Managing work schedule and paperwork for self, student assistants, and ensuring full day coverage of office;
• Managing supplies i.e. ordering supplies for everyone in office, maintaining a three-day “work supplies” and keeping and updating the list of vendors;
• Preparing contracts for external program reviewers and facilitators, and ensuring that reviewers and facilitators are paid; and
• Running miscellaneous errands as necessary.

5. Performing secretarial activities including:

• Recording appointments and making reminders to external participants, internal participants and the Director, Quality Assurance;
• Attending all Educational Effectiveness meetings, standing meetings and others as requested to take minutes;
• Disseminate meeting invitations/links, agendas, minutes and other relevant documents; and
• Performing other secretarial activities including typing, copying, filing, answering phones etc.

6. Providing logistical and administrative support in accreditation activities including:

• Booking venues for accreditation meetings
• Coordinating the receipt and hosting of accreditation teams

7. Other expectations include but are not limited to:

• Participation in professional development activities and university-wide activities
• Performing other duties as they arise.

Qualifications /Educational/Professional/experience)

• Bachelor’s degree from an accredited university.
• 3 years' experience in an academic/student advising setting preferably in an institution of higher learning.
• Advanced Secretarial qualifications.
• Proficiency in computer applications

Personal Attributes & Competencies

• Excellent communication skills;
• Excellent organizational skills;
• Time management skills;
• Interpersonal skills;
• Confidentiality and integrity;
• Team player with excellent interpersonal skills;
• Relationship builder & effective negotiator;
• Good communication skills;
• Self motivated;
• Attention to detail; and
• Adaptability and reliability.

If you have the requisite qualifications and experience and desire to work as a team member in a modern, progressive, international, and multicultural institution where you can make a difference, please apply indicating in the subject line: ‘Office Administrator: Quality Assurance’ . Interested applicants must provide a cover letter and a current CV, certified copies of educational certificates and transcripts, and addresses of three referees, current salary and benefits, telephone and e-mail contacts by 5.00pm, Tuesday, September 17, 2024 to:

Director, Human Resource,
United States International University - Africa,
P. O. Box 14634-00800, Nairobi, Kenya
Email: jobs-dvcasa@usiu.ac.ke

Disclaimer: Only shortlisted candidates will be contacted.

USIU-Africa is an equal opportunity employer