University Registrar at National Defense University

Pursuant to the provisions of Section 35 (1)(a)(i) and Section 24 (4) of the Universities Act, 2012 (Revised 2020), the National Defence University-Kenya invites applications from suitably

qualified persons to be considered for appointment to the position of University Registrar.

Basic Salary: Competitive package as advised by SRC

House Allowance: As provided by the University

Medical Cover & Other Allowances: As provided by the University

Terms of Service: Three (3) years contract (Renewable) subject to satisfactory performance.

Requirements

Qualifications

For appointment to this position, a candidate must have/be able to:

• a. A PhD with experience in a registrar/student services position in a University;


• b. Ability to manage tasks relating to faculty, students, administrators, and staff, actors in the security sector and other agencies in enforcing University academic policies;


• c. Demonstrate knowledge in competency-based education and transcripting, including extended transcripts;


• d. Experience in working with university education-high school dual enrolment/dual degree programmes;


• e. Strong interest in faculty and student affairs through direct and indirect interaction ie procedural and systems development;


• f. Excellent communication, leadership and organizational skills;


• g. Experience in managing complex records systems and computer systems development in a registrar’s office or admissions office (specific experience with portal preferred);


• h. Successful supervisory experience in a people-oriented environment; and


• i. Excellent technical, analytical and problem-solving skills.

Core Competencies

• 2. The Registrar is the chief coordinator of matters pertaining to the University’s academic organization for: examinations, research, postgraduate studies and syllabi.


• The successful candidate shall manage the Academic Registry admissions and records, examinations as well as staff development and ceremonies.


• 3. The Registrar manages staff within a dynamic institution that provides a proficiency-based education to traditional and online undergraduate as well as postgraduate students. This position requires a unique combination of strong leadership, technical, and interpersonal skills. The Registrar must create and maintain collaborative working relationships with senior leadership, faculty, and staff and support University programmes including policies and adherence to legal and institutional frameworks.


• The Registrar acts as a central communication resource for academic and policy information related to student records management in maintaining the integrity of academic records.

Duties and Responsibilities of the University Registrar

The University Registrar is responsible for;

• Overseeing all operations related to the registration process (records creation, course schedule building, classroom assignment, final exam scheduling, grade processing, transcript issuance, and student enrollment verification).


• Overseeing all operations in the transfer of credit and Prior Learning Credit (evaluation of transcripts, posting of credit, processing and building of transfer credit rules in the academic portal).


• Development of the academic calendar, updating of the University website, and assisting with development and publication of the University catalog.


• Beginning of semester processing (building of semester, trimester, terms and sessions, term activating students, and assigning student appointments).


• End of semester processing in academic portal (repeat/replace processing, academic action processes, communication with students related to academic actions, and Heads of programmes list processing).


• Enrollment and degree reporting to the National Student Clearing House.


• Establishing and maintaining collaborative and effective working relationships with diverse stakeholders across NDU-K and with peers in other universities.


• Serving on various University committees and advisory groups.


• Developing, evaluating, interpreting, and enforcing NDU-K policies, procedures, and strategies.


• Managing the fiscal affairs of the department, including budget development and priorities, exercising direct fiscal control over the approved budget.


• Directing the activities of clerical staff; determining personnel requirements including staffing needs such as hiring and firing; supervising the selection, training and staff evaluation.


• Providing technical leadership for all the University’s records system and participates in the evaluation of a variety of software packages that connect to and/or integrate with University
  
  portals.


• Participating in commencement activities; certifies student records and documents relating to degree completion and produces certificates.

Note:

The applicant will be required to present originals of the following documents during the interview;

1. a. National Identity Card;


2. b. Academic and Professional Certificates and transcripts;


3. c. Any other supporting documents and testimonials;


4. d. Recommendations from relevant professional bodies


5. e. Clearances from the following bodies:
   
   
   
   • (1) Kenya Revenue Authority;
   
   
   • (2) Ethics and Anti-Corruption Commission;
   
   
   • (3) Higher Education Loans Board;
   
   
   • (4) Any of the Registered Credit Reference Bureaus;
   
   
   • (5) Directorate of Criminal Investigations (Police Clearance Certificate).
   
   
   
   


6. f. Recommendations from at least three (3) referees should be submitted separately to the address provided below.

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