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ADMINISTRATIVE OFFICER-RECORDS

Text

INTERNAL JOB ADVERTISEMENT

Kenya Methodist University (KeMU) seeks to appoint innovative and highly ethical individuals with high standards of personal and professional integrity for the following position:
KeMU/ADM/AO/1/12/2024
GRADE: MU 11 (1) POSITION - MAIN CAMPUS

Reports to: Section Head

Job Description

The Administrative Officer-Records will be expected to:

  • Act as the institution's memory (records keeper) for student and course data on behalf of the University.

  • Provide safe and secure storage for student records through an elaborate filing system and cabinets to preserve student data.

  • Facilitate student admission into the University by registering them in the ERP system at the start of each academic year to ensure that only bona fide students are in the database.

  • Regularly update the Enterprise Resource Planning (ERP) system by verifying student cards, statistics, and semester registrations to ensure the accuracy of student information.

  • Organize and administer records, registration, and clearances, including final transcript evaluations and academic awards.

  • Participate in collecting, recording, analyzing, and reporting student statistics to the Ministry, regulators, and other stakeholders.

  • Initiate the appraisal, archival, and disposal of records.

  • Provide necessary data for preparing student reports to facilitate decision-making in management.

  • Ensure internal communication through letters, emails, telephone calls, and face-to-face interactions for prompt and timely feedback.

  • Oversee the graduation clearance process and ensure all records are filed in the respective student files.

  • Ensure proper filing and circulation of files to relevant officers for prompt feedback.

  • Maintain records and files in good order.

  • Perform any other duties as assigned by the immediate supervisor.

Minimum Requirements

  • A Master's degree in Information Science/Records and Archives Management or an equivalent from a recognized university, with at least 6 years of work experience in a similar administrative role.

  • Significant experience in managing student records.

  • Hands-on experience in using ERP systems.

  • Adequate knowledge in data mining and analysis.

  • Proficiency in ICT skills.

  • Strong communication and interpersonal skills.

  • Attention to detail, high integrity, and confidentiality.

How to Apply

Interested candidates should send three (3) copies of their application, along with the following documents:

  • Detailed Curriculum Vitae (CV)

  • Copies of academic and professional certificates

  • National ID card or passport

  • Any other relevant testimonials

Application Submission:

  1. An electronic copy in PDF format should be sent to the Vice Chancellor via the email address: application.December24@kemu.ac.ke.

  2. Three hard copies marked as per the position should be sent to:

    The Vice Chancellor
    Kenya Methodist University
    P.O. Box 267 – 60200
    Meru, Kenya

Applications must be received on or before 10th January 2025. Only shortlisted candidates will be contacted.

This position requires individuals with high ethical standards, integrity, and professionalism.

KeMU is an Equal Opportunity Employer.

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Kenya Methodist University

Meru, Kenya

Kenya Methodist University is a Chartered Christian University, with the main campus situated in Meru and other campuses at Nairobi and Mombasa. KeMU offers PhD, Masters, Degree, Diploma and Certificate programmes. Our market driven courses, industry linkages and opportunities outside classroom provide positive career outcomes for our students in their chosen fields. Over the years we have grown to be a global brand in higher education with over 32,000 alumni. We are first and only private university in Kenya to graduate medical doctors. To find out more about us, continue exploring our website.

Our History

The Kenya Methodist University (KeMU) is a Christian chartered private university. It was founded by the Methodist Church in Kenya (MCK). The Church first established Kaaga Rural Training Centre for training the community in Agriculture and later the Methodist Training Institute (MTI), which became a centre for training Ministers for the Methodist Church. In 1984, the Church decided to establish a university in Kaaga, Meru. In 1987, a committee to develop modalities for establishing the university was formed. In 1995, the Commission for Higher Education (CHE) made an inspection visit of the proposed university and later in June 1997, granted a Letter of Interim Authority to establish Kenya Methodist University. KeMU became a chartered university in June 2006 upon being granted a Charter by President Mwai Kibaki.