Position: Deputy Registrar/ Office of the deputy Vice Chancellor - Academic & Student Affairs & In Charge of Projects: Management & Coordination • Ensure regular evaluation and rightsizing of the Adjunct/Sessional teaching staff through the computation of the Departmental Staff Establishment • Work with senior management team and senior staff on staff establishment matters. • Steward staff satisfaction through excellent customer service. • Manage the Deputy Vice Chancellor’s calendar, schedule, meeting and travel arrangements; things to do list and the management of resolutions of University Council, Senate and University Management ensuring timely execution and completion including tracking of deadlines. • Maintain oversight of the Division Work plans and ensuring timely delivery of tasks and actions required by the Deputy Vice Chancellor. • Manage health insurance for the students on Industry attachment. • Organize, retrieve and tracking of information and documentation in the Office of the Deputy Vice Chancellor • Serve as a focal point of contact or liaison on behalf of the Deputy Vice Chancellor engaging with external clients, staff and stakeholders while managing sensitive matters with professionalism and discretion in the Academic Division. HR Policy and Strategic Planning • Process Departmental Establish for the university. • Assist in workforce planning ensuring the organization has right people, skills and resource to achieve its goals • Recruit the Sessional staff for teaching departments • Design, propose and implement Human Resource Strategies, guidelines and procedures and policies to support the institutional needs. • Ensure compliance of the institution’s practices with applicable labour legislation. • Proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery • In coordination with the Administrative team, ensure effective and efficient management of office administration policies, systems and procedures. • Ensure work plan is in place and in line with the overall Division strategy Training and Development • Member of the committee of Training and development of staff for the last ten (10) years. Quality assurance & Compliance monitoring • Ensuring roll-out and implementation of the Full Time Staff Equivalent (FTSE) by the university • Ensuring the Divisional processes, policies and the operations handbooks are approved and in use. • Secure professional and legal support from internal legal secretary on matters regarding part-time staff Recruitment and People Planning • Drive and support recruitment and selection activities by planning and assessing staffing needs; selecting the right candidates to meet an organization's needs • Organization and utilization of the workforce: Designing an organizational framework that maximizes human resources and establishes systems of communication • Training and development: Evaluating workers' educational needs and designing programmes to meet them. • Ensure clear recruitment policies are in place and hiring managers are trained on the process and tools. • Support management in restructuring and downsizing the academic staff • Coach and mentor employees as directed. Performance and Development • Manage the performance review process. • Ensure that the Unit Managers complete their yearly cycle for performance appraisals • Advice managers on poor performance and ensure the documentation stored on the employees’ p-file is stored properly. • Advise managers or staff on training and development opportunities. • Assessing employee job performance to provide feedback and use in determining promotions, salary increases and termination of employment. Project Name: Erasmus+ DIGITAFRICA Project for Capacity Building projects in the field of Higher Education (E+CBHE), funded by European Commission Duration: January 2023 to January 2027 • Point of contact for project staff and consultants requiring administrative support. • Understands and adheres to DIGIT AFRICA policies and procedures including procurement and finance. • Provide grant administration support in coordination with the Project Investigator for the development, implementation, monitoring, and evaluation of activities. • Maintain regular communication with grant recipient countries and supporting reporting deadlines. • Supports the implementation of program activities by providing secretarial tasks, including scheduling meetings and organizing in-person events; organizing international travel and local transport; maintaining project files, and paperwork preparation (copying, filing and scanning of documentation); procurement of goods and services support; and financial duties support to assist with maintaining efficient office operations. Project Name: The Research and Innovation Systems for Africa (RISA Fund) Duration: January 2023 - April 2025 Project Title: Technology Transfer Assistance to enhance Knowledge Exchange and Technology Transfer between Small and Medium Enterprises (SMEs) and Higher Education Institutions (HEIs) within Nairobi (TTASH). This is a Programme funded by the UK Foreign, Commonwealth and Development Office (FCDO) that aims at strengthening research and innovation ecosystems in Africa. The Technical University of Kenya is one of the grantees in the RISA Programme is to implement a project titled “Technology Transfer Assistance to enhance Knowledge Exchange and Technology Transfer between Small and Medium Enterprises (SMEs) and Higher Education Institutions (HEIs) within Nairobi (TTASH). Duties and Responsibilities: • Coordinate and oversee various project elements, ensuring all aspects are aligned with project goals and timelines. • Collaborate closely with the Project Principal Investigator and Co - Investigators, coordinate marketing activities to ensure project objectives are clearly understood and met. • Manage the suppliers and stakeholders. • Organize the project events. • Collaborate across teams on activities and initiatives. • Coordinate monthly and quarterly reports • Participate in planning and strategy meetings, offering insights and suggestions to enhance project efficiency and effectiveness. • Ensure all project activities adhere to organizational standards and best practices, maintaining a consistent approach across all projects. • Gather and incorporate feedback from team members and stakeholders, ensuring that project adjustments align with overall objectives. • Manage multiple projects simultaneously, prioritizing tasks and maintaining a high level of organization to meet deadlines and expectations. • Handle administrative and responsibilities, including preparing project documentation, reports, and presentations, and ensuring compliance with internal processes and governance standards. • Responsible for all administrative duties related to project implementation:- • Ensuring all administrative procedures supporting the project are aligned to the work-plans and tracking daily expenditures to ensure compliance with the budget and statutory requirements. • Provide operational and logistical support for the project team. • Co-ordinate the communication and liaise with all the stakeholders • Draw effective timetable of events as well as coordinating partner, vendor and stakeholder communication. • Maintain all supporting project financial documents for audit and review purposes. • Establish an internal control system for all project administrative actions that require reporting. • Facilitate communication and collaboration among project team members, partners and sub grantees. • Liaise with Monitoring and Evaluation, Gender and Communication Experts to increase the visibility of the project. Project name: Building Research Capacity for sustainable water and food security In drylands of sub-Saharan Africa (BRECcIA) Lead Project at Southampton, UK Project Duration: November 2018 - April 2023 The BRECcIA Project on Building Research Capacity for sustainable Water and Food security in the drylands of sub-Saharan Africa is a four-year research programme funded by the United Kingdoms’ Global Challenges Research Fund (GCRF). The project is led by the University of Southampton, in partnership with: (a) Four Universities in Kenya, Three in Malawi and One in Ghana (b) Three Regional Centres that include AGRHYMET in West Africa, SADC/Waternet in southern Africa and ICPAC for the Greater Horn of Africa. (c) Two International Project Impact Champions namely LEAD and IIED. (d) Two International Champions in training namely SARIMA and VITAE. As part of the GIobaI Challenges Research Fund (GCRF) RCUK Collective Fund, the ′′Growing Research Capability to Meet the Challenges Faced by Developing Countries′′ Programme is ′one of the most ambitious international research programmes created; With £225 million being invested across 37 interdisciplinary projects’ to address a range of world problems. The University of Southampton′s Project: ′Building REsearch Capacity for sustainable water and food security In drylands of sub- Saharan Africa’ (BRECcIA) is proud to be part of this innovative research cohort. BRECcIA comprises 6 Universities Iocated in 4 countries (UK, MaIawi, Kenya and Ghana), and partnerships with 8 international organisations’ Working on research and capacity development in the coupled areas of Water and food security. The overall vision of the BRECciA project is to “strengthen individual research capabilities and institutional capability in three countries: Kenya, Ghana and Malawi” in order to carry out impactful and high-quality research that leads to positive changes in policy and practice for sustainable water and food security. This will be delivered through high-level research programmes that integrate across disciplines and are underpinned by local, country and regional priorities, but also the constraints and opportunities across these scales. Duties and Responsibilities: • Support to the project from inception phase and its implementation. • Support the project budget, planning and strategy exercises, by providing quality assurances. • Assist in developing and implementing comprehensive project plans , timelines and budget aligned with donor requirements. • Ensure that the projects are delivered on time within budget. • Prepare regular project reports and updates for stakeholders. • Support in writing briefs about the project to the University Management Board. • Collaborating with international organizations to ensure capacity building and training of staff are well implemented at the TUK. • Ensuring integration of project employed staff and timely facilitation of BRECcIA Administrative issues at TU-K to enable delivery of services in time. • Provide management and administrative support to the TU-K BRECcIA Project e.g. preparation of timely Project and Financial Reports to Southampton, UK regularly. • Administration of project team at the TUK, including collaborating with international organizations to ensure training of staff, capacity building. Integration of project employed staff and timely facilitation of BRECcIA administration issues at TUK. • Organize project workshops, webinars and conferences in consultation with the donor. • Ensure that reporting requirements are met ad that information is disseminated effectively. • Facilitate communication and collaboration among project team members, partners and sub grantees. • Review project accounts to track expenditure against the budget. • Responsible for the administrative and logistical support for meetings for the project. Project Name - The Netherlands Organisation for International Cooperation in Higher Education (NUFFIC) – Netherlands Initiative for Capacity development in Higher Education (NICHE) was a Netherlands-funded development cooperation programme to the Technical University of Kenya (TUK) (Grant of 1,000,000 Euros). The project aimed at producing graduates, who can contribute effectively to the water scarcity problems in Kenya and use Integrated Water Management (IWM) to produce safe and clean drinking water. To achieve this, practical, entrepreneurial and gender skills have to be integrated in the educational programmes at all levels. The project sought to address the core functions of TUK by strengthening its organizational, technical and training capacity in line with the themes of the Vision 2030