Senior Administrative Assistant

Directorate of Quality Assurance

• Drafting and preparing performance contracts (PC) for the Directorate and compiling quarterly and annual reports. Collecting and collating evidence for PC evaluations.
• Organizing Directorate and Board meetings, sending out notices, taking minutes, and tracking action items for follow-up.
• Preparing for internal and external audits, ensuring compliance with audit requirements, and following up on the correction of any issues raised.
• Preparing TEE, PIEE, and ODEL summary reports for review.
• Overseeing and managing administrative, secretarial, and clerical staff, ensuring smooth operations and efficient workflows.
• Reviewing SAR work plans and budgets to ensure they adhere to DQA guidelines.
• Assisting in the implementation of the directorate’s performance contracts and performing other duties as assigned by the Director.

Examination Officer

• Prepare and coordinate the institution’s teaching and examination timetables in consultation with academic departments.
• Ensure timely dissemination of timetables to staff and students.
• Resolve clashes or conflicts in the timetable and update stakeholders accordingly.
• Securely store examination materials, including question papers, answer booklets, and related documents.
• Issue examination materials to authorized personnel before exams and ensure their return and accountability.
• Maintain inventory and proper filing systems for all examination materials.
• Maintain accurate records of courses, examination schedules, invigilation assignments, and student examination attendance.
• Ensure confidentiality and data integrity in all examination-related records.
• Liaise with academic departments, lecturers, and administrative staff regarding examination and teaching schedules.
• Communicate any changes or updates in timetables to relevant parties in a timely manner.
• Ensure all examination procedures comply with institutional policies and academic regulations.
• Maintain strict confidentiality in handling all examination materials and processes.
• Provide logistical support during examination periods, including room allocations and invigilator coordination.
• Assist in the preparation of reports related to examinations and teaching schedules.

Admissions Officer

• Registered all qualified students and maintained accurate student records.
• Addressed issues related to class representatives and ensuring smooth communication between students and administration.
• Managed the issuance of transcripts and completion certificates to students upon graduation.
• Managed the registry and ensured all qualified students were properly registered.
• Received and issued monitoring forms from class representatives, translating the information into individual records for each lecturer.
• Allocated full-time and part-time lecturer numbers and assisted in student registration.
• Planned and organized exams, including scheduling exam dates, arranging venues, and organizing necessary resources.
• Ensured proper administration and security of exams, including supervising invigilators, and monitoring exam conditions to prevent cheating or misconduct.
• Maintained accurate records of student registrations, exam materials, and invigilation reports.