SENIOR ADMINISTRATIVE ASSISTANT II

Directorate of Quality Assurance 

• Performance Contract (PC) Management

  • Preparation of the Directorate’s draft Performance Contract.
  • Compilation of quarterly and annual PC reports.
  • Collection, collation, and organization of PC evidence for performance evaluation.
  • Assisting in the implementation of the Directorate’s Performance Contract.

  Meetings Coordination

  • Coordination of Directorate and Board of Quality Assurance (BQA) meetings.
  • Sending out meeting notices.
  • Taking minutes and tracking implementation of action points

  Audit Preparation and Compliance

  • Preparation for both internal and external audits.
  • Following up on the implementation of corrective actions based on audit findings.

  External Examiners Reports

  • Analysis of individual external examiners’ reports.
  • Compilation of a comprehensive external examiners’ report.

  Strategic Planning and Budgeting

  • Review of Self-Assessment Reports (SAR) work plans and budgets in line with Directorate of Quality Assurance (DQA) guidelines.
  • Preparation of comprehensive SAR reports.

  Staff Management and Development

  • Supervision and development of administrative, secretarial, and clerical staff to ensure efficient support services.
  • Preparing TEE, PIEE, and ODEL summary reports for review.

  Other Duties

• Performing any other duties as may be 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.