Registrar (GMG/AM 4)

Key Outputs:

• Records Management Systems
• Reports
• Policies
• Training Plan 

Key Responsibility Areas:

Management/Administrative

• Participate In the development of the budget and operational plan for the Institute
• Develop and implement systems and procedures for the management and maintenance of students' records, certification and accreditation
• Establish and maintain systems for the effective dissemination of information on the institution's policies, programmes and activities to students, staff and the general public
• Develop and implement systems for the collection of students' fees, monitor collection and recommend/initiate action where necessary to improve the process
• Participate in the development of policies and procedures to guide the operations of the section
• Prepare activity/performance and other reports as required
• Represent the institution at meetings, conferences and other forums as required. 

Technical

• Manage students' admission, ensuring the timely processing of applications and dissemination of information to applicants
• Coordinate the registration and orientation activities
• Coordinate the administration of Internal examinations ensuring systems are instituted to protect the integrity of the process
• Supervise the preparation and maintenance of student records
• Oversee and participate in the development and implementation of student affairs programmes —work study programme, job placement, student union etc.
• Monitor students' accounts to ensure payment of fees and settlement of other financial obligations to the institution within established timeframe. Recommend/Institute corrective action as necessary
• Coordinate graduation, orientation and other special functions hosted by the Institution
• Perform any other related duties that may be assigned. 

Performance Standards:

This job is satisfactorily performed when:

• Systems and procedures are developed and implemented with agreed timeframe
• Activity performance and reports prepared within agreed timeframe
• Registration and orientation activities coordinated
• Administration of internal examinations coordinated
• Students account monitored 

Required Competencies

Core Competencies

• Oral Communication
• Written Communication 
• Integrity
• Team Work & Cooperation 
• Initiative 
• Compliance
• Customer and Quality Focus 
• Interpersonal
• Adaptability
• Time Management 

Technical/Functional Competencies 

• Use of Technology   
• Planning and Organising 
• Technical skills 
• Goal/result oriented 

Minimum Required Education and Experience

Qualifications and Experience

• Under-graduate degree in Educational Administration, Business Administration or Management Studies
• At least five years' experience in a similar position 

Continuous Professional Development

• Attend relevant training on emerging trends and practices within the field.
• Network within the profession and relevant associations to keep abreast with the industry. 

Authority:

• Review, recommend and/or implement accounting procedures
• Participate in negotiations and selection of providers to monitor their performance
• Participate in recruitment and selection of staff
• Review and implement systems to ensure the collection of fees
• Manage bank accounts
• Certify and submit bills for payment 

Specific Conditions associated with the Job

• Performing duties as prescribed offsite and onsite.
• Travel to graduation venue, expos, career workshop and pick up awards
• Working on weekends and public holidays 

The Ministry of Justice thanks all applicants for their interest, however only those shortlisted will be contacted