Job Purpose
The College Administrator will oversee and manage the
day-to-day administrative, academic support, and operational functions of the
institution. The role ensures compliance with Kenyan regulatory bodies (e.g.,
TVETA, MoE, HELB), smooth running of college activities, effective management
of intakes and admissions, coordination of curriculum development with tutors,
and provision of support to staff and students for effective teaching,
learning, and institutional growth.
Key Responsibilities
Administrative &
Operational Systems Set-Up and Management
- Establish Foundational
Administrative Systems:
- Design and implement the
core administrative framework for all departments, including Admissions,
the Registrar’s Office, Finance, Human Resources, and Student Affairs,
ensuring seamless operational integration from inception.
Develop Policy and Procedure
Framework:
- Create, document, and
roll out comprehensive policies and procedures governing key college
operations, including student enrolment, fee structures, examination
processes, grading systems, and disciplinary protocols.
Lead Technology Implementation:
- Spearhead the research,
selection, and deployment of an integrated College Management Information
System (MIS) to centralize and manage student records, financial data, and
academic reporting.
Oversee Learning
Infrastructure Setup:
- Manage the establishment
and equipping of essential learning facilities, including laboratories,
workshops, libraries, and other resource centers, to meet academic and
regulatory standards.
Ensure Regulatory Compliance
and Accreditation:
- Act as the primary
liaison with all statutory bodies (including TVETA, TVET CDACC, KNQA, MoE,
HELB, and NITA) to secure all necessary approvals, ensure ongoing
compliance, and align all programs with the Kenyan National Qualifications
Framework (KNQF).
Manage Institutional
Resources:
- Direct procurement
activities, asset management, and budgetary resource allocation to ensure
operational efficiency and cost-effectiveness across all college
functions.
Maintain Centralized
Institutional Records:
- Establish and oversee
accurate, secure, and comprehensive digital databases for all student,
staff, and institutional records.
Academic & Student Support
- Coordinate with academic
heads and tutors to develop, review, and implement curriculum in line with
regulatory standards.
- Plan, organize, and
manage student intakes and admissions processes, including marketing,
registration, orientation, and placement.
- Support curriculum
timetabling, examinations, grading, and certification processes.
- Oversee the processing of
academic transcripts, certificates, and student progression documentation.
- Ensure effective
communication and support services for students, including welfare and
counselling referrals.
Human Resource & Staff
Coordination
- Assist in staff
recruitment, onboarding, and records management.
- Maintain staff attendance
records, leave schedules, and performance appraisals in collaboration with
the Principal.
- Facilitate staff
training, development, and compliance with institutional HR policies.
Financial & Resource
Management
- Support the preparation
of college budgets, financial records, and expenditure monitoring.
- Coordinate the collection
of fees and manage student financial accounts in liaison with the finance
office.
- Ensure proper utilization
and accountability of resources.
Governance & Compliance
- Prepare reports and
documentation for Board/Management meetings.
- Ensure adherence to
institutional policies, government regulations, and quality assurance
standards.
- Act as secretary to key
college committees, ensuring proper documentation and follow-up of
resolutions.
Communication &
Stakeholder Engagement
- Serve as a link between
students, staff, parents/guardians, and external stakeholders.
- Coordinate internal and
external communication, notices, and correspondences.
- Support partnerships,
linkages, and collaborations with government agencies, industry, and other
institutions.
Qualifications &
Experience
- A minimum of a Master’s
degree in Education Management, Business Administration, Public
Administration, or a related field.
- Minimum of 3–5 years’
experience in educational administration, preferably in a college or
tertiary institution.
- Knowledge of Kenyan
education regulations (TVETA, MoE, HELB, KUCCPS).
- Experience in curriculum
coordination, student intakes/admissions, and academic support.
- Strong leadership,
organizational, and problem-solving skills.
- Excellent ICT skills (MS
Office, ERP/Student Management Systems).
Key Competencies
- Strong interpersonal and
communication skills.
- High level of integrity,
confidentiality, and professionalism.
- Ability to multitask and
manage competing priorities.
- Team player with
leadership and decision-making ability.
- Customer service
orientation and student-centered approach.
How to Apply
Interested and qualified
candidates should submit the following documents to hr@indepthresearch.org on or before COB Friday,
5th Sep 2025:
- A detailed Curriculum
Vitae.
- A cover letter
demonstrating how your experience meets the specifications of the role.
- Current and expected
salary.
- Contacts of three
professional referees.
Quote the JOB TITLE in the subject of your email.
