JOB PROFILE
The Deputy Secretary supports the University Secretary in delivering governance, policy, compliance, and institutional coordination functions. The role ensures that university committees and governance structures are effectively managed, policies are implemented consistently, and statutory obligations are met. The Deputy Secretary also serves as a liaison between management, governance bodies, and administrative units.
JOB PURPOSE
To provide high-level administrative and governance support to the University Secretary by ensuring effective coordination of Council, Senate, and management structures; implementation of University policies; and proper record keeping and reporting. The role contributes to institutional accountability, compliance, and strategic governance.
KEY DUTIES AND RESPONSIBILITIES
1. Provides governance and administrative support to the University Secretary’s Office by coordinating Council, Senate, and committee meetings; preparing agendas, minutes, and reports; and ensuring implementation of decisions.
2. Assists in policy formulation, compliance monitoring, and records management in line with institutional and statutory standards.
3. Acts as liaison between the University Secretary’s Office, university units, and external agencies.
4. Oversees student visa processes, supervises support staff, and contributes to governance, audit, and strategic initiatives.
5. Support the scheduling, coordination, documentation, and follow-up of Council, Senate, and committee meetings.
5. Prepare and distribute agendas, minutes, resolutions, and action items.
6. Assist in the formulation, review, and dissemination of university policies and ensure alignment with national and institutional standards.
7. Track compliance with internal policies and statutory requirements (e.g. NCHE guidelines).
8. Maintain accurate governance records, including Council resolutions, Senate decisions, and institutional reports.
9. Support preparation of periodic reports to external agencies and the University Council.
10. Serve as a communication bridge between the University Secretary’s office and departments, faculties, and external bodies.
11. Draft high-level correspondence, memos, and briefs as delegated.
12. Act as secretary to selected committees, ensuring accurate records, timely action, and reporting.
13. Follow up on decisions and ensure implementation across relevant units.
14. Supervise and coordinate support staff in the University Secretary’s Office.
15. Facilitate induction, training, and performance appraisal for the Secretariat team.
16. To oversee and support the student visa application processes.
17. To liaise with Ministry of Internal Affairs, Department of Immigration on student visa application matters when required.
18. Work closely with internal audit, legal, and quality assurance teams to address compliance and governance risks.
19. Participate in the planning and implementation of strategic projects led by the University Secretary’s Office.
QUALIFICATIONS
1. The ideal candidate should hold an Honours Bachelor’s Degree and a Master’s Degree in Management or Management related field from a recognized University.
2. Possession of professional qualifications in any of the following shall be an added advantage: Accounting, Administrative law, Procurement and/or membership to the Institute of Chartered Secretaries and Administrators
EXPERIENCE
1. A minimum of three (3) years experience, two (2) of which must have been at the Senior Level from a reputable Organization.
2. Excellent interpersonal, negotiation and leadership skills, highly tactical and strategic planning skills
3. Excellent analytical ability, Industrious and self-driven
4. Excellent verbal and written communication skills
5. Ready to work long hours
6. Demonstrated ability to apply specialized computer skills in word, excel database programs etc.
Age Limit: Below 50 years
How to apply
Qualified and interested candidates are invited to submit a soft copy of their application documents and motivation letter to: hr@kcu.ac.ug with the subject line ‘‘Application for the Position of ‘Deputy Secretary’ addressed to the Human Resource Manager, King Ceasor University, Plot 32, King Ceasor Road, Ggaba Road, Kampala, Uganda. Please provide a reliable 24-hour phone contact. Only short-listed candidates will be contacted for interviews.