United States International University-Africa (USIU-Africa), located in Nairobi, Kenya, stands as a beacon of academic excellence and global diversity. It is the most diverse university in East and Central Africa, hosting approximately 7,000 students representing over 60 nationalities and a thriving network of more than 25,000 alumni worldwide. As the only institution in Sub-Saharan Africa whose 44-degree programs hold both local and American accreditation, USIU-Africa continues to shape global citizens who lead with vision, innovation, and integrity.
Guided by its mission and vision, USIU-Africa has remained committed to providing quality education, fostering cross-cultural understanding, and producing graduates who can thrive in a rapidly changing world. The university’s values—excellence, integrity, innovation, and inclusivity—drive its operations and define its learning environment.
As part of its continued growth and commitment to excellence, USIU-Africa is inviting applications for the following positions:
- Senior Office Administrator – One-Year Fixed Term Contract
- Driver Assigned to the Office of the Vice Chancellor
Each of these positions plays a crucial role in supporting the institution’s administrative and operational functions. Below is a detailed description of each position, outlining the key responsibilities and expectations.
1. Senior Office Administrator – One-Year Fixed Term Contract
Overview
The Senior Office Administrator will provide comprehensive administrative and operational support within the assigned office or department. This role demands a high level of professionalism, confidentiality, organizational skill, and the ability to handle multiple tasks efficiently. The incumbent will be expected to liaise with internal and external stakeholders, manage office operations, and ensure smooth coordination of activities to support the university’s strategic objectives.
The Senior Office Administrator will report directly to the respective departmental head or senior management official and work collaboratively across university departments to enhance service delivery.
Key Responsibilities
a) Administrative and Operational Support
- Serve as the primary point of contact for internal and external correspondence, ensuring timely responses and professional communication.
- Manage the day-to-day operations of the office, including scheduling appointments, maintaining office supplies, coordinating logistics for meetings, and organizing official documents.
- Prepare, edit, and proofread official correspondence, reports, memos, and other communications on behalf of the department.
- Ensure that all administrative systems, files, and databases are maintained in a secure and efficient manner, in compliance with university policies.
b) Coordination and Communication
- Facilitate effective communication between the department and other university divisions, ensuring that information flows accurately and promptly.
- Coordinate meetings, workshops, and seminars, including venue bookings, invitations, minutes, and follow-up actions.
- Handle confidential and sensitive information with discretion, maintaining strict confidentiality at all times.
- Serve as liaison between senior management and staff, ensuring that directives and institutional goals are clearly understood and implemented.
c) Financial and Resource Management
- Support the preparation and management of departmental budgets, including tracking expenditures, processing purchase requisitions, and ensuring financial accountability.
- Monitor office expenditures to ensure efficient utilization of resources and adherence to budget limits.
- Liaise with the Finance Office and Procurement Department on requisitions, payments, and vendor relations as required.
d) Staff and Workflow Management
- Oversee support staff within the department, providing guidance, coordination, and performance feedback to enhance productivity.
- Assign tasks, monitor progress, and ensure that deadlines are met according to institutional standards.
- Assist in organizing and executing departmental events, retreats, or conferences as required.
e) Records and Documentation
- Maintain accurate records of all departmental activities, including meeting minutes, internal memos, and correspondence.
- Ensure that filing systems—both digital and physical—are updated regularly for easy access and retrieval of information.
- Facilitate the preparation of periodic reports and presentations for internal and external use.
f) General Office Management
- Monitor and ensure that the office environment remains conducive for work, including cleanliness, order, and functionality of office equipment.
- Coordinate maintenance and repair requests with the relevant university departments to ensure timely resolution of issues.
- Support special projects, university events, and other assignments as may be directed by the departmental leadership.
Competencies and Attributes
- Exceptional organizational and time management skills.
- Strong interpersonal and communication abilities.
- Demonstrated ability to handle confidential information with integrity.
- Proficiency in office management tools and software applications.
- Ability to work independently, as well as part of a team.
- High level of professionalism and attention to detail.
This position provides an opportunity for a highly organized professional to contribute to the efficiency and effectiveness of USIU-Africa’s operations. The successful candidate will play a pivotal role in ensuring that the department functions seamlessly, supporting the university’s mission of academic excellence and institutional leadership.
2. Driver Assigned to the Office of the Vice Chancellor
Overview
The Driver assigned to the Office of the Vice Chancellor will be responsible for providing reliable and efficient transport services to support the mobility and logistical needs of the Vice Chancellor and the Office. The position requires a professional, courteous, and safety-conscious individual who upholds the highest standards of conduct and confidentiality.
The successful candidate will ensure that the assigned vehicle is maintained in optimal working condition, provide timely transportation, and offer logistical support during official engagements, meetings, and events involving the Office of the Vice Chancellor.
Key Responsibilities
a) Transportation Services
- Provide safe, efficient, and punctual driving services to the Vice Chancellor and other authorized personnel.
- Ensure proper planning of routes, considering traffic, time schedules, and security to facilitate timely arrivals and departures.
- Transport the Vice Chancellor to official meetings, functions, and other engagements both within and outside the university premises.
- Assist in running office errands, including delivering documents, parcels, and other materials as assigned.
b) Vehicle Maintenance and Care
- Conduct daily inspection of the vehicle to ensure it is in good working condition before use.
- Ensure regular servicing, maintenance, and cleaning of the assigned vehicle to maintain operational reliability and professional presentation.
- Maintain an up-to-date record of vehicle mileage, fuel consumption, and service schedules.
- Promptly report any mechanical issues, damages, or required repairs to the appropriate department.
- Ensure that the vehicle’s insurance, registration, and other legal requirements are always valid and current.
c) Safety and Compliance
- Adhere strictly to all traffic rules, road safety regulations, and institutional transport policies.
- Maintain a defensive driving approach to ensure the safety of passengers, other road users, and the vehicle.
- Monitor road conditions and security alerts, adapting travel plans when necessary to ensure safety.
- Ensure that all passengers observe safety protocols, including the use of seat belts at all times.
d) Logistical and Administrative Support
- Coordinate travel arrangements for the Vice Chancellor’s official trips, including route planning, fueling, and travel documentation.
- Assist in arranging and organizing official engagements by providing logistical support such as transport coordination during university events.
- Manage and maintain records of trips, including destinations, times, and any incidents encountered.
- Support the office team in other administrative duties when not engaged in driving assignments.
e) Representation and Conduct
- Exhibit professionalism and courtesy at all times, maintaining a respectful and service-oriented attitude when interacting with staff, students, visitors, and external stakeholders.
- Exercise discretion and confidentiality in handling information and conversations encountered in the course of duty.
- Serve as an ambassador of USIU-Africa by demonstrating commitment to the university’s values of excellence, integrity, and service.
f) Emergency Response and Support
- Be prepared to respond to emergency transportation needs, including urgent meetings, airport pickups, or unforeseen travel requirements.
- Maintain readiness for extended hours or weekend duties when official obligations require flexibility.
- Ensure that the vehicle’s emergency equipment—such as first aid kits, fire extinguishers, and spare tires—are always in good condition and available for use.
Competencies and Attributes
- High level of integrity, reliability, and discretion.
- Excellent knowledge of Nairobi’s roads and traffic regulations.
- Strong interpersonal and communication skills.
- Punctual, courteous, and well-groomed presentation.
- Demonstrated commitment to vehicle safety and maintenance.
- Ability to remain calm under pressure and adapt to changing schedules.
The role of the Driver assigned to the Office of the Vice Chancellor is pivotal in ensuring that the leadership of the university operates smoothly and efficiently. The successful candidate will not only provide driving services but also represent the professionalism and commitment to service excellence that defines USIU-Africa.
Important Notice to Applicants
USIU-Africa emphasizes transparency and integrity in all its recruitment processes. The university has not appointed any agent(s) to conduct recruitment on its behalf and does not charge any fees or request payment at any stage of the hiring process.
All official communication from USIU-Africa regarding vacancies and recruitment is conducted through the email address: [email protected]. Applicants are strongly advised to treat any requests for payment or unofficial communication as fraudulent and to report such incidents immediately to the university through official channels.
Unless specifically indicated as INTERNAL, all advertised positions are open to external applicants. Candidates are encouraged to carefully read each job description, ensure they meet the required competencies, and submit their applications before the indicated deadline.
USIU-Africa remains dedicated to nurturing an inclusive and diverse work environment that values professionalism, creativity, and teamwork. By joining the USIU-Africa community, successful candidates will become part of an institution that not only shapes global leaders but also fosters personal and professional growth.
If you are passionate about excellence, dedicated to service, and inspired to contribute to the success of one of Africa’s leading universities, we invite you to explore these exciting opportunities and take the next step in your career journey.
