Umma University TVET Institute invites applications from suitably qualified and experienced individuals to fill a vacant administrative position at its Thika Campus. The Institute operates within the technical and vocational education and training sector and offers programs designed to support skills development in technical and business-related disciplines. This recruitment exercise seeks to strengthen institutional operations through the engagement of a competent professional who will support administrative efficiency and service delivery within the Institute.
The advertised position is offered on a full-time basis and is contractual in nature, with an initial contract duration of two years. The role is based at the Umma University TVET Institute campus located in Thika, Kiambu County, along the Thika–Garissa Road. Applicants who meet the outlined requirements and demonstrate the ability to perform the listed duties are encouraged to submit their applications within the stipulated timeline.
This advertisement is intended for public dissemination through third-party job boards and platforms. Interested candidates are advised to read through the entire notice carefully to ensure a clear understanding of the role, responsibilities, and application procedure.
Institutional Overview
Umma University TVET Institute is a private technical training institution registered by the Technical and Vocational Education and Training Authority (TVETA). The Institute operates under the broader Umma University framework and delivers training programs aimed at producing skilled manpower capable of meeting evolving industry needs. The campus serves students drawn from diverse backgrounds and offers an environment that supports structured learning, professional development, and administrative order.
The Institute places emphasis on effective administration, accurate record management, clear communication, and professional service delivery. Administrative staff play a central role in supporting academic and operational functions, ensuring coordination between departments, and facilitating communication with internal and external stakeholders.
Position Summary
Position Title: Secretary
Number of Vacancies: One (1)
Duty Station: Umma University TVET Institute, Thika Campus
Employment Type: Full Time
Contract Duration: Two (2) Years
The Secretary position is an administrative role responsible for providing secretarial and clerical support to the Institute. The role involves managing correspondence, maintaining schedules, organizing documents, handling visitors, and supporting office operations through accurate record keeping and coordination. The position requires a high level of organization, communication skills, and the ability to work independently while supporting institutional objectives.
This role is critical to the day-to-day functioning of the Institute and requires close interaction with management, staff, students, visitors, and external partners. The successful candidate will be expected to uphold professional standards, maintain confidentiality, and ensure smooth administrative workflows.
Detailed Duties and Responsibilities
The Secretary will be responsible for a broad range of administrative and clerical duties aimed at supporting the efficient operation of the Institute. These responsibilities include, but are not limited to, the following:
Correspondence and Communication Management
The Secretary will handle both internal and external correspondence on behalf of the Institute. This includes receiving, drafting, typing, and dispatching official letters, memos, emails, and other communication materials. The role requires ensuring that correspondence is properly recorded, filed, and responded to in a timely manner.
The position also involves supporting verbal communication by responding to inquiries from staff, students, visitors, and external stakeholders. Clear and professional communication is essential to maintain the Institute’s administrative standards.
Scheduling and Diary Management
The Secretary will maintain the Institute’s schedules, including meetings, conferences, and other official engagements. This involves managing diaries, arranging appointments, and ensuring that relevant parties are informed of scheduled activities in advance.
The role includes coordinating meeting logistics such as booking venues, preparing meeting materials, and ensuring that schedules are adhered to. The Secretary is expected to manage time efficiently and support management in maintaining organized calendars.
Document Organization and Filing
Organizing documents and files is a key responsibility of the Secretary. This includes filing physical and electronic records in a systematic and accessible manner. The role requires ensuring that important documents are properly labeled, stored, and retrieved when needed.
The Secretary will also be involved in filing institutional documents, managing records related to administrative activities, and ensuring that files are kept up to date in accordance with internal procedures.
Meeting Support and Documentation
The Secretary will produce meeting agendas and minutes for Institute meetings. This involves preparing agenda documents in advance, attending meetings where required, recording discussions accurately, and compiling minutes for circulation to relevant stakeholders.
The role requires attention to detail and the ability to capture key points, decisions, and action items discussed during meetings. Timely preparation and distribution of meeting records is essential.
Office Supplies and Resource Management
The Secretary will order and maintain office supplies to ensure that administrative operations run smoothly. This includes monitoring inventory levels, placing orders when necessary, and maintaining records of supplies.
Effective management of office resources contributes to cost control and ensures that staff have access to the materials they need to perform their duties.
Typing, Report Preparation, and Data Handling
The role includes typing, preparing, and collecting reports as required by the Institute. This may involve formatting documents, compiling information from various sources, and ensuring that reports are accurate and professionally presented.
The Secretary will also support data processing and bookkeeping activities as part of administrative functions. This includes handling basic data entry tasks, maintaining records, and supporting the management of administrative information systems.
Client and Visitor Handling
Handling Institute clients and guests is a key aspect of the Secretary’s role. This involves receiving visitors, responding to inquiries, directing guests to appropriate offices, and ensuring a professional reception experience.
The Secretary serves as a point of contact for individuals visiting or communicating with the Institute and is expected to demonstrate courtesy, professionalism, and effective communication skills at all times.
Database and Records Management
The Secretary will manage the Institute database, ensuring that records are accurate, updated, and securely maintained. This includes entering new information, updating existing records, and supporting data integrity across administrative systems.
The role requires familiarity with data processing tools and the ability to manage information systematically.
Workload Management and Prioritization
The Secretary will be responsible for prioritizing workload to meet deadlines and support multiple administrative functions concurrently. This includes managing competing tasks, organizing work schedules, and ensuring that critical activities are completed on time.
The ability to work independently and make informed decisions regarding task prioritization is essential for this role.
Additional Administrative Duties
The Secretary may be assigned additional administrative tasks as required by the Institute. These duties will align with the overall scope of the role and support the effective functioning of the office.
The position requires flexibility and a willingness to support various administrative needs as they arise.
Position Requirements
The following requirements have been identified for the Secretary position, as provided in the vacancy notice:
The candidate must hold a degree in Secretarial Studies.
The candidate must have at least two (2) years of working experience.
The candidate must have knowledge of Microsoft Office applications.
The candidate must have experience in data processing and bookkeeping.
The candidate must demonstrate the ability to work independently.
The candidate must be organized and maintain a professional demeanor.
No additional qualifications or requirements beyond those listed above are implied or required.
Contract Terms and Nature of Employment
The position is offered on a full-time basis and is subject to a two-year contractual agreement. The successful candidate will be expected to report to duty at the Thika Campus of Umma University TVET Institute and adhere to institutional policies, procedures, and working hours.
Performance during the contract period will be evaluated in line with institutional guidelines and expectations.
Application Procedure
Interested applicants are required to submit the following documents as part of their application:
A cover letter expressing interest in the position.
Copies of academic and professional certificates.
A certificate of good conduct.
Addresses of three (3) referees who are conversant with the applicant’s competence in the relevant area.
Applicants are advised to ensure that all submitted documents are complete and clearly legible. Incomplete applications may not be considered.
Applications must be clearly marked with “Application for the position of Secretary” to ensure proper identification and processing.
Submission Method and Deadline
Applications must be submitted via email. The application email should include all required documents attached and clearly labeled.
The deadline for submission is 9th January 2026 at 5:00 pm. Applications received after this deadline may not be considered.
Applicants are encouraged to submit their applications well in advance of the closing date to avoid last-minute challenges.
Additional Information
Details of the post and requirements for appointment can be accessed through the Umma University website at www.umma.ac.ke. Applicants are encouraged to review the information available on the website for additional institutional context.
Only shortlisted candidates will be contacted for further steps in the recruitment process.
Umma University TVET Institute is an equal opportunity employer. Women, individuals from marginalized groups, and persons living with disabilities are encouraged to apply. The recruitment process will be conducted in accordance with applicable employment and institutional policies.
