Zetech University, a leading institution in higher education known for its commitment to academic excellence and innovation, is seeking to recruit a qualified and dedicated individual to fill the position of Operations Assistant (Ref: ZU/10/Adv/47/2025). The successful candidate will play a key role in supporting the efficient operation of the university’s campus facilities and services.
The Operations Assistant will be instrumental in maintaining the university’s commitment to providing a safe, functional, and sustainable environment conducive to learning, research, and community engagement. This position is based at the university’s Ruiru Campus and reports directly to the Campus Director.
The role requires an individual with a strong sense of responsibility, excellent organizational skills, and a hands-on approach to managing daily campus operations. The ideal candidate will ensure that all physical and operational aspects of the campus are running smoothly to support the institution’s academic and administrative functions.
Job Objective
The position holder will be responsible for providing administrative and operational support to ensure the smooth day-to-day running of campus services. This includes, but is not limited to, supervision of security operations, facility management, maintenance oversight, asset management, and coordination of various support activities within the campus.
The role involves close collaboration with internal departments, outsourced service providers, and the Campus Director to ensure that the learning environment is safe, clean, efficient, and conducive to academic excellence.
Duties and Responsibilities
The Operations Assistant will undertake a wide range of responsibilities across several key areas of campus operations. The duties include the following:
1. Space Planning and Utilisation
The Operations Assistant will assist in ensuring optimal space allocation and utilisation throughout the campus. This includes managing office and classroom allocations to ensure efficient use of available resources. The incumbent will work closely with relevant departments to plan, allocate, and monitor the use of university spaces in a manner that supports academic and administrative priorities.
2. Utilities and Resource Management
A significant responsibility of this role involves monitoring the usage of utilities and consumables to promote cost-efficiency and sustainability. This includes overseeing the consumption of water, fuel, electricity, and hospitality-related resources. The Operations Assistant will be expected to maintain accurate records of utility usage and identify areas where consumption can be reduced without compromising service quality.
3. Health, Safety, and Environmental Compliance
The role demands a proactive approach to ensuring compliance with health, safety, and environmental standards. The Operations Assistant will help minimise risks to students, staff, and visitors by implementing and enforcing safety protocols. Regular checks and assessments of facilities will be conducted to ensure all campus users enjoy a secure and healthy environment.
4. Supervision of Outsourced Services
Zetech University relies on various outsourced service providers to deliver essential functions such as cleaning, landscaping, security, repairs, and waste management. The Operations Assistant will assist in monitoring and assessing the quality and performance of these services. Any deviations from agreed standards or contracts will be reported to the Campus Director for corrective action.
5. Asset and Inventory Management
An important aspect of the role involves managing and maintaining records of the university’s assets. This includes furniture, fixtures, fittings, and equipment. The Operations Assistant will maintain updated asset registers, track movements of items, and ensure that any transfers or disposals are approved by the Campus Director. Accuracy in record-keeping and accountability are essential in this function.
6. Facility Inspections and Maintenance
Regular facility inspections are vital to maintaining the integrity of the university’s infrastructure. The Operations Assistant will conduct inspections to identify maintenance needs, potential hazards, or areas for improvement. Preventive maintenance schedules will be implemented to reduce downtime and ensure that building fixtures and equipment remain functional and safe.
The incumbent will liaise with the Construction and Facilities Officer, as well as the Campus Director, to ensure that repairs are handled promptly and efficiently.
7. Emergency Preparedness and Response
The Operations Assistant will play a role in ensuring that emergency preparedness systems are in place and functional. This includes maintaining fire safety systems, ensuring the availability of first-aid kits, and coordinating the creation and updating of evacuation plans. In collaboration with relevant departments, the role will involve conducting periodic drills and inspections to enhance emergency readiness.
8. Support for Campus Activities
Zetech University hosts various academic, cultural, and administrative events. The Operations Assistant will assist in coordinating and supporting approved campus activities by arranging appropriate facilities, hospitality services, and ensuring proper security and use of university resources. The individual will also facilitate setup and logistics for these activities in coordination with different departments.
9. Access Control and Security Monitoring
Ensuring the safety and security of students, staff, and visitors is a core responsibility. The Operations Assistant will oversee access control by managing entry and exit points, ensuring that only authorized personnel gain access during permitted hours.
The role also involves conducting routine patrols, monitoring CCTV systems, and managing alarm networks to detect and respond to suspicious activities. Effective communication with the campus security team will be key to maintaining a safe environment.
10. Campus Order and Discipline
The Operations Assistant will assist in maintaining order on campus by ensuring that students, staff, and visitors adhere to established regulations. This includes ensuring compliance with dress codes, proper conduct, and the general maintenance of a respectful learning environment. Any contraventions will be reported to the Campus Director for appropriate action.
11. Maintenance of Locks, Alarms, and Monitoring Systems
The role includes overseeing the maintenance and functionality of all locks, alarms, and monitoring systems across the campus. Any faults or malfunctions must be promptly reported and addressed to prevent security breaches.
12. Preventive and Corrective Maintenance Coordination
The Operations Assistant will be actively involved in preventive maintenance planning by scheduling inspections, servicing, and routine upkeep of equipment and building systems. When issues arise, the role requires swift coordination with maintenance personnel to ensure minimal disruption to campus activities.
13. Grounds Supervision and Environmental Management
The aesthetic and environmental quality of the campus is an important reflection of the institution’s standards. The Operations Assistant will supervise landscaping and grounds maintenance, including overseeing painting, construction, and refurbishments.
The individual will also support sustainability efforts by maintaining a clean, green, and eco-friendly environment. This includes overseeing the care of trees, plants, and vegetation, managing waste responsibly, and maintaining detailed records of landscaping activities.
14. Support to Facilities Development and Improvement Projects
The Operations Assistant may be called upon to assist in campus development initiatives, such as facility upgrades, new constructions, or refurbishments. In such cases, the individual will collaborate with the Construction and Facilities Officer to ensure projects adhere to required standards and timelines.
15. General Administrative and Reporting Duties
In addition to operational tasks, the Operations Assistant will be responsible for maintaining accurate records, preparing reports, and ensuring smooth communication within the department. The position requires diligence in documentation, data entry, and correspondence to facilitate efficient operations management.
16. Other Duties
From time to time, the Campus Director may assign additional responsibilities aligned with the university’s operational needs. The Operations Assistant is expected to demonstrate flexibility and adaptability in undertaking such duties as necessary.
Qualification and Experience
- A minimum of a Diploma in Real Estate Management, Property Management, Security Studies, or a related field from an accredited institution.
- At least two (2) years of experience in facilities management.
- Proficiency in computer applications, including MS Office, email, and data entry.
- Demonstrated experience in report writing and record keeping.
- Strong written and verbal communication skills.
Only shortlisted candidates will be contacted.
Application Process
Interested and qualified candidates are encouraged to submit their applications through the official university portal. Candidates should ensure that all supporting documents are up to date and relevant to the position requirements.
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Applicants are advised to be cautious of fraudulent activities. Zetech University does not request any form of payment during the recruitment process. All meetings, including interviews, will be held at the Ruiru Campus or Technology Park, Mang’u.
Zetech University is an equal-opportunity employer and encourages qualified individuals from diverse backgrounds to apply.
Vacancy Details
Vacancy Open: October 28th, 2025
Vacancy Closing: November 11th, 2025
Position Needed: 1
