Careers at United States International University - USIU Africa

Job Summary:

To provide reliable and safe driving services to the Vice Chancellor while ensuring highest standards of confidentiality, integrity, professionalism, responsibility and adherence to all traffic regulations and organizational policies

Key Responsibilities

• Providing reliable and secure driving services to the Vice Chancellor at all times;
• Ensuring proper Maintenance, regular cleaning, safety and security of the assigned vehicle;
• Ensuring compliance and up-to-date records of the assigned vehicle in terms of relevant licenses, warranties and insurance coverage;
• Adhering to all University procedures, traffic rules and road side safety requirements while driving and in the event of any incident or accidents while on duty;
• Liaising with the supervisor to safely drive the Executives to and from official appointments, meetings, airports, and other engagements;
• Stay updated on traffic patterns, routes, and road regulations, and recommend alternative routes when necessary.
• Managing documents deliveries, including confidential documents, to the Chancellor, members of the Board of Trustees and members of the University Council, as directed by the VCs Office;
• Performing any other related or essential duties at the VCs office as may be assigned from time to time.

Qualifications /Educational/Professional/experience)

• Minimum of 5–7 years’ driving experience, with at least 3 years as an executive or corporate driver.
• Valid driving license free from any current endorsements and valid for any of the classes of vehicles which the officer is required to drive;
• Passed the Occupational Trade Test III / II / I for Drivers;
• Defensive driving certificate from Automobile Association (AA) of Kenya or its equivalent from a recognized Institution;
• Must have sufficient knowledge of routes within Nairobi and the country at large
• Diploma in Fleet Management / Motor-vehicle Engineering will be an added advantage;
• Proficiency in Computer Applications;

Personal Attributes & Competencies

• Integrity
• Confidentiality
• Time management
• Good interpersonal and communication skills.
• Good organizational/prioritizing skills with multi-tasking ability from experience of handling a busy office.
• Basic accounting skills
• First Aid Knowledge
• Creative, high initiative and accurate results-oriented with ability to pay attention to detail.
• Knowledge of office management with secretarial background

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Job Summary:

To provide comprehensive, proactive and confidential executive support services to the Vice-Chancellor with a particular focus on effective management of the calendar, travel, internal and external communication.

Key Responsibilities

Management of Vice Chancellor’s calendar

• In consultation with the VC, the role is responsible for organizing and managing bookings on the VC’s calendar.
• Liaise with other departments on information about meetings requiring VCs participation.

Travel and Events Management

• Coordinate travel arrangements, flight bookings, hotel accommodations, visas, ground transportation, and other travel logistics for the VC, BoT and University Council members as well as other guests as advised.
• Liaise with event organizers to coordinate event logistics for the VC including travel arrangements, communications, and pre-meeting materials.
• Prepare, reconcile and submit VC expense reports.

Relationship Management and Communication

• Serve as the point person for external institutions, individuals and internal stakeholders who need to contact the VC.
• Monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, and providing background information when needed.
• Provide relevant documents for meetings and travel when needed.
• File properly and keep up-to-date records of all documents and correspondence of the Vice Chancellor Office.
• Regular checking of Incoming and outgoing emails on the VC email account, apprising the VC of urgent requests and following up to ensure closure of outstanding matters within set timelines.
• Draft, review and send communication on behalf of the VC as directed.
• Maintain confidential and sensitive information.

Qualifications /Educational/Professional/experience/Personal Attributes

• Bachelor’s Degree required; background or interest in social science or business administration/management preferred.
• At least 3 years of professional experience providing high-level administrative support in fast paced office setting, or educational equivalent.
• Experience in handling confidential and sensitive information.
• Experience with coordinating international travel and complex logistics.
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances.
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality.
• Ability to effectively work on a team in a complex, fast paced environment.
• Proficiency in Microsoft Office and Google Suite.
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients.
• Sense of humor, patience, a positive attitude, flexibility, and a passion for social justice required.