Vacancies at Multimedia University of Kenya

Entry Level Jobs, Senior Management Jobs, Administrative Jobs, Jobs in Kenya,

Chief Supply Chain Management Officer (Procurement)

Duties and Responsibilities

The Work at this level will be carried out under the close supervision and guidance of a Senior Management Officer. Specifically duties and responsibilities at this level will entail:

• Ensure preparation, consolidation and submission of Annual University Procurement Plan and Disposal Plan.
• Oversee preparation of procurement related status reports for submission to management and other statutory bodies.
• Ensure integration of ICT into the supply chain management operations.
• Oversee procurement of goods, services and works.
• Ensure that supplies estimates and expenditure are prepared to ensure that procurements are done within prevailing market prices.
• Spearhead all negotiations with suppliers for University’s value for money as required by the Procurement Laws and Regulations.
• Oversee the research on market trends to inform placing of orders or recommend appropriately awards of all procurement matters.
• Oversee the development work plans for the department, supervise implementation and evaluate performance to achieve the University’s strategic plan.
• Oversee University asset management process.
• Ensure stock take process is undertaken and that quarterly and annual stock-taking reports are prepared for presentation to management.
• Oversee drafting and implementation of procurement related contracts.
• Ensure the tendering processes are executed as per the Procurement Act 2015.
• Oversee inspection and acceptance of goods, works and services.
• Oversee the disposal process in the University.
• Ensure implementation of Quality Management Systems in the department.
• Formulate and implement procurement policies, strategies, regulations and procedures to ensure proper management of the University’s procurement function.
• Interpret and advise the Vice Chancellor on all procurement and asset disposal maters to ensure that the University compliances with Procurement Laws, Regulations and Government Circulars.
• Identity, monitor and mitigate supply chain, strategic and operational risks by ensuring appropriate internal controls are in place.
• Mentor staff in the department to impart relevant knowledge as a way of building their capacity to ensure business continuity in the University.
• Assign duties and supervise staff in the department.
• Assess staff competencies through appraisal mechanisms. 
• Formulate training and development strategies for staff departmental staff on a competency framework, in line with both the University’s strategy and individual needs.
• Provide professional opinions to the Accounting Officer on all procurement and disposal matters.
• Provide advice to the University Management on matters concerning legislation, environmental and best supply chain management practice.
• Maintain well updated register of all University suppliers.
• Oversee preparation of quarterly and annual stock-taking reports to management.
• Provide secretariat services to evaluation, disposal and negotiation committees.
• Initiate disposal of unserviceable, obsolete / surplus stores and equipment.
• Monitor and implement procurement processes through the Enterprise Resource Planning system.
• Oversee purchasing and supplies to ensure smooth operation with the University.
• Oversee internal requisition process in the University.
• Oversee and manage interdepartmental communication an allocate tasks and resources as needed.

Requirements for Appointment

For Appointment to this grade a candidate must:

• PhD in purchasing and supply management or its equivalent from a recognised University and/or
• Master’s Degree in relevant in purchasing and supplies management or its equivalent from a recognised institution.
• Bachelor’s degree in purchasing/supply chain management or its equivalent from a recognised institution.
• Served in the grade of Deputy Chief Supply Chain Management Officer Grade MNT 14 for a minimum period of three (3) years.
• Must be a member of KISM (K).
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.
   

Chief Security Officer

Duties and Responsibilities

• Ensure development, review, and implementation of security policies to ensure the safety of staff, students, and physical assets at all times.
• Ensure development of work plans for an efficient and effective security system.
• Ensure development of a security financial budget to allocate proper funds for security requirements.
• Ensure security operations in collaboration with public law enforcement agencies to enhance security and leverage their expertise.
• Oversee security services offered by contracted security service providers to ensure quality service delivery.
• Ensure that the University’s assets are secured for general security administration.
• Ensure compliance with security statutory regulations and requirements to facilitate smooth university operations.
• Coordinate security emergency management and contingency procedures to ensure preparedness and response to disasters.
• Provide emergency management and contingency procedures to safeguard institution assets, employees, guests, and others on company property.
• Identify, investigate, and resolve security breaches to protect institutional assets, employees, guests, and others on company property.
• Stay updated on emerging security challenges and devise appropriate interventions to maintain security at all times.
• Coordinate specifications for security contracts to ensure high-quality security service delivery.
• Coordinate and oversee the implementation of physical protection systems (PPS) to secure and safeguard university assets and property.
• Prepare security reports for decision-making, evidential, and record-keeping purposes.
• Conduct security risk analysis and identify risks to develop effective mitigation measures.

Requirements for Appointment

• Master’s degree in Criminology/Security Studies or its equivalent from a recognized institution, or
• Bachelor’s degree in Criminology, Basic Security Course, or equivalent from a recognized institution, with 10 years of service in the police service or equivalent.
• Must have served for 3 years in the police service at the rank of Chief Inspector of Police or an equivalent rank in other uniformed security forces.
• Served in the grade of Deputy Chief Security Officer (Grade MNT 11) or equivalent for a minimum period of three (3) years.
• Certificate of Good Conduct from the Kenya Police.
• A valid Basic First Aid Certificate with proven experience in first aid.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

Senior Legal Officer

Duties and Responsibilities

This is the entry grade for this cadre. Work at this level will be carried out under the close supervision and guidance of a senior officer. Specifically duties and responsibilities at this level will entail:

• Ensure compliance with Statutes, regulations and procedures to reduce penalties and litigation.
• Oversee management of land assets and Intellectual Property to protect University interests.
• Coordinate the preparation of work plans and budgets for the legal Services to ensure maximum job output.
• Ensure legal opinions and case summaries are well drafted to ensure that the University complies with all legal, regulatory and statutory requirements.
• Ensure internal policies are aligned with relevant legislation to avoid litigation.
• Coordinate preparation of legal reports for decision making.
• Manage and develop staff to ensure maximum output.
• Formulate and review legal policies and practices to enable identify and resolve legal issues and problems.
• Draft, review and approve agreements, grant awards and contracts to safeguard the University interests.
• Keep custody of legal documents to maintain a database of the status of all court cases involving the University to review progress of outstanding litigation.
• Identify, mitigate legal risks and develop remedial plans to avoid litigation.
• Represent the University in litigation and develop case strategy.
• Liaise with external lawyers with regard to litigation to enable the
• identification and resolution of legal issues.
• Participate in the implementation of legal and governance policies, systems and procedures, in line with the institution’s strategy to ensure the achievement of University’s strategic plans.
• Advise and take part in corporate deals in which the University participates in.
• Draft and review commercial contracts with suppliers for the benefit of the University.
• Advice on principles of corporate governance according to the regulatory framework to foster strategic policies in the University and adherence in all departments.
• Interpret legal opinions and offer guidance on legal requirements concerning issues of contract termination.
• Represent the institution in a court of law and tribunals when involved in court proceedings to protect the interests of the college in a right and fair procedure.
• Draft reports on legal matters for presentation to the Council for approval and implementation of strategic or governance policies that allows the college to operate smoothly and according to the statutory laws.
• Guide and advice on the process of Staff and Students disciplinary cases.
• Review and prepare annual legal reports that ensures the University and all departments run smoothly and as expected to avoid loop holes in the procedures
• Prepare and review memorandum of understanding between the University and other interested parties.
• Assist in the preparation and interpretation of legal instruments relating to the institution legal matters and ensure proper documentation of evidence and other important information for use by the legal team in the department.

Requirements for Appointment

For Appointment to this grade a candidate must:

• Master’s Degree in Law from a recognised University.
• Bachelor’s degree in law from a recognised University
• Have a Valid practicing Certificate from Law Society of Kenya.
• An advocate of the High Court and Commissioner for oaths.
• Served in the grade of Legal Officer Grade MNT 12 for a minimum period of three (3) years.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

Senior Secretary

Duties and Responsibilities

• Allocate and supervise duties assigned to subordinate staff for smooth running of the office.
• Prepare office work plans to ensure tasks are accomplished in good time.
• Assist Managers in compiling reports for presentation in various meetings.
• Act as a liaison between Managers and other offices for effective communication.
• Prepare notices for meetings, distribute agendas and minutes, and book meeting venues to ensure everything is in place for smooth execution of meetings.
• Maintain a contact database for future reference, easy access, and efficiency.
• Facilitate internal and external communication to enhance efficiency and alert managers on matters requiring urgent attention.
• Develop and maintain a functional office filing system for easy retrieval of documents.
• Coordinate meeting schedules and appointments to ensure set objectives are achieved.
• Make travel arrangements, including itinerary and travel logistics, to ensure proper timeliness.
• Screen visitors, telephone calls, and handle complaints and inquiries to enhance efficiency and the Manager’s productivity.
• Receive and dispatch mail for proper prioritization.
• Maintain and disseminate information on university systems, policies, and procedures to enhance efficiency.
• Assist in the preparation of departmental budgets for proper planning.
• Harmonize workflow in all departments to ensure smooth day-to-day office operations.
• Manage food service for meetings to ensure proper continuity.
• Process office supplies and other requisitions for smooth office operations.
• Coordinate the process of preparing students’ certificates, ensuring safe keeping, issuance, and maintaining proper records.
• Record minutes in departmental meetings for accurate record-keeping and future reference.

Requirements for Appointment

• Bachelor’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
• Diploma in Secretarial Studies or single subjects in:
  • Typewriting III (50 wpm)
  • Office Management III
  • Business English III
  • Secretarial Studies II
  • Commerce II
  • Shorthand III (100 wpm)
  • Office Practice II
• MUST have served in the grade of Secretary I (Grade MNT 9) or equivalent for a minimum period of three (3) years.
• Certificate in Computer Applications skills from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

Executive Secretary

Duties and Responsibilities

• Manage office protocol and etiquette for customer satisfaction and harmony.
• Serve as a liaison between the offices, the University Management, and the institution as a whole.
• Attend to visitors and clients (internal and external).
• Handle incoming and outgoing telephone calls.
• Provide reception services by responding to internal and external inquiries and complaints from staff and clients.
• Draft routine correspondence for both internal and external communication, i.e., emails, memos, letters, and notices to ensure a smooth flow of information.
• Organize the flow of information in the office, including prioritizing and directing email messages and correspondence and ensuring follow-up as required.
• Prepare reports, speeches, and PowerPoint presentations for meetings and seminars.
• Maintain and update the contact database.
• Manage the logistics around meetings by sending meeting notices and agendas, circulating reference documentation prior to meetings, booking meeting venues, managing food service requests, and other requirements.
• Take oral dictation for speed and efficiency in letter writing.
• Use e-office for research and data processing to generate accurate information and statistics.
• Operate office equipment for copying and distribution.
• Prepare work plans and almanac.
• Prepare performance contracts quarterly reports.
• Prepare work plans quarterly reports.
• Take minutes in meetings.
• Establish and monitor procedures for record-keeping of correspondence and file movement for proper record-keeping by maintaining an organized filing system as per the Quality Management Systems.
• Secure office records, equipment, and document handling, including classified materials, to avoid loss.
• Guide and supervise other office personnel, e.g., Driver, Office Assistant, and Clerk, for overall office efficiency.

Requirements for Appointment

• Master’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
• Bachelor’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
• Diploma in Secretarial Studies or single subjects as:
  • Typewriting III (50 wpm)
  • Office Management III
  • Business English III
  • Secretarial Studies II
  • Commerce II
  • Shorthand III (120 wpm)
  • Office Practice II
• MUST have served in the grade of Assistant Executive Secretary (Grade MNT 11) or equivalent for a minimum period of three (3) years.
• Certificate in Computer Applications skills from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

Senior Assistant Librarian (Cataloguing, ICT & Digital Services)

Duties and Responsibilities

• Ensure services delivered are flexible, user-focused, and at the leading edge of best practice within the profession.
• Ensure provision of technical support to library patrons in extension programmes.
• Ensure maintenance of the RFID-enabled self-service equipment in the library.
• Ensure troubleshooting is undertaken to resolve system-related problems.
• Ensure all catalogued and classified resources can be retrieved conveniently using standardized methods.
• Ensure evaluation of digital library content is undertaken.
• Oversee maintenance and management of Library Management Systems.
• Coordinate management of the Library and Learning Services budget for electronic resources.
• Coordinate promotion of services and resources using various online and print media.
• Coordinate management of the library cataloguing and ICT/digital services premises.
• Coordinate maintenance, weeding, and discarding of digital information resources.
• Coordinate preparation of cataloguing and digital services status reports periodically.
• Coordinate timely selection and acquisition of digital resources.
• Coordinate proper preservation of digital resources.
• Coordinate embedding of digital library services into the Virtual Learning platform to allow seamless access to resources.
• Coordinate evaluation of digital library content through surveys.
• Coordinate embedding of digital library services into the Virtual Learning platform to allow seamless access to resources.
• Coordinate evaluation of digital library content through surveys.
• Prepare sectional reports on the status of the cataloguing and digital library service.
• Communicate and interpret library cataloguing and digital services policies, procedures, and information to library users.
• Develop Cataloguing and Acquisition Services Manual.
• Manage digital library collections, including an institutional repository.
• Develop a tool to monitor usage of the library’s web content and digital resources.
• Participate in the review of the library handbook and make copies available to new library members.
• Participate in the review and implementation of the department’s Quality Management Systems.
• Participate in the formulation and implementation of the departmental policies.
• Digitize and archive university research publications for use by researchers to enhance institutional visibility.
• Participate in Library and University initiatives, such as serving on various committees.

Requirements for Appointment

• Bachelor’s Degree in Library Studies or Information Science (specializing in IT) or equivalent qualification from a recognized institution.
• Served in the grade of Assistant Librarian I for a minimum period of three (3) years.
• Certificate in Computer Applications from a recognized institution.
• Demonstrated merit and ability as reflected in work performance and results.

Technologist (Instrumentation and Control) Department of Physics

Duties and Responsibilities

• Conduct undergraduate practical assessment and demonstrations to ensure objectives are met in the assessment
• Guide students during practical sessions in laboratories/workshops/studios
• Calibrate equipment as per schedule
• Prepare equipment inspection schedules, reliability schedules and work plans
• Inspect and test machines, equipment, components, materials, or products to determine characteristics such as performance, strength, or response to stress
• Design structures for learning purposes
• Interpret sketches, specifications and drawings
• Provide technical support to lecturers, students and other employees regarding design, fabrication, testing, or documentation.
• Maintain equipment as per the maintenance schedule
• Conduct failure analysis, document results, and recommend corrective actions.
• Prepare specifications, designs, or sketches for machines, components, or systems related to the practical
• Implement the standard operating procedures of safety in laboratories/workshops/studios.
• Generate reports on the optimum use of on laboratories/workshops/studios

Requirements for Appointment

For appointment to this grade, an officer must have:

• Bachelor’s Degree in Physics (Instrumentation and Control) or equivalent qualification from a recognized Institution.
• Certificate in computer applications from a recognized institution.
• Demonstrated professional and administrative ability required for efficient performance of duties at this level.
   

Technologist (Renewable Energy and Technology) Department of Physics

Duties and Responsibilities

• Conduct undergraduate practical assessment and demonstrations to ensure objectives are met in the assessment
• Guide students during practical sessions in laboratories/workshops/studios
• Calibrate equipment as per schedule
• Prepare equipment inspection schedules, reliability schedules and work plans
• Inspect and test machines, equipment, components, materials, or products to determine characteristics such as performance, strength, or response to stress
• Design structures for learning purposes
• Interpret sketches, specifications and drawings
• Provide technical support to lecturers, students and other employees regarding design, fabrication, testing, or documentation.
• Maintain equipment as per the maintenance schedule
• Conduct failure analysis, document results, and recommend corrective actions.
• Prepare specifications, designs, or sketches for machines, components, or systems related to the practical
• Implement the standard operating procedures of safety in laboratories/workshops/studios.
• Generate reports on the optimum use of on laboratories/workshops/studios

Requirements for Appointment

For appointment to this grade, an officer must have:

• Bachelor’s Degree in Physics (Renewable energy and Technology) or equivalent qualification from a recognized Institution.
• Certificate in computer applications from a recognized institution.
• Demonstrated professional and administrative ability required for efficient
• performance of duties at this level.
   

Method of Application

TERMS AND CONDITIONS:

The above positions carry remuneration packages which include among others, basic salary, medical cover, house, transport and leave allowances.

APPLICATION PROCEDURE

Interested applicants should submit ten (10) copies of their applications with detailed curriculum vitae, e-mail address, telephone contacts, postal address, current post, copy of current pay slip, verified copies of academic, professional certificates and testimonials. They should provide clearance certificates from the following organizations

• HELB
• EACC
• Kenya Revenue Authority
• Certificate of Good Conduct.
• They should also provide three (3) referees who are knowledgeable about their competence and areas of specialization, one of who must be a recent/lastemployer. The referees should submit their confidential reports in sealed envelopes to the address below.
• Applicants should fill the summary sheet attached in MS Word and send it to the following address: dvc_fa@mmu.ac.ke.
• Only shortlisted candidates will be contacted.

NOTE

• MMU is an equal opportunity employer thus, women, persons with disability and minority groups are encouraged to apply.
• Applications quoting the respective reference numbers on the envelope, should reach the undersigned on or before 24th  March, 2025.