RESPONSIBLE FOR:

Principal University Secretary

 Senior Administrative Officer (Council)

 Senior Administrative Officer (General Administration) DEPARTMENT: Administration 1 1.

PURPOSE OF THE JOB

To deputize the University Secretary in providing strategic leadership in the administration and management of the University’s governance, human resource, legal, and general administrative functions in order to ensure efficient and effective delivery of University services.

KEY DUTIES AND RESPONSIBILITIES

1) Assist the University Secretary in planning, budgeting, and implementation of activities for the Office.

2) Support the initiation, review, and implementation of administrative policies, procedures, standards, and terms and conditions of service for the University.

3Coordinate the provision of administrative and support services across the University. 4) Interpret, guide, and coordinate the implementation of Council and Senate policies, decisions, and resolutions.

5) Monitor and advise on the management of the University’s human resources, including welfare, maintenance of staff records, and administration of benefits and emoluments.

6) Provide administrative and secretarial support to the University Council, Senate, and their Committees, including timely preparation and distribution of agenda, minutes, and reports.

7) Coordinate the formulation, implementation, and review of administrative and human resource regulations and guidelines.

8) Supervise and appraise the performance of administrative staff in the University Secretariat and ensure adherence to performance management standards.

9) Support the University Secretary in ensuring compliance with statutory and regulatory requirements governing higher education institutions.

10) Oversee the management of legal matters in liaison with the Legal Office and represent the University in administrative and quasi-judicial matters as delegated.

11) Coordinate and manage official communication, correspondences, and records within the University Secretariat.

12) Draft and circulate administrative pronouncements and circulars arising from Council deliberations and resolutions.

13) Participate in the development and implementation of the University Strategic Plan and annual work plans.

14) Represent the University Secretary in official functions and meetings as assigned.

15) Perform any other related duties as may be assigned by the University Secretary.

2 KEY OUTPUTS

a) Annual work plans and budgets for the Office of the University Secretary prepared and implemented.

b) Administrative and human resource policies, procedures, and standards developed, reviewed, and implemented.

c) Administrative and support services effectively coordinated.

d) Council and Senate administrative decisions and resolutions implemented and monitored.

e) Human resource management monitored and effectively guided.

f) Secretariat services to Council, Senate, and Committees efficiently provided.

g) Accurate and timely minutes, reports, and administrative records produced and maintained.

h) Legal and governance compliance ensured.

i) Administrative circulars and pronouncements drafted and disseminated.

j) The University represented effectively in delegated administrative matters.

PERSON SPECIFICATIONS

a) Minimum Qualifications

 An Honors Bachelor’s Degree in Arts, Social Sciences, Development Studies, Social Work and Social Administration, Management Science, Law, Commerce (Management option), Business Administration (Management option) or a related field from a recognized awarding Institution.

 A Post Graduate Diploma in Public Administration, Management, Educational Planning and Management or a related field.

 A Master’s degree in any of the following fields: Public Administration and Management, Human Resource Management, Educational Planning and Management, Business Administration (Management option), or Management Studies from a recognized institution.

 A Certificate in Administrative Law is an added advantage. b) Professional Qualifications

 Membership in a recognized professional body (e.g., Uganda Association of Public Administration and Management (UAPAM), Association of Secretaries and Administrative Professionals in Uganda (ASAPU), Uganda Public Sector Human Resource Managers Network (UPSHRMNet), Human Resource Managers Association of Uganda (HRM-U) is an added advantage. 3 ESSENTIAL SKILLS AND COMPETENCIES  Proven leadership, management, and decision-making abilities.

 Excellent communication, interpersonal, and negotiation skills.

 High integrity, confidentiality, and ethical conduct.

 Strong analytical and problem-solving skills.

 Excellent report writing and presentation skills.

 Ability to plan, organize, and coordinate multiple activities simultaneously.

 Broad knowledge of the legal, policy, and regulatory framework governing public universities in Uganda.

 Proficiency in computer applications relevant to administrative and management functions.

WORK EXPERIENCE

 At least six (6) years of progressively responsible administrative or management experience in a reputable organization, three (3) of which should have been at a senior management level (equivalent to Principal Officer in Government service).

 Experience in a higher education institution or public sector administration is an added advantage. AGE LIMIT

 Must be 45 years of age and above at the time of application, in line with the Uganda Public Service Commission and Education Service Commission guidelines.

Suitably qualified and interested candidates should submit six (6) hard copies of their application, neatly packaged in a file folder, containing the following documents: 1. Application Letter clearly expressing interest in the position.2. Recent passport-size photograph attached to each copy of the application. 3. Detailed and up-to-date Curriculum Vitae (CV), duly signed and dated by the applicant. 4. Certified copies of academic transcripts and certificates. 5. Copies of relevant appointment letters (where applicable).

6. Copy of the National Identification Card and any other relevant identification document.

7. Three (3) reference letters from referees. Referees should be advised to send their letters in confidence either: o In hard copy, sealed and clearly marked “Confidential”, or o By email to: universitysecretary@lirauni.ac.ug

8. All applications must be sealed and clearly marked with the position applied for on the top right-hand corner of the envelope. Both the applications and reference letters should be addressed to:

The University Secretary Lira University P.O. Box 1035 Lira, Uganda They must reach the above address not later than 5:00 PM on 30th December 2025.

Please Note: 1. Incomplete applications and those submitted after the deadline will not be considered.

2. Applicants without National Identity Cards, or whose names and dates of birth on the National Identity Cards do not match those on other submitted documents, will not be shortlisted.

3. Any form of lobbying will lead to automatic disqualification.

4. Only shortlisted candidates will be contacted.