Administrative Assistant II at Kibabii University College

Administrative Assistant II at Kibabii University College – Kibabii University College Kenya Job Details

About the Role

Kibabii University College is recruiting for an Administrative Assistant II position based in Bungoma. This is a full-time role at entry grade level within the administrative cadre, reporting to a senior officer. The successful candidate will support the university’s core operations through data management, record-keeping, and administrative coordination across academic and personnel functions.

The Administrative Assistant II at Kibabii University College plays an essential part in maintaining institutional records and supporting departmental operations. Located in Bungoma County along the Bungoma-Chwele highway, the university serves a broad student base and requires skilled administrative professionals to manage examination records, student admissions data, and departmental communications. This role offers hands-on experience in higher education administration in Kenya.

Key Responsibilities

• Gather and organize examination-related data for preparation and processing by academic departments.
• Compile student admission records and manage associated documentation and filing systems.
• Maintain and update records of student disciplinary matters in accordance with university policy.
• Provide secretariat support to departmental and institutional meetings, including minutes-taking and document distribution.
• Perform data entry tasks and conduct basic analysis of administrative datasets.
• Collate information on academic programmes and teaching facility usage for departmental planning.
• Manage personnel records and staff data systems for assigned department(s).
• Prepare departmental reports, conference summaries, and training reports for submission to senior management.
• Oversee operation of personnel registry, general registry, and mail management systems to ensure effective function.
• Coordinate staff inductions, orientation sessions, seminars, and workshops; communicate relevant information to all division stakeholders.

Requirements & Qualifications

• Bachelor’s degree in Education, Public Administration, Human Resource Management, Business Administration, or a related Social Science discipline from a recognized institution.
• Certificate in Computer Applications from a recognized institution.
• Ability to work under supervision while managing assigned administrative tasks independently.
• Proficiency in data entry, spreadsheet applications, and document preparation software.
• Strong organizational skills and attention to detail in record management.
• Demonstrated ability to communicate effectively in writing and verbally with staff and students.
• Experience or familiarity with university or institutional administrative systems is an advantage.

What to Expect

• Work as part of an administrative team in a public university setting with structured supervision and professional development opportunities.
• Exposure to multiple administrative functions including records management, data processing, and event coordination.
• A role based in Bungoma with opportunity to contribute to the operational efficiency of Kibabii University College.
• This Administrative Assistant II at Kibabii University College position in Bungoma is open to qualified candidates. Click Apply below to submit your application.

Method of Application

Each application shall be accompanied by detailed curriculum vitae with three (3) referees, certified copies of relevant academic and professional certificates, national identity card or passport, testimonials and other relevant supporting documents.

A letter of recommendation from the Chairperson/Head of Department on the applicant’s professional experience and character in general should be sent to the address below.

All applications should be clearly marked with the referenced number of the advertised position submitted as follows:1. Three (3) hard Copies. and Electronic scanned copy in PDF format (as one running document) to be sent to the following e-mail [email protected] by Friday 17th July, by 5.00 p.m.

Three (3) hard Copies should be addressed to: –
The Vice Chancellor, Kibabii University,
P.O. Box 1699 – 50200,
Bungoma

OR Dropped at: –

Kibabii University – Main Campus
Administration Registry, Third Floor Room ADA 306