Palabana University is a public higher education institution located in Palabana, Chongwe District, Lusaka Province, Zambia. It was officially established in 2019 through Statutory Instruments No. 68 and 69, which dissolved the college (Palabana Dairy Training Institute) and created Palabana University as a Level 7 accredited public university under the Higher Education Authority. The University’s vision is to provide appropriate Agriculture and Livestock education and entrepreneurship skills through effective teaching, research and consultancy.

Palabana University is an equal opportunity employer and through this notice invites applications from suitably qualified and experienced candidates to fill the following vacancy:

Responsibilities or duties

Under the supervision of the Vice Chancellor, the Registrar is responsible for planning, coordinating and implementing the general administration as well as the operational functions of the University in line with the requirements of the Higher Education Act No. 4 of 2013 read with the amended Higher Education Act No. 23 of 2021.

The Registrar is entrusted with providing strategic direction and assumes accountability for the following functions:

• Planning and Organization
  • Coordinates formulation of annual plans and budgets.
  • Ensures university structure aligns with strategic plan requirements.
  • Oversees production of the annual report.
  • Facilitates development of administrative and human resource policies, manuals, and procedures.
• Corporate Governance (Council, Committees, Management)
  • Advises on business ethics and good governance.
  • Plans and coordinates Council corporate affairs and Management business.
  • Develops and secures approval of meeting calendars.
  • Provides secretarial services to Council and committees.
  • Coordinates legal services for Council.
• Policy Formulation and Compliance
  • Acts as custodian of policies and regulations.
  • Facilitates development and review of policies and regulations.
• Regulatory Compliance
  • Ensures compliance with legal requirements and provision of legal services.
• Policy Framework, Administration & Human Resource
  • Custodian of policies and regulations.
  • Ensures HR practices comply with labour laws.
  • Develops/reviews HR policies and strategies.
  • Coordinates human capital planning.
  • Safeguards intellectual property and confidential information.
  • Implements performance management practices.
  • Supervises staff and ensures appraisals.
  • Enhances employee welfare programmes.
  • Ensures safety, health and security services.
  • Custodian of University Seal and asset records.
• Internal and External Communication
  • Ensures timely and effective dissemination of information internally and externally.
• Problem Solving
  • Handles industrial disputes and disciplinary matters concerning staff.
• Operational Performance Management
  • Prepares quarterly and annual performance reports.
• Facilities Management
  • Plans and directs development, utilization, and maintenance of infrastructure.
  • Maintains facilities in good condition.
• General Duties
  • Undertakes other tasks as assigned by the Vice-Chancellor.

Qualifications or requirements (e.g., education, skills)

• Full Grade 12 School Certificate obtained at one sitting and same examination with passes in at least six (6) subjects including English Language, with Credit in at least ONE of them; or passes in five (5) including English Language with Credit in at least two them;
• Bachelor’s degree in any field but preferably Public Administration;
• Master’s degree in any field but preferably Public Administration;
• Must have proof of membership to a professional organization or association;
• Membership to the Zambia Institute of Human Resource Management (ZIHRM);
• Excellent verbal and written communication skills and
• Literacy in Information Technology (IT) applications.

Experience needed

• Minimum of ten (10) years post-qualification experience at Senior Management level in University administration or Corporate Management, with exceptional management, administrative and interpersonal skills.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

• KEY COMPETENCIES
  • Demonstrated capacity for strategic leadership and effective oversight of institutional operations.
  • Comprehensive understanding of university governance frameworks.
  • Proven ability in organizational management, with strong skills in planning and coordination.
  • Exceptional interpersonal and communication abilities.
  • Commitment to ethical conduct, professionalism, and discretion in handling sensitive matters.
  • Competence in managing and harmonizing multiple administrative functions within a complex institution.
• PERSONAL ATTRIBUTES
  • Honesty and reliable with high moral strength.
  • High degree of attention to detail.
  • High degree of integrity.
  • Ability to work with minimum supervision.
  • Adaptability
  •  

• Coordinates formulation of annual plans and budgets.
• Ensures university structure aligns with strategic plan requirements.
• Oversees production of the annual report.
• Facilitates development of administrative and human resource policies, manuals, and procedures.
• Advises on business ethics and good governance.
• Plans and coordinates Council corporate affairs and Management business.
• Develops and secures approval of meeting calendars.
• Provides secretarial services to Council and committees.
• Coordinates legal services for Council.
• Acts as custodian of policies and regulations.
• Facilitates development and review of policies and regulations.
• Ensures compliance with legal requirements and provision of legal services.
• Custodian of policies and regulations.
• Ensures HR practices comply with labour laws.
• Develops/reviews HR policies and strategies.
• Coordinates human capital planning.
• Safeguards intellectual property and confidential information.
• Implements performance management practices.
• Supervises staff and ensures appraisals.
• Enhances employee welfare programmes.
• Ensures safety, health and security services.
• Custodian of University Seal and asset records.
• Ensures timely and effective dissemination of information internally and externally.
• Handles industrial disputes and disciplinary matters concerning staff.
• Prepares quarterly and annual performance reports.
• Plans and directs development, utilization, and maintenance of infrastructure.
• Maintains facilities in good condition.
• Undertakes other tasks as assigned by the Vice-Chancellor.

• Exceptional management, administrative and interpersonal skills.
• Excellent verbal and written communication skills
• Literacy in Information Technology (IT) applications.
• Demonstrated capacity for strategic leadership and effective oversight of institutional operations.
• Comprehensive understanding of university governance frameworks.
• Proven ability in organizational management, with strong skills in planning and coordination.
• Exceptional interpersonal and communication abilities.
• Commitment to ethical conduct, professionalism, and discretion in handling sensitive matters.
• Competence in managing and harmonizing multiple administrative functions within a complex institution.

• Full Grade 12 School Certificate obtained at one sitting and same examination with passes in at least six (6) subjects including English Language, with Credit in at least ONE of them; or passes in five (5) including English Language with Credit in at least two them;
• Bachelor’s degree in any field but preferably Public Administration;
• Master’s degree in any field but preferably Public Administration;
• Must have proof of membership to a professional organization or association;
• Membership to the Zambia Institute of Human Resource Management (ZIHRM);