Academic Registrar

Office-based in Kigali, Rwanda
The Academic Registrar is a senior academic administrator responsible for the effective management of the ACES Institute's academic registry and the integrity of all student-related academic processes. The role ensures that academic operations are delivered efficiently and in compliance with national regulatory requirements set by the Higher Education Council (HEC).
Employer
Africa Centre of Excellence for Sustainable Cooling and Cold Chain (ACES)
Contract Type
Fixed Term Contract - Full Time
Duration
1 Year Renewable Contract
Location
Office-based in Kigali, Rwanda
Application Deadline
30th April 2026
Start Date
Immediate

• Position Overview
• Responsibilities
• Expected Outputs
• Qualifications
  

Position Overview
The Academic Registrar plays a central role in maintaining academic standards, accurate student records, and supporting institutional governance structures. This includes oversight of the full student lifecycle - from admission through to graduation - as well as ensuring that institutional policies and academic regulations are consistently applied.
The Academic Registrar reports directly to the Provost and works closely with Heads of Department, the Head of Teaching and Learning, the Deputy Provost, and the Student Support Manager. The Academic Registrar line-manages the Student Support Manager and registry staff within the Academic Administration and Student Services function.
Duties & Responsibilities
Student records and data
The Academic Registrar has overall responsibility for the student records management framework and is custodian of all official student records. This includes responsibility for registration, assessment records, progression data, transcripts, and the certification of awards. The Registrar ensures that all academic data is accurate, secure, and accessible in accordance with Law N° 058/2021 relating to the protection of personal data and privacy. The Registrar will be supported by the IT team, Programme Leaders, and administrative staff.
Student lifecycle
The Academic Registrar leads the coordination of student lifecycle processes, ensuring that admissions, enrolment, registration, progression, deferment, credit transfer, recognition of prior learning, extenuating circumstances, withdrawal, and graduation are managed effectively and in accordance with the Institute’s General Academic Regulations.
Admissions
The Academic Registrar convenes and coordinates the Admissions Committee, leading the admissions process from application through to enrolment. This includes overseeing the processing of applications, coordinating the assessment of international qualifications and equivalence through HEC, managing offer and enrolment correspondence, and providing guidance to international applicants on visa and immigration requirements.
Governance support
The Academic Registrar serves as Secretary to the Academic Senate and to the Examination Board, ensuring that meetings are effectively organised, decisions are properly recorded, and follow-up actions are tracked and completed. The Registrar provides advice on the interpretation and application of academic regulations, helping to ensure consistency across the Institute.
Assessment and examinations
The Academic Registrar ensures that timetabling, examinations, and results processing are conducted efficiently and according to approved procedures. This includes maintaining the academic calendar, coordinating assessment scheduling, and ensuring that all assessment processes are transparent/robust. The Registrar is responsible for the timely publication of results and the production of transcripts and certificates following confirmation of awards by the Examination Board.
Academic appeals and extenuating circumstances
The Academic Registrar receives and coordinates the processing of student academic appeals and extenuating circumstances applications in accordance with the Student Grievance and Appeals Policy and the General Academic Regulations, ensuring that cases are handled within published timelines and that outcomes are properly recorded.
Credit transfer and recognition of prior learning
The Academic Registrar receives applications for credit transfer and coordinates their assessment with the relevant teams and the Provost, in accordance with the General Academic Regulations. The Registrar maintains records of all credit transfer and RPL decisions.
Regulatory reporting and liaison
The Academic Registrar is responsible for the preparation and timely submission of regulatory data returns to HEC, including student enrolment data, graduation statistics, and programme data. The Registrar acts as a point of contact between the Institute and HEC on registry and student data matters, and maintains records to support accreditation reviews and institutional audits.
Graduation
The Academic Registrar coordinates the graduation and certification process, including the preparation of award lists for confirmation by the Examination Board and Academic Senate, the production of certificates and transcripts, and the organisation of convocation ceremonies.
Skills & Experience
3.1 Qualifications

• A bachelor's degree in a relevant field (essential). A master's degree in education, Educational Administration, Educational Management, Public Administration, or a closely related field is strongly preferred.
• A PhD or relevant professional certifications in academic administration (desirable).
  

3.2 Experience

• A minimum of five years of demonstrable experience in a higher learning institution registry, academic administration, academic affairs office, or equivalent responsibilities (essential).
• Demonstrated experience in student records management, academic scheduling, and regulatory compliance (essential).
• Experience in drafting and implementing academic policies, procedures, and regulations (essential).
• Proven proficiency in Student Information Systems and Learning Management Systems, e.g. Moodle (essential).
• Familiarity with Rwanda's higher education regulatory environment and/or African accreditation frameworks (essential).
• Experience working in an international or multicultural educational environment (desirable).
  

3.3 Skills And Competencies

• Exceptional attention to detail and commitment to data accuracy and confidentiality.
• Strong leadership and people management skills.
• Excellent written and spoken English.
• High proficiency in digital tools, including SIS platforms, LMS environments, and productivity suites.
• Strong organisational and project management skills, with the ability to manage multiple priorities simultaneously.
• Ability to work collaboratively across academic, technical, and operational teams.
• Commitment to the ACES Institute's values of equity, sustainability, and inclusive education.
  

Extras
Other Information
Please note only selected candidates will be contacted for interview.
How To Apply
To apply for this position, please send your CV and a covering letter to recruitment.aces@cleancooling.org before the deadline of midnight on 30th April 2026.
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