Exams and Administration Officer

Purpose of job: 

To provide support for the Examinations and Training (E&T) team in the areas of examinations, administration, customer service and finance.

Context and environment:

The integrated team is made up of eleven staff headed by Head Exams and Training. It is responsible for over 26,000 UK exams sat in Kenya by over 14,000 candidates. It also delivers Professional Training to 1000 participants.

The post duties are flexible, primarily supporting Exams activity and also providing finance process support cover and other administrative / cover duties including Training and Customer Service.

Accountabilities, responsibilities and main duties:

All responsibilities, duties and behaviours will be In line with EDI, Child Protection and other overarching corporate policies:

A. Exam Delivery 

1. Processing exam papers

Implement and assure security of exam materials according to standards for each exam: secure unpacking, packing, counting, logging and shredding of materials. Use stock management systems and equipment inventories to ensure secure materials and equipment can be tracked internally and externally

2. Event planning & management

 Negotiate & book venues for exams which meet agreed standards and demonstrate value for money. Follow BC procurement policies and guidelines

 B Contributing to effective management

1. Managing individuals or teams 

Ensure a sufficient number of effectively trained staff is available for each test administration.  Understand basic recruitment and selection procedures and able to apply them to venue staff recruitment process with manager guidance

Implement the training and monitoring needs of venue staff e.g. PSN, global BC venue staff training package etc.

C. Providing cover for effective, compliant financial processes and accurate financial information

Prepare reconciliations for specific areas for checking by E&T managers

Raise, goods receipt or approve timely and accurate PO’s / Sales Orders

Process invoices and credit notes

Support the preparation of cash flow forecast and accruals by providing relevant information for particular area of responsibility

Prepare and/or check examiner/marker/invigilator/trainer payments

Prepare Activity Reconciliations as required

Adhere to Financial Deadlines as required

Support the E&T managers as required

D. Effective Customer communication (including candidates and exam boards)

Support Exams team as required: Handle enquiries & complaints; Check candidate identity according to policy for each exam.

Communicate the exam process (registration through to results) clearly to the customer.

Product knowledge – able to answer queries about the different products and explain their benefits to the customer

Support market research, promotional activities, for Exams and Training

Key relationships:

 Internal:

Head Exams and Training, Exams Manager, Training Manager, Finance team, Venue staff; Regional Exams team; BC staff in Rwanda.

 External:

UK Exams boards; Exams candidates; Venues;

 Other important features or requirements of the job 

The role will require regular weekend and evening hours, and occasional travel. Applicants therefore must be flexible regarding working hours.

Apply online through the main British Council jobs portal.  On the main jobs page, follow the “Job Opportunities Worldwide” tab and look for “See our current vacancies”. Click on “External Vacancies” and filter for “Kenya”.