Exams Officer: Namibia
Region
Sub Saharan Africa
Country / Territory
Namibia
Location
Windhoek
Department
English & Exams
Job Category
Exams
Pay Band
Pay Band 4
Vacancy Description
Location of post: Johannesburg Pay Band: Country Appointed PB4 Duration: Indefinite Salary: R 13,811 per month To work on all aspects of our Examinations operations in South Africa, Namibia and Mozambique (further mentioned as SA & CBC). Principal areas of responsibility include: Planning and oversight of delivery for professional and university examinations; management of paper logistics; liaison with UK Awarding Bodies, examination venues, candidates, venue staff; income recognition and b
 
Details
Context and environment:

South Africa is a medium-large exams operation in SSA, and works as an exams hub for Cross Boarder Operations. The role supports the administrative, financial and business development activities of the SA & CBC exams team.  The team is headed by a Country Exams Manager, and is responsible for delivering more than 15,000 UK exams, in South Africa. As additionally administer exams in Namibia, Botswana, Mozambique and IELTS in Malawi.

 

The Exams Officer is supported by Exams Officers in SA & CBC, Exams Finance Officer, Exams Assistant and a team of more than 60 venue staff.

 

Accountabilities and responsibilities:
(including people management and finance)

 

·         As Exams Officer the post holder will be line managed by the Examinations Distribution Manager.

·         Will be responsible for a range of products, relationship management with various exam bodies,
           including organisational, planning and finance duties.

·         The post holder will also take on the training, monitoring and line management of Examinations      
          Services Assistant

·         All administrative procedures are in full compliance with examination board regulations and QCA
          standards.

·         Reliability: to ensure examinations are delivered securely according to board requirements

·         Quality: to deliver a high standard of customer service to our candidates and exam boards. As
          measured by our own Quality Compliance Assessment Standards and the inspection visits from
          Examination Boards.

·         Comply with all tenets of QCA, including local regulations as defined by the Examinations Manager.

·         Finance: all British Council standards for managing finances are met with relation to income 
          reconciliations, cash handling, managing POs, managing contracts and procurement.

 

Main duties:
Pre-test administration for professional and educational examinations in South Africa

1. Booking venues and venue staff for examination sessions
2. Overseeing and taking delivery of examinations materials and checking them prior to exams commencing, packing and returning scripts daily, maintaining logs appropriately.
3.
Answering enquiries about tests and exams.

4. Accept, confirms & communicate with exam boards regarding exam bookings.
5.
Preparing candidate registration forms.
6. Exam registration procedures including receiving and collating registration forms, entering and retrieving data on board registration systems, payments and exams correspondence including dispatch of results

 

Test delivery

 

  • Delivering examinations on test days as part of the exams team which includes:

 

Post-test administration of examinations

-
Shredding/disposal/despatch of examination materials while recording this in accordance with  board standards and
   keeping accurate records of the movement of live material

-
Effective delegation of duties when absent.

Stock keeping of materials

·         Maintaining logs of examination papers and other related materials

 

Venue Staff Management

·         To monitor venue staff to board and QCA standards.

·         Train venue staff on product specific delivery

 

Finance

·         To prepare and submit documents for income reconciliations to agreed timescales.

·         To record income correctly on the financial system (SAP) and in a timely manner.

·         To monitor income and expenditure budgets and report on these monthly.

                ·         Invoice the institutions in the month of activity and follow up on payment (aged debt)
                ·         Ensure payments are received and recorded prior to exams being administered           
                ·         All expenditure relating to the exams is processed and recorded prior to the exams being administered,
                          including account management for CIPS.
                ·         Carry finance duties as per the Finance calendar and follow up on action points as requested by the
                          Exams & Finance Manager    
                ·         Report on audience actuals and income outputs against agreed targets for each product. 
 

Other duties

To discharge other centre-related duties and activities as directed by the Examinations Services Manager.

 

Key relationships:

Internal: Customer Service Officer Johannesburg,  Country Exams Manager, Examinations Services Manager, Examinations Operations Manager, Senior IELTS Administrator, Exam Officers in Johannesburg and Cape Town, Examinations Services Assistants (in Johannesburg and Cape Town)  and Finance Officers.

External: UK-based examination boards, venue Staff, enquirers, candidates and local tuition/training providers.

 

Other important features or requirements of the job
(e.g. travel, unsocial/evening hours, restrictions on employment etc)

 

Some Examinations are held on Saturdays/Sundays/Public Holidays. The post holder will be present to ensure exam security & delivery. Overtime/TOIL should be agreed with line manager in advance to maintain an adequate work-life balance. The post holder may be required to travel abroad to administer/monitor examinations in different centres and should therefore hold valid travel documents.


Essential:

Right of abode and right to work in South Africa

Successful candidate will have to satisfy British Council Child Protection check requirements.

Behaviours:

Connecting with others (essential): Making regular opportunities to understand others better.

Working together (essential): Establishing a genuinely common goal with others.

Making it happen (essential):

Shaping the future (essential):

Look for ways in which we can do things better.

Being Accountable (essential)

Creating Shared Purpose

(essential)

Skills & Knowledge:

Using Microsoft Office Word, Outlook and Excel.

Knowledge of SAP or any other accounting package.
Managing People
Managing Projects
Communicating & Influencing
Planning & Organising
Managing Risk
Managing Accounts & Partnerships

Experience:

Dealing with customers and enquiries in a service environment

Strong administration experience

Finance / bookkeeping

Providing service within quality standards

Qualifications:
Matric or equivalent

Application closing date:
7 March 2017