Examinations Officer at Amref International University (AMIU)

Job Description

Main purpose of the job

The Examinations Officer’s main purpose is to guarantee integrity, efficiency, and fairness in the examination and assessment system as per the University policies. The Examinations Officer will oversee, coordinate, and ensure the smooth, fair, and secure administration of examinations and assessment processes. Acts as the link between academic departments, students, and examination bodies.

Key Responsibilities

Management of Examinations

Responsible for the implementation and oversight of all examination administrative functions:

• Prepare examination timetables for students and staff, and process examination calendars
• Publish agreed timetables and issue circulars to staff on examination timelines
• Brief candidates on examinations in accordance with University rules and regulations
• Procure examination materials in good time
• Receive moderated examination drafts and marking guides
• Organize examination papers and stationery before and after examinations
• Manage the distribution of exam papers and materials to invigilators
• Supervise and oversee the conduct of examinations, ensuring compliance with University rules and regulations
• Manage all online examination processes
• Handle the invigilation team and deal with any problems that may arise during and after examinations
• Ensure completed exam papers are secure in the exam store or database
• Serve as the first point of contact for the Examinations office

Assessment and Results Management

• Manage the examination entry process and coordinate marking, moderation, and submission of results
• Verify results in the system and ensure all marks are accurate and on time as per internal and external examiners
• Liaise with examination boards and relevant staff in relation to internal and external assessments
• Make approved amendments to examination results
• Manage arrangements for timely issue of examination results to candidates
• Address student enquiries on examinations and escalate to relevant stakeholders for resolution

Certificates and transcripts

• Process and Certificates and transcripts of graduates
• Issue certificates and transcripts to graduated students
• Maintain safe custody and records of all issued certificates and transcripts
• Maintain electronic copies of all issued certificates and statements of results
• Coordinate the processing of transcripts/result slips of students

Record Keeping and Data Management

• Maintain and update information held on University database systems relating to assessment and examinations
• Set up and maintain archive files and historical data relating to assessment and examination results
• Maintain records of students' academic progression
• Maintain and manage student records, particularly in the student management system

Student Services

• Facilitate student admission and registration processes
• Coordinate all matters pertaining to graduation of students
• Coordinate the preparation of students' academic performance statistics to assist in decision-making regarding student performance

 Advisory and Support

• Advise the Head of Department on all matters relating to examinations in the department
• Take minutes in the Examination disciplinary committee
• Any other relevant duties as may be assigned by the supervisor

Qualifications

Education & Professional Qualification

• A relevant Bachelor’s degree from a recognized University.

Experience

• At least six (3) years’ experience in academic administrative work in a university/college.
• Having worked in an examination office and aware of examination processes
• Proficient in computer applications packages and examination management systems and databases

Skills, Attitudes & Competencies

• High degree of sensitivity and confidentiality
• Exemplary judgement and ability to work flexibly in a range of operations/strategic settings
• Quick thinker who thrives on maintaining high standards of operational effectiveness even during times of extreme high pressure
• Ability to re-prioritise and multi-task
• Strong interpersonal
• Team player
• Problem-solving skills