Job Description Ref no:

/ Role Profile
Job Title / Exams Finance and Admin Officer
Directorate or Region / SSA / Department/Country / Kenya
Location of post / Nairobi / Pay Band / Country Appointed Grade H / PB4
Reports to / Head of Exams & Training / Duration of job / Indefinite
Purpose of job:
Provide support for the Head of Examinations and Training in the areas of examinations and training finance and training
Context and environment:
The role is part of the Kenya Customer Service Training and Exams team and will focus mainly on finance and partly on administration. The team is made up of nine staff and three managers headed by Head of Examinations and Training. It is responsible for over 23,000 UK exams and training workshops in Kenya involving over 17,000 candidates and trainees.
Accountabilities, responsibilities and main duties:
A. Contribute to effective, compliant financial processes and accurate financial information
Prepare reconciliations for checking by EM and Head of Exams & Training in accordance with reconciliation timetable.
Recognise income received by Parking Daily bank statements reports via cash journals on a daily basis
Check status of debtors, and chase debt on a monthly basis
Raise, goods receipt or approve timely and accurate PO’s / Sales Orders.
Check invoices and credit notes.
Support in planning/forecasting/monitoring/managing budgets and entering data on SAP.
Prepare cash flow forecast and accruals for checking.
Prepare and/or check examiner/marker/invigilator/trainer payments.
Manage the refund process for Exams & Training Centre
Perform end of month Financial processes and Lead & support the team in Year End process
Provide day to day financial support to Exams, Training & Customer Service.
Complete other financial duties as required by the EM and Head of Exams & Training
B. Assuring secure and efficient processes / compliance
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. Compliance with exam boards regulations
Ensure compliance with relevant exam body regulations and QCA standards. Including conducting effective stock and other checks.
3. Event planning & management
Negotiate & book venues for exams which meet agreed standards and demonstrate value for money. Follow BC procurement policies and guidelines
Support recruitment and management of venue staff
4. Effective Customer communication (including candidates and exam boards)
Support exams and training teams as required including ad hoc enquiries & complaints.
Communicate the exam and training processes (registration through to results) clearly to customers.
Product knowledge – able to answer queries about the different products and explain their benefits to the customer
Support market research and promotional activities.
Key relationships:
Internal:
Head of Exams and Training, Exams Manager, Training Manager, Customer Service Manager, Finance team, Regional exams team.
External:
UK exams boards, Exams candidates, Training customers, Venues, Venue staff.
Other important features or requirements of the job
The role will require some weekend work and evening hours, and occasional travel
Occasional unsocial hours, flexible working.
Please specify any passport/visa and/or nationality requirement. / Right to work in Kenya
Please indicate if any security or legal checks are required
for this role. / Certificate of Good Conduct is required

Person Specification

Essential / Desirable / Assessment stage
Behaviours / Connecting With Others (Essential)
Working Together (Essential)
Being Accountable (Essential)
Making It Happen (Essential) / Creating Shared Purpose (Essential)
Shaping the Future (Essential) / Interview only (against Essential behaviours only)
Skills and Knowledge / Business management and Development (Level 1)
(Resource management; Monitoring and evaluation)
Financial Management (Level 1)
(Monitoring and reporting; Receipts process; payment process)
Computer Skills (Level 2)
(Using MS Outlook; Word; Excel)
Ability to operate in English (both written and spoken) equivalent to CEF level B2 / IELTS 6 or higher / Knowledge of Exams services / Short listing
and Interview
Experience / Financial / accounting experience / Customer service / Short listing
and Interview
Qualifications / University degree / Finance / accounting qualification / Short listing
Submitted by / Alan Shepherd / Date / 22/2/2016

1 of 3 Recruitment Team June 2011