Examination Officer

Background

MS TCDC is a renowned Pan-African training centre, situated in Arusha, Tanzania, unique in our dedication to high-quality capacity development for social transformation. For more than 50 years, we have delivered high quality capacity development in areas such as: democratic governance, human rights, transformational leadership, gender equality, youth participation and climate change governance. 

MS TCDC’s programmes are designed to support transformative and value-driven leadership across Africa through both formal and non‑formal education. As part of our continued expansion and commitment to delivering high-quality culinary services for guests, students, conferences, and events, we are seeking a highly skilled and  motivated professional for the position of: 

ABOUT THE ROLE

The Examination Officer oversees the overall management and coordination of examination processes at MSTCDC, ensuring their effective, secure, and efficient delivery. The role is responsible for safeguarding the integrity of examinations and the reliability of academic results and records within the institution. 

Working under the supervision of the Academic Dean, the Examination Officer supports the implementation and continuous improvement of examination policies, ensuring alignment and compliance with national regulatory frameworks, including those of the Tanzania Commission for Universities (TCU) and the National Council for Technical and Vocational Education and Training (NACTVET), as well as MSTCDC’s academic standards. 

The position contributes to maintaining a fair, transparent, and confidential examination environment while supporting academic administration and enhancing the overall quality and credibility of MSTCDC’s assessment systems. 

KEY RESPONSIBILITIES

Examination Management 

• Coordinate the scheduling of all examinations (mid-semester, end-of-semester, supplementary, and special examinations).  
• Prepare examination timetables in consultation with faculty and communicate them to students and staff in a timely manner.  
• Oversee the preparation, printing, and secure handling of examination papers and related materials.  
• Organize invigilation schedules and provide guidance to invigilators on examination rules and procedures.  
• Supervise the conduct of examinations to ensure adherence to institutional policies and academic integrity standards.  
• Collect, record, and securely store examination scripts after administration.  
• Ensure strict confidentiality and security of all examination materials at every stage of the process.  

Results Processing and Academic Records 

• Coordinate the marking and moderation processes with faculty, ensuring timely submission of grades.  
• Prepare mark sheets, results summaries, and statistical analyses for departmental and Examination Board meetings.  
• Support the Academic Dean in organizing Examination Board meetings, including preparation of documentation and minutes.  
• Maintain accurate and secure records of students’ academic performance, transcripts, and grading.  
• Publish provisional and final results in line with MSTCDC regulations and communicate them to students.  
• Ensure confidentiality and integrity of all student academic records and examination outcomes.  

Compliance and Quality Assurance 

• Ensure examination procedures comply with TCU, NACTVET, and MSTCDC academic policies and standards.  
• Support internal and external audits, including accreditation and quality assurance reviews.  
• Maintain the security, confidentiality, and integrity of examination systems and records.  
• Contribute to the development and review of examination regulations, policies, and procedures in collaboration with the Academic Dean.  

Student and Faculty Support 

• Provide guidance to students on examination rules, regulations, and procedures.  
• Address student queries related to results, re-sits, appeals, and transcripts.  
• Coordinate examination accommodations for students with special needs.  
• Provide administrative support to faculty in examination preparation, moderation, and results processing.  

Administration and Reporting 

• Prepare periodic examination reports (semester and annual), highlighting trends, challenges, and recommendations.  
• Manage and update examination databases and filing systems.  
• Support graduation processes, including final academic clearance of students.  
• Perform other academic and examination-related duties as assigned by the Academic Dean or Deputy Principal (Academics). 

OTHER RESPONSIBILITIES

• Assist in the development and continuous improvement of examination policies, procedures, and regulations. 
• Support internal and external audits, accreditation reviews, and quality assurance exercises related to examinations. 
• Participate in special academic or institutional projects as assigned by the Academic Dean or Deputy Principal (Academics). 
• Provide backup support for other academic administration functions when required. 
• Contribute to reporting on examination trends, challenges, and recommendations for institutional planning. 
• Assist in graduation and certification processes, including final academic clearance of students. 
• Support professional development initiatives related to examination management and higher education standards. 
• Collaborate with other units to integrate examination processes with broader academic and administrative systems. 

EDUCATION REQUIREMENTS

• Bachelor’s degree in Education, Public Administration, Records and Information Management, Business Administration, or a related field; a Master’s degree is an added advantage.  

EXPERIENCE REQUIREMENTS

• Minimum of 3 years’ experience in examination management or academic administration within a higher learning institution.  
• Strong knowledge of higher education examination regulations, policies, and grading systems in Tanzania.  
• Proven organizational and time management skills with the ability to manage multiple deadlines effectively.  
• Excellent communication and interpersonal skills, with the ability to engage effectively with students, faculty, and stakeholders.  
• High proficiency in ICT, particularly in examination management systems, databases, and MS Office applications.  

OTHER SKILLS AND ABILITIES

• High level of integrity and a strong commitment to confidentiality. 
• Strong attention to detail and accuracy in handling examination data and records. 
• Ability to work independently under supervision and meet strict deadlines. 
• Strong problem-solving and analytical skills. 
• Ability to handle sensitive information with discretion and professionalism. 
• Good coordination and organizational skills in managing examination processes. 
• Ability to work effectively in a multicultural and diverse environment. 
• Strong teamwork and collaboration skills. 
• Adaptability and flexibility in handling changing priorities and academic schedules. 
• Customer-service orientation with a focus on supporting students and faculty. 

Terms and conditions: 

• The position of Executive / Head Chef will be based at the MS TCDC Training Centre in Usa River, Arusha under the following terms and conditions: 
• The position is offered under MS  TCDC’s  employment  terms  with  a  three  (3)- year contract, with the possibility of extension depending on the future programmatic focus and organizational needs. 
• A basic salary will be provided under MS TCDC’s scheme of service, aligned with the candidate’s relevant experience and educational qualifications. 
• A vibrant, supportive, and professional work environment, with highly  committed colleagues and opportunities for growth. 

*While all applicants will be assessed strictly on their individual merits, women are strongly encouraged to apply.