Job Description

Terms of Reference – Examination Invigilation Services

1. Assignment Title

Examination Invigilation Services – Jinja, Uganda

2. Service Type

Non-Permanent Worker / Consultant – Examination Invigilation Services

3. Location

Jinja, Uganda, with occasional delivery at other agreed examination venues where required.

4. Assignment Period

The services will be provided during the agreed examination periods and on an assignment-by-assignment basis, in accordance with the examination schedule and requirements communicated by the British Council.

The engagement does not provide a guarantee of a minimum number of assignments, working days or hours. Specific assignments will be agreed based on examination requirements and the availability of the service provider.

5. Service Purpose

The purpose of this engagement is to provide examination invigilation services to support the secure, consistent and effective delivery of British Council examinations and assessments.

The service provider will deliver the agreed examination-day activities in accordance with the relevant British Council Examinations Services procedures, examination-board requirements, security standards and instructions applicable to each assignment.

6. Scope of Services and Deliverables

The service provider will provide the following services, as required for each agreed examination assignment:

A. Examination Invigilation

• Attend the agreed examination venue at the specified time for each confirmed assignment.
• Complete examination-room preparation activities as instructed by the designated Test Day Supervisor.
• Conduct examination invigilation in accordance with the applicable British Council and examination-board procedures.
• Monitor candidates throughout the examination to ensure compliance with examination conditions and security requirements.
• Apply examination procedures consistently and accurately during each assigned examination.
• Support the Test Day Supervisor with the effective and secure delivery of examination sessions.
• Ensure examination materials are appropriately handled, accounted for and securely handed over following each examination session.
• Report any suspected malpractice, irregularity, security concern or breach of examination procedures promptly to the designated Test Day Supervisor.
• Follow the agreed emergency and incident-management procedures applicable to the examination venue.

B. Candidate and Customer Support

• Provide candidates with clear and appropriate information regarding examination procedures and venue arrangements.
• Support an orderly candidate flow before, during and after examination sessions.
• Conduct candidate entry and exit procedures, identity checks and examination-related verification activities as required.
• Support examination photography and other candidate verification processes where applicable.
• Support agreed access or special arrangements for candidates in accordance with the instructions provided for the examination.
• Respond to routine candidate queries within the scope of the examination procedures and refer matters outside that scope to the designated British Council representative.

C. Examination Records and Documentation

• Complete examination logs, attendance records, incident reports, claims and other documentation required for each assignment accurately and within the agreed timeframe.
• Maintain accurate records of examination activities undertaken.
• Provide any required documentation or information to the designated British Council representative following completion of an assignment.
• Ensure that examination-related information and records are handled securely and confidentially.

D. Compliance and Security

• Follow the examination procedures, security controls and operational instructions provided by the British Council and relevant examination boards.
• Comply with applicable requirements relating to data protection, safeguarding/child protection, health and safety, equality, diversity and inclusion, and anti-fraud.
• Maintain confidentiality of candidate, examination and British Council information accessed during the delivery of the services.
• Immediately escalate any security, safeguarding, health and safety or examination integrity concern identified during an assignment.

E. Training and Readiness

• Complete any mandatory examination-related briefing or training required before undertaking the relevant assignments.
• Complete applicable mandatory training modules, including data protection, safeguarding/child protection, health and safety, equality and diversity, anti-fraud and identity verification requirements, as relevant to the services.
• Demonstrate understanding of the procedures and standards applicable to each examination assignment before undertaking the service.

F. Venue and Operational Support

• Coordinate with the designated Test Day Supervisor, examination team and venue personnel as necessary to deliver the agreed examination services.
• Follow reasonable operational instructions relating directly to the delivery of the agreed examination services.
• Support the orderly preparation and closure of examination sessions within the agreed scope.
• Where specifically agreed in advance, provide services at alternative examination venues and/or during weekends, public holidays or other examination periods.

7. Key Outputs / Deliverables

For each confirmed examination assignment, the expected outputs will include, as applicable:

• Completion of the allocated examination invigilation assignment.
• Examination session delivered in accordance with the applicable examination standards and procedures.
• Accurate completion of attendance, examination and security documentation.
• Secure handling and handover of examination materials.
• Accurate completion and submission of required logs, reports and claims.
• Timely reporting of any examination irregularity, incident, security concern or safeguarding concern.
• Completion of required pre-assignment training and briefing.
• Any other specific examination-related output agreed for the assignment.

8. Service Standards

The services will be delivered to the standards specified by the British Council and the relevant examination board, including requirements relating to:

• examination security and integrity;
• confidentiality and data protection;
• candidate identification and verification;
• safeguarding and candidate welfare;
• accuracy of examination records;
• punctuality and reliability;
• customer service and professional conduct; and
• compliance with examination procedures.

The service provider is expected to notify the designated British Council representative as soon as reasonably practicable of any circumstance that may prevent or materially affect delivery of an agreed assignment.

9. Working Arrangements

The service provider will coordinate with the designated British Council Examinations Services contact for the purpose of delivering the agreed services.

Specific examination assignments, venues, dates and required services will be communicated and agreed based on operational requirements.

The service provider will be responsible for delivering the agreed outputs within the specified examination schedule and in accordance with the applicable procedures.

This engagement is for the provision of specified examination services and does not include responsibility for managing British Council employees, managing a team, setting departmental strategy, managing a British Council budget or undertaking broader organisational responsibilities.

10. Travel and Venue Requirements

Where an assignment requires attendance at a venue other than the agreed primary location, any travel requirements will be communicated and agreed in advance.

Any overnight travel requirement must be agreed before the relevant assignment is confirmed.

11. Required Capability and Experience

The service provider should demonstrate the capability necessary to deliver the agreed examination services, including:

• ability to communicate effectively in English;
• ability to follow detailed examination and security procedures;
• strong attention to detail;
• reliability and punctuality;
• ability to work effectively in an examination environment;
• ability to communicate professionally with candidates and examination personnel;
• ability to maintain confidentiality;
• awareness of safeguarding and candidate welfare requirements; and
• ability to complete examination records and documentation accurately.

Previous experience in examination delivery, invigilation, assessment, education, customer service or a similar operational environment would be beneficial.

12. Mandatory Requirements

Before undertaking relevant assignments, the service provider must meet any applicable British Council requirements relating to:

• right to work;
• identity verification;
• safeguarding / police checks where required;
• mandatory examination training;
• data protection;
• health and safety;
• anti-fraud; and
• other examination-board or regulatory requirements applicable to the assignment.

13. Key Contacts

The service provider will liaise with the designated British Council Examinations Services representative and/or Test Day Supervisor for each assignment.

The service provider will not have line-management responsibility for British Council employees or other service providers.

14. Payment

Payment will be made in accordance with the agreed contractual terms and the services/assignments successfully completed.

Any applicable rates, assignment fees, approved expenses or other payment arrangements will be specified in the relevant agreement.

Payment will be subject to completion and acceptance of the agreed services and submission of any required supporting documentation.

15. Scope and Engagement Boundaries

The engagement is limited to the provision of the examination invigilation services and deliverables specified in these Terms of Reference.

Any material change to the scope, nature or volume of services must be agreed through the appropriate process before the additional services are undertaken.

The engagement does not constitute a permanent or ongoing FTE position and does not guarantee future assignments, minimum working hours or continued work beyond the agreed engagement period.