Exams & Assessments Coordinator

GEMS Education; Dubai; On-site; Confidential; Full time

Job summary

GEMS Education in Dubai seeks an External Examinations Officer to manage administration, timetabling, and security for IGCSE/GCSE and International AS & A Levels. You will coordinate with examination boards, maintain confidentiality, and support INSET and access arrangements; the role requires meticulous records and effective communication with students, parents, and staff.

In this role you will oversee examination day operations, invigilation, and secure handling of confidential materials while

Responsibilities

• External Examinations Administration: manage complete administration of external examinations (IGCSE/GCSE, International AS & A Level, and other qualifications)
• Communicate examination board updates to stakeholders (syllabuses, regulations, procedures)
• Maintain knowledge of regulations from Cambridge International and Pearson Edexcel
• Act as primary administrative contact with examination boards and authorities
• Register candidates and submit entries, amendments, withdrawals and candidate information
• Verify candidate details before submission
• Maintain records of entries, fees, and correspondence
• Manage portals (Cambridge International Direct, Edexcel Online, Oxford AQA) securely
• Coordinate submission of forecast grades and marks within deadlines
• Lead contingency arrangements during emergencies
• Coordinate INSET for staff development
• Prepare and communicate examination timetables
• Resolve timetable clashes per awarding-body rules
• Coordinate venues, seating and candidate lists
• Liaise with academic leaders on communication to students/parents/staff
• Maintain annual examinations calendar
• Security and confidential materials handling: receive, check, store, and distribute confidential materials
• Ensure only authorized personnel handle question papers and scripts
• Maintain access controls for secure storage
• Conduct regular security checks and report discrepancies
• Ensure scripts are packed, documented, dispatched per requirements
• Maintain confidentiality of examination information
• Examination-Day Management: oversee smooth running of sessions
• Ensure examinations start/finish on time
• Brief invigilators on procedures and regulations
• Prepare examination packs and attendance records
• Monitor rooms and guide invigilators
• Manage late arrivals, emergencies and incidents per regulations
• Maintain records of incidents and irregularities
• Invigilation: schedule and deploy invigilators
• Maintain invigilator-to-candidate ratios
• Provide training for invigilators
• Monitor invigilator performance and consistency
• Access Arrangements: identify candidates needing adjustments with Inclusion Department
• Coordinate applications and documentation for approved arrangements
• Implement arrangements (extra time, readers, scribes, rest breaks, separate rooms, tech use)
• Maintain confidential records of access arrangements
• Submit special considerations when needed
• Ensure compliance with regulations
• GLAssessments and external assessments: liaise with GL Assessment and other bodies (TIMSS, PISA, PIRLS)
• Coordinate planning with GL Assessment Coordinators for budgeting/scheduling
• Coordinate TIMSS, PISA, PIRLS with KHDA and assessment-body requirements
• Results Management: coordinate result days and securely distribute results
• Maintain confidentiality of results before official release

Job description

GEMS Education in Dubai seeks an External Examinations Officer to manage administration, timetabling, and security for IGCSE/GCSE and International AS & A Levels. You will coordinate with examination boards, maintain confidentiality, and support INSET and access arrangements; the role requires meticulous records and effective communication with students, parents, and staff.

In this role you will oversee examination day operations, invigilation, and secure handling of confidential materials while