Deputy Manager – Federal Board Operations

The Citizen Foundation; Karachi Division; On-site; PKR 893,000 - 1,562,000; Full time

Job summary

The Citizen Foundation seeks a dedicated professional to coordinate day-to-day FBISE operations for TCF schools in Pakistan. You will ensure timely affiliation, student registration, examination admissions, and center allocation while maintaining regulatory compliance under the Manager – Federal Board Operations.

You will execute FBISE processes, track deadlines, and liaise with FBISE and internal teams to resolve routine issues, with strong emphasis on data accuracy and operational reporting.

Responsibilities

• Execute affiliation and renewal activities with FBISE for TCF institutions as per plan and priorities set by the Manager.
• Prepare and process affiliation documentation, credentials, fees, and FBISE correspondence.
• Track schools' compliance against FBISE requirements and regulatory timelines, flag gaps to the Manager.
• Register students with FBISE and ensure accurate submission of student data.
• Process SSC examination admissions, including regular, late, and special cases within Manager-approved parameters.
• Track deadlines and ensure timely completion of registrations and admissions.
• Coordinate examination center allocation with FBISE per Manager-approved plans.
• Liaise with FBISE on schedules, centers, roll numbers, results, certificates, and related matters.
• Monitor FBISE portals for institutional and student updates and ensure data accuracy across systems.
• Maintain databases, trackers, reports, and dashboards related to Federal Board operations for the Manager’s review.
• Act as day-to-day operational contact between TCF Head Office, Regional Offices, schools, and FBISE.
• Communicate FBISE policies, procedures, and deadlines to regional and school teams, as directed by the Manager.
• Coordinate with Finance, IT, Academic, Regional, and other departments to progress cross-functional matters and escalate unresolved issues.
• Assist the Manager in planning, timelines, trackers, and SOPs for Federal Board activities and reporting.

Job description

To execute and coordinate day-to-day Federal Board of Intermediate and Secondary Education (FBISE) related operations for TCF schools, ensuring timely affiliation, student registration, examination admissions, examination center allocation, regulatory compliance, and smooth execution of all Federal Board processes, under the direction and supervision of the Manager – Federal Board Operations. The role is responsible for operational execution, working-level coordination, and routine issue resolution within parameters set by the Manager.

Institutional Affiliation & Compliance

• Execute affiliation and renewal activities for TCF institutions with FBISE, as per the plan and priorities set by the Manager.
• Prepare and process affiliation-related documentation, credentials, fees, and correspondence with FBISE.
• Track schools' compliance against FBISE requirements, policies, and regulatory timelines, and flag gaps to the Manager.
• Maintain and update the affiliation status and records of all affiliated institutions.

Student Registration & Admissions

• Execute registration of students with FBISE and ensure accurate submission of student data.
• Process SSC examination admissions, including regular, late, double/triple fee and special cases, within parameters approved by the Manager.
• Track registration and admission deadlines and follow up with schools to ensure timely completion.
• Handle and resolve routine student-level issues related to registration, admission, photographs, subject selection, challans, and portal discrepancies;escalate non-routine or sensitive cases to the Manager.

Examination Operations

• Execute examination center allocation and related arrangements with FBISE as per Manager-approved plans.
• Liaise with FBISE at the working level regarding examination schedules, centers, roll number slips, results, certificates, and other examination matters.
• Process special examination center requests and resolve day-to-day operational issues affecting students and schools; refer contentious or policy-level requests to the Manager.
• Disseminate FBISE examination policies, notifications, and procedural changes to schools and regions once approved/communicated by the Manager.

Portal & Data Management

• Monitor FBISE portals for institutional and student-level updates, submissions, and compliance requirements.
• Ensure accuracy and consistency of school and student data across internal systems and FBISE portals.
• Identify data discrepancies, coordinate with relevant teams for resolution, and report recurring issues to the Manager.
• Maintain and update databases, trackers, reports, and dashboards related to Federal Board operations for the Manager's review.

Stakeholder Coordination

• Act as the day-to-day operational point of contact between TCF Head Office, Regional Offices, schools, and FBISE, within the scope defined by the Manager.
• Relay and clarify FBISE policies, procedures, and deadlines to regional and school teams, based on direction from the Manager.
• Coordinate at the working level with Finance, IT, Academic, Regional, and other relevant departments to progress routine cross-functional matters, escalating unresolved issues to the Manager.

Operational Planning & Reporting

• Support the Manager in developing operational plans, timelines, trackers, and SOPs for Federal Board activities, and maintain/update these once approved.
• Prepare regular status reports, MIS, and management updates for the Manager – Federal Board Operations.
• Flag critical issues, risks, and deviations to the Manager, along with supporting information and suggested options.
• Assist the Manager in the planning and execution of annual Federal Board operations and process improvement initiatives.

Miscellaneous Federal Board Operations

• Handle challan/payment-related coordination and follow-up.
• Prepare and document cases involving missed deadlines, corrections, special approvals, and UFM matters for the Manager's decision, and implement the Manager's decision once approved.
• Maintain official records and correspondence related to FBISE operations.
• Perform any other Federal Board-related operational responsibilities assigned by the Manager.

Key Performance Areas (KPIs)

• Timely execution of institutional affiliation/renewal activities as per plan.
• Accuracy and timely completion of student registration and examination admissions.
• Adherence to FBISE deadlines and regulatory requirements.
• Timely and accurate examination center allocation coordination.
• Resolution turnaround time for routine school and student issues, and timeliness of escalation for non-routine cases.
• Accuracy of FBISE and internal data and trackers.
• Quality, accuracy, and timeliness of operational reporting to the Manager.
• Responsiveness and reliability as the working-level point of contact for FBISE and internal stakeholders.
• Successful support to the Manager in execution of annual examination and registration cycles.