NYSC Members at Alliance Francaise de Lagos

JOB SCOPE

• In collaboration and under the supervision of the Director of studies, the administrative assistant is responsible for the promotion and the logistical organisation of the DELF/DALF, TEF and TCF sessions for Alliance Française de Lagos. As such, the functions carried out within the Examinations Office require absolute loyalty and probity.

ROLES AND RESPONSIBILITIES

Communication

• answer emails related with exams
• deliver weekly reports about the activity of the exam office (stats, next/past actions, suggestions, etc)
• send out convocations to exams

Development

• promote and develop the exams office (in Lagos, and to AF students)
• research of new schools and presentation of the exams offer for youngsters
• organise and participate to informative meetings and trainings with schools about DELF/DALF

Sessions

• prepare and organise exams sessions and material (printing and display of signage, photocopy and
• dispatch of exams papers, envelopes)
• monitor, supervise, and ensure the smooth running of exams
• insert results on platforms and give reports about the results
• give out diplomas to candidates
• archive the exams office

Regulation

• ensure strict adherence to international regulations and established protocols
• organise visits to schools to confirm their adherence to regulations
• ensure proper registration of all candidates on the platform
• verify all invoices (PrepMyFuture, TEF, TCF, DELF, …)

Focal point

• manage and develop relationships with schools, other exams Centres, and France
• ensure reception, and transmission of all papers
• ensure proper stats of all Centres
• prepare and send invoices to all Centres
• dispatch diplomas and goodies to all Centres
• order goodies for all Centres

Registration

• ensure meticulous follow-up of registrations to TEF/TCF/DELF and passports checks
• create accounts on PrepMyFuture and any other platform used at the exam office
• Any other task given by the Educational Department

EDUCATION / EXPERIENCE HARD SKILLS SOFT SKILLS

• Bachelor’s degree in Business administration, French, or related field
• Min of 2 years experience in relevant role
• B2 level in French required (DALF diploma preferred)
• Mastery of the CEFRL
• Public speaking (in French and English)
• Mastery of IT (platforms, Office, etc)
• Confidentiality / loyalty
• Extreme organisation / rigour
• Spirit of initiative / autonomy
• Availability / mobility
• Teamwork spirit
• Dynamism / creativity
• Reactivity / punctuality

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JOB SCOPE

• Under the authority of the Management of studies and the Exams team, the receptionist is responsible for informing, guiding, and registering clients. The receptionist is the first person to be seen by a visitor at Alliance Française de Lagos. Therefore, language, dress, and attitude must be perfect. Working hours are set at 32 hours per week but may vary depending on the registration periods.

ROLES AND RESPONSIBILITIES

• Welcoming visitors in English, local language and/or French
• Show interest in the visitor (warm welcome, clear explanations, advice, etc …)
• Inform and respond to clients (physical, telephone, in writing, leaflets) about all activities related to courses, certifications, cultural events, and services offered by AF Lagos
• Meet customer needs throughout the customer journey
• Adapt to the diversity of companies, clients, and variations in the flow of activities.
• Communication and transmission of information
• Follow instructions and procedures
• Filter/forward requests, emails, and complaints to the dedicated service
• Direct the customer to the competent person or department
• Evaluate the level of customer satisfaction

Report constantly

• Adopt an attitude of belonging to “house culture”
• Know in depth the entire AF Lagos offer (content, date, duration, price, book, certification, etc) and Terms and conditions 
• Develop tools, and procedures to improve the job and increase efficiency

Administration

• Follow the instructions and procedures for registration
• Ensure the proper functioning of the desk (maintenance of workstation, equipment, etc.)
• Forward and process translation requests
• Work independently and in a team according to the pre-established work instructions and procedures

Registration

• Register students on the software according to the criteria and the number of learners set
• Control the distribution of students in each group and print the student cards
• Update and fill in the database created (shared GoogleDrive documents)
• Receive and forward receipts of payment to accounting; send receipts to registrants
• Check the payment methods (credit cards, transfers, vouchers, etc)

Follow-up of students

• Call back all customers requiring information on AF platforms
• Monitoring data and customer reminders

EDUCATION / EXPERIENCE HARD SKILLS SOFT SKILLS

• BSc / HND in any discipline
• Minimum of 2 years experience in customer service
• Highly proficient and autonomous for Word, Excel,
• GoogleDrive, platforms
• IT friendly
• DELF A2 in French
• Knowledge of Alliance Française courses offer
• Minimum knowledge of the different CECRL levels
• Excellent interpersonal skills
• Excellent oral & written skills
• Good organisational skills
• Good reporting skills
• Availability / reactivity
• Team player
• Problem-solving
• Attention to detail, patient