Business Operations Assistant

Business Operations Assistant

Date: ‎11 Oct ‎2023
Location: Alexandria, Middle East and North Africa, EG
Company: British Council
We support peace and prosperity by building connections, understanding and
trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and
connections to transform their lives and shape a better world in partnership
with the UK. We support them to build networks and explore creative ideas, to
learn English, to get a high-quality education and to gain internationally
recognised qualifications.

Working with people in over ‎200 countries and territories, we are on the
ground in more than ‎100 countries. In ‎2021-‎22 we reached ‎650 million people.
Role Purpose:

To support the business operations administration function maintains systems,
processes, documentation, handle internal enquiries and prepare management
information reports for multiple functions that may require assistance
depending on the size and SBU's within country. The role will contribute to
the achievement of British Council corporate standards and meet relevant
polices/ procedures.
To be a pro-active member of the business operations team, and depending on
the size of the country, may manage a small team. Work as part of an efficient
and effective team to support the business in achieving objectives. The role
will ensure that team performance adds value to the delivery of objectives and
to ensure that all risks, compliance and business continuity are identified
and monitored.
To support Business Operations Team to ensure smooth and efficient running of
British Council resources and services which meet corporate standard. As a
member of the Business Operations team, the post holder is to provide support
and excellent level of service to all activity streams in Egypt, particularly
in the activity areas of premises, to meet corporate standards ensuring health
and safety standards, environmental standard and local legislation
requirements are met and maintained to promote a positive image to customer,
clients and staff.

Main Accountabilities:

Each Business Operations support staff may undertake one or more of the
following areas of work according to his or her competency and experience, and
to the business need

Suppliers and Services

• Support country procurement of equipment and consumables with the support of procurement team (MarketPlace). Prepare request for quotations and create procurement requests on system.


• Follow up on tasks performed by the contractors including delivery, quality control, and receipts. And, report their performance assessment to business operations Administrator/Manager.

Compliance

• Apply Health and Safety regulations in cooperation with the Security Manager.


• Update contracts register and manage offsite information storage as per information retention and disposal requirements.


• Follow Financial Control Compliance Framework (FCCF) in all financial and procurement processes.


• Monitor Child Protection regulations, and environmental framework in all related activities, and report violations

Estates/facilities Management

• Perform regular checks on facilities services including hard (building maintenance, electricity, HVAC, etc), and soft services (cleaning, catering, transportation, etc) in ‎4 British Council branches in Egypt


• Escort the contractors to facilitate their work on the premises


• Perform regular checks on operational condition of office furniture and equipment and report the status to the business operations Administrator/Manager.


• Update office inventory of onsite assets & work of Art, their procurement, maintenance and disposal in accordance with policies and procedures


• Perform regular checks on security systems.

UK appointed staff accommodation and onboarding/offboarding

• Apply the British Council accommodation policy, when looking for accommodation for new staff arriving to Egypt


• Monitor performance of agents.


• Facilitate the flat hunting, and get approvals on contracts


• Facilitate and coordinate moving of staff's stuff securely and in co-operation with HR team.


• Perform regular checks on utilities, facilities, inventory, and regular maintenance of all apartments in a timely manner.


• Managing air tickets, hotel booking, meet greet, schools' payments, food and beverage of the first week.


• Handle shipments during onboarding and offboarding

General Administration

• Set and update schedule of office cars in coordination with the drivers. And, Maintaining accurate records of office car maintenance, tax, insurance, and fuel supply.


• Coordinate shipment services with courier service providers, and collection of office mail from post office


• Provide logistical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently.


• Support in the maintenance of stationery and equipment inventories.


• Managing country events, and global/regional team travels

Managing self & others

• Manage recruitment, leaves, and development of drivers and support staff.


• Review the performance of drivers and support staff on a quarterly basis


• Sets tasks and coordinates others (e.g., internal colleagues or external contractors/suppliers) to complete time-limited, straightforward activities, within established procedures, to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards.

About You (essential requirements for the role):

• The British Council systems and global processes operate in English. B1 level of written and verbal proficiency in English is must.


• Fluent written and spoken Arabic


• University degree


• Hands-on experience in using Word, Excel, and PowerPoint.


• At qone years' experience in a similar role. Proven track record in general office administration.


• Experience in working in a multi-cultural organisation in an international context


• Good organisational skills with the ability to prioritise tasks and meet deadlines


• Ability to build effective relationships with employees and management to achieve the delivery of high quality and effective professional services


• Ability to develop and manage a relationship


• Good administrative experience with the ability to interpret and follow organisational policy and practices..

Desirable requirements for the role

• Working in both public, not for profit and private sector organisations


• Experience of working in a matrix management structure.

Further Information

• Role: Business Operations Assistant(‎39333)


• Number of positions: ‎1


• Pay Band: BRC- ‎4 H


• Location: Alexandria, Egypt


• Contract type: Fixed term contract - ‎1 year - as per local labour law.


• Salary : EGP ‎8,971.‎20


• Closing date: 25th October ‎2023 (‎11:59pm Gulf Standard Time)


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  Other: This role is open to candidates who have right to work and located in Egypt.

  
  


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  Please note that all applications should be submitted only in English.

  
  


• It is advisable to apply in advance to avoid any technical issues at the last moment.

A connected and trusted UK in a more connected and trusted world.

Equality , Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality,
diversity and inclusion across everything we do. We support all staff to make
sure their behaviour is consistent with this commitment. We want to address
under representation and encourage applicants from under-represented groups,
in particular, but not exclusively, on grounds of ethnicity and disability.
All disabled applicants who meet the essential criteria are guaranteed an
interview and we have Disability Confident Employer Status. We welcome
discussions about specific requirements or adjustments to enable participation
and engagement in our work and activities.

The British Council is committed to safeguarding children, young people and
adults who we work with.

We believe that all children and adults everywhere in the world deserve to
live in safe environments and have the right to be protected from all forms of
abuse, maltreatment and exploitation as set out in article ‎19, UNCRC (United
Nations Convention on the Rights of the Child) ‎1989.

Appointment to positions where there is direct involvement with vulnerable
groups will be dependent on thorough checks being completed; these will
include qualification checks, reference checks, identity & criminal record
checks in line with legal requirements and with the British Council's
Safeguarding policies for Adults and Children.

If you have any problems with your application please email
[email protected]

Please note: Applications to this role can only be considered when made
through the Apply section of our careers website. Our 'ASK HR' email is only
to be used in case of a technical issue encountered when applying through the
careers website. Emails with supporting statements and CV/Resumes sent to this
email address will not be reviewed and will be deleted.