business operations assistant

business operations assistant

Date: ‎31 Aug ‎2023
Location: Cairo, 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 management in the delivery of new initiatives
and change programmes.
Role Context:

British Council Egypt opened in ‎1938 and is the largest in the British
Council's MENA (Middle East and North Africa) region. It is high priority
country for the organisation with an annual turnover of GPB 15m from teaching,
examinations and grant/partnership funded projects and programmes. It receives
over ‎1,700 customers a week on its premises in Agouza, Heliopolis, Citystars
and Alexandria and contacts a further ‎50,000 through off-site venues. The
majority of these customers are teaching centre students and examination
candidates. British Council Egypt currently has a staff of over ‎270, almost
half of which are teaching staff.

British Council Egypt strategy aims to continue to grow its impact in Egypt
through increased contact and strengthened relationships with its target
customers, partners and stakeholders. Following a recent Change Project, the
Resources Team needs to continue to refine and review its support practices
and processes to ensure maximum efficiency and effectiveness.

BOT consists of ‎33 staff members managed by Head of Business Operations,
Business Operations Manager, IT Manager, and Operational Finance Manager. The
Business Operations Manager reports to the Head of Business Operations, and he
manages a team of ‎17 staff members in Estates and Admin team

Main Accountabilities:
Each Business Operations Administrator 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.
* Monitor contractor's performance including delivery, receipt, warranty, damages, and insurance. report vendors review, and evaluations to business operations manager.
* Coordinating mobile services with the service provider, maintain phones inventory, and process/monitor the bills.

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.
* Apply Child Protection regulations in all related activities.
* Support the environment framework by ensuring premises and activities uphold best environmental practice

Estates/facilities Management
* Follow up on facilities services including hard (building maintenance, electricity, HVAC, etc), and soft services (cleaning, catering, transportation, etc) in ‎4 British Council branches in Egypt.
* Contribute in supervising the contractors work on premises renovation projects including technical and financial aspects.
* Maintain operational condition of office furniture and equipment, recommend replacements and disposals to the business operations manager.
* Update office inventory of onsite assets & work of Art, their procurement, maintenance and disposal in accordance with policies and procedures
* Oversee security supervisors and perform regular checks on security systems.

UK appointed staff accommodation
Ensure the British Council accommodation policy is applied when looking for
* accommodation for new staff arriving to Egypt
* Review and update a record of reputable agents and review the agreements with these agents and ensure that they follow our requirements
* Negotiate the rent fees, check contracts clauses, terms and conditions, and ensure that all ownership papers are checked by our lawyer before signing the lease with the landlord.
* Arrange moving of staff's stuff securely and in co-operation with HR team.
* Organize utilities, facilities, inventory, and regular maintenance of all apartments in a timely manner.

General Administration
* Follow up on the process of VISA/residence/passport requests/renewals for non-Egyptian staff with the Embassy and Egyptian authorities
* Supervise operation of office cars including insurance, licensing, maintenance, schedules, and drivers.
* Handle customs clearance where applicable.
* Supervise mail and shipment services through courier service providers.
* Provide logistical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently.
* Handle cash paid to authorities for deposits, fines, fees, etc.
* Handle and follow up requests and formalities with local governmental entities.

Managing self & others
* Manage recruitment, leaves, and development of a small team of business operations assistants.
* Review the performance of the assistants 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.

Role specific knowledge and experience

Minimum/ essential
* English at Proficiency Level B2
* Fluent written and spoken Arabic
* Work experience in a similar role
* Hands-on experience in using Word, Excel, and PowerPoint.
* At least two years' experience in a similar role. Proven track record in general office administration.
* Experience working in a multi-cultural organisation in an international context
* Strong 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
* Awareness of different governmental authorities and processes that are related to job scope of work
* Strong administrative experience with the ability to interpret and follow organisational policy and practices.

Desirable

• University degree


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


• Experience of working in a matrix management structure.

Further Information

Pay Band - Pay band ‎4/H
Salary - competitive
Contract Type ‎1 year renewable Fixed term contract
Location - Cairo (City Stars would be the base location but travel
expected to other Cairo branches)
Requirements -
Candidates are expected to have researched whether they have the right to live
and work in the country in which the role is based.
Some travel and out of hours work may be required
Closing Date - 13th September ‎2023 (‎23:59 UK time)
Interviews: 9th and 10th October are tentative dates

For a detailed Role profile, please email [email protected]

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.