Estate and Admin Manager

Date: ‎22-Jul-‎2022
Location: Cairo, Middle East and North Africa, EG
Company: British Council
The British Council builds connections, understanding and trust between people
in the UK and other countries through arts and culture, education and the
English language. We work in two ways - directly with individuals to transform
their lives, and with governments and partners to make a bigger difference for
the longer term, creating benefit for millions of people all over the world.
We help young people to gain the skills, confidence and connections they are
looking for to realise their potential and to participate in strong and
inclusive communities. We support them to learn English, to get a high-quality
education and to gain internationally recognised qualifications. Our work in
arts and culture stimulates creative expression and exchange and nurtures
creative enterprise. We connect the best of the UK with the world and the best
of the world with the UK. These connections lead to an understanding of each
other's strengths and of the challenges and values that we share. This builds
trust between people in the UK and other nations which endures even when
official relations may be strained. We work on the ground in more than ‎100
countries. In ‎2019-‎20 we connected with ‎80 million people directly and with
‎791 million overall, including online and through our broadcasts and
publications.

Role Purpose

To deliver a high-quality service supporting the business operations
administration function, and other functions that may require support. The
role will support the achievement of British Council corporate standards and
meet relevant polices/ procedures.

To be a key, and pro-active member of the business operations management team
and line manager for other team members. Work as part of an efficient and
effective team, ensuring that the team's performance adds value to the
delivery of objectives and to ensure that all risks, compliance, and business
continuity are identified, monitored, managed and controlled.

To support management in communicating and delivering new initiatives and
change programmes.

Main Accountabilities:

Relationship Management, Suppliers and Services

• Manage local office wide procurement through procurement requests (PRs) with support of procurement team (Marketplace). Prepare quotation requests, bids and supplier tenders, and proposals for shared office services and suppliers. Invite, assess, and recommend suppliers. Establish and negotiate contract terms and conditions and maintain supplier relationships.


• Administer contract performance including delivery, receipt, warranty, damages, and insurance. Manage vendors reviews, and evaluations.


• Manage the validity of formal documents related to utilities, licenses, taxes, etc. And act as a point of contact with government offices.


• Manage mobile services including sets, contracts, and inventory.


• Responds knowledgeably and professionally to enquiries within their discipline, to ensure internal customers receive high quality, prompt, and timely service and/or advice. Refers on to others only complex enquiries, or those outside own area of expertise.

Compliance / Risk / Information Management

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


• Responsible for the implementation of information management plan, Country Information Assurance Maturity Model (CIAMM) returns; manages contracts register, offsite information storage and manage in accordance with policies and procedures, maintains logs, and follows up as per information retention and disposal requirements.


• Promote and support with country Equality, Diversity and Inclusion (EDI) in department activities, and provide the required evidences in timely manner.


• Ensure compliance with Financial Control Compliance Framework (FCCF) in all financial and procurement processes.


• Support the business in regulating the Child Protection action plan.


• Manage the environment framework Tool (EFT) ensuring premises and activities uphold best environmental practice

Estates/facilities Management

• Manage and monitor facilities services including hard (building maintenance, electricity, HVAC, etc), and soft services (cleaning, catering, transportation, etc) in ‎4 British Council branches in Egypt.


• Ensure the optimal office/stores space utilization, and best seating layout is applied in coordination with the British Council global estate.


• Manage premises renovation projects including technical and financial aspects, and coordination with consultants, contractors, and local and global management teams.


• Oversee operational condition of office furniture and equipment, plan for replacements and disposals, and ensure appropriate authorizations has been received.


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

UK appointed staff accommodation

• Ensure the British Council accommodation policy is applied when looking for accommodation for new staff arriving to Egypt


• Keep 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.


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

Administration

• Prepare budget/expenditure plans and cash flow for estate, facilities, and administration.


• Supervise the process of VISA requests/renewals for non-Egyptian staff.


• Manage office cars procurement, insurance, licensing, maintenance, schedules, and drivers.


• Manage customs clearance where applicable.


• Supervise mail and shipment services through courier service providers.

Leadership & Management

• Manage and monitor recruitment, leaves, and development of Estate, facilities, and administration team of ‎17 team members.


• Review the performance of estate and administration team on a quarterly basis.

About You (essential requirements for the role):

• University degree with B.Sc. Engineering: Construction, civil, electricity, or mechanics
  OR ‎5-year experience as a facilities manager in multinational multi-sites
  organization
  OR Certificate/affiliation from a reputed facilities management
  educational organization


• At least ‎2 years' experience in a similar managerial role.


• Proven track record in general office administration and Facilities Management


• Experience in project management


• Experience in managing teams

Desirable requirements for the role

• Business administration certificate/diploma


• Project management certificate


• Facilities management certificate


• Experience in working in a matrix management structure.


• Ability to manage multiple tasks to completion within a set timeframe

Further Information

• Role: Estate and Admin Manager


• Number of positions: ‎1


• Pay Band: Pay band ‎6/G


• Location: Egypt


• Contract type: One Year Fixed Term Contract


• Other requirements: This role is open to candidates who have the right to work in Egypt


• Closing Date: ‎7 August ‎2022 (‎23:59 Gulf Standard Time)

It is advisable to apply in advance to avoid any technical issues at the last
moment. Please note that all applications should be submitted in English.

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.