Business Operations Administrator - Alexandria

Role purpose:

• To support the strategic presence of the British Council in Alexandria and the Delta region by providing administrative support to Director Alexandria and the Egypt operational teams to achieve country and corporate objectives.
• To ensure premises and facilities meet British Council standards and that relevant policies/procedures are followed. To support business operations management in delivery of objectives, ensuring all risks, compliance and business continuity are identified and observed.

Main Accountabilities:

Suppliers and Services:

• 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.
• Procurement of equipment and consumables with the support of procurement team (Marketplace). Prepare request for quotations and create procurement requests on system.
• Procurement of office stationery through approved supplier

Compliance:

• Apply Health and Safety standards and regulations in cooperation with Security Manager.
• Update and maintain contracts register.
• Manage offsite information storage/records as per information retention and disposal requirements. Ensure different teams are following standards and procedures for records management and disposal.
• Follow Financial Control Compliance Framework (FCCF) in all financial and procurement processes.
• Apply Child Protection regulations in all related activities.
• Apply Equality, Diversity and Inclusion (EDI) principles.
• 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 British Council Alexandria.
• Support 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. Also maintain and update external stores inventories.
• Oversee security supervisors and perform regular checks on security systems. Provide induction to newly designated security officers

UK appointed staff accommodation:

• Ensure the British Council accommodation policy is applied when looking for accommodation for new staff arriving to Alexandria.
• 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 resources/belongings 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 requests/renewals for non-Egyptian staff.
• Supervise operation of office cars including insurance, licensing, maintenance, schedules, and drivers. Ensure that H&S measures are followed by the drivers at all times.
• 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 and follow up requests and formalities with local governmental entities.
• Manage office petty cash