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Job Description
Role: Estate and Admin Manager
Pay band:6/G
Location: Cairo
Contract type: Fixed Term contract – 1 year (renewable)
Requirements: Must be a UK or Egyptian passport holder due to visa restrictions
Closing date and time: 14 February 2021 (11:59 pm GST Time)
Salary range for the position:12,561.26 (minimum)-19,239.40(maximum)
The opportunity:
You will be a key, and pro-active member of the business operations management team and line manager for other team members. You will 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.
Opportunities and challenges for the role:
- The Business Operations function has undergone a significant restructure to position it more effectively to support the rapidly changing needs of the British Council. With this, a vital part of this role is to support Country and Business management ensuring the new structure and processes are successfully embedded.
- The Estate & Admin Manager role will require adaptability and durability to change and will often support management in promoting and delivery of change.
- Occasional unsocial hours at peak periods within the planning and reporting cycles
- Visits to other British Council sites will be occasionally requested.
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.
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.
Job Requirements
- We are looking for someone with English at proficiency level B2 as well as a fluent written and spoken Arabic speaker.
- You should either have 5-year experience as a facilities manager in multinational multi-sites organization or Certificate/affiliation from a reputed facilities management educational organization.
- You should hold at least 2 years’ experience in a similar managerial role and have a proven track record in general office administration and Facilities Management
- You should have experience in project management as well as experience in managing teams.
- You should be someone with Strong organisational skills with the ability to prioritise tasks, meet deadlines along with experience in working in a multi-cultural organisation in an international context as well as a Strong administrative experience with the ability to interpret and follow organisational policy and practices
- You need to have a track record of building effective relationships with employees and management to achieve the delivery of high quality and effective professional services. You should also have the experience of developing and managing a range internal and external stakeholder relationship.
- In addition to the above a certificate/diploma in business administration, project and facilities management will be a desirable requirement
