Business Assistant Administrator

Role Title: Business Assistant Administrator

Role Information

Role Type: Business Operation

Pay Band: PB4

Location: Lebanon

Duration: 2 years

Role purpose

To support the business operations administration function maintains systems, processes, documentation, handle internal enquiries and prepare management information reports for multipal 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.

About us

The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.

Geopolitical/SBU/Function overview:

The British Council is present in 17 countries across the MENA region, delivering programmes that build trust and create opportunity for the UK and the people of the region. British Council Syria contributes to the MENA vision of providing tens of millions of young people with access to the UK’s language, education and culture, and equipping them with the skills and support they need to build more stable and inclusive societies.

The British Council has been present in Syria since 1956 and has a long history of building cultural relations between the UK and Syria. Currently, the British Council office in Damascus is closed and our operations in-country is suspended, but we remain committed to resuming our operations on the ground in Syria as the situation permits. Nonetheless, responding to the impact of the Syrian crisis in the region is a top priority for the British Council and therefore we are now looking to expand our small team in order to develop a more coherent, coordinated and scalable response.

Despite the suspension of operations inside Syria in 2012, the British Council has continued to deliver cultural relations programming in refugee-hosting countries and elsewhere that aim to make a lasting difference in the lives of Syrians and affected host communities. Our work has focused on supporting a new generation of Syrian social leaders, creating pathways to greater hope and opportunity for young Syrians, and contributing to systemic development in neighbouring countries struggling to cope with the Syrian refugee crisis.

The British Council’s response to the Syrian crisis is delivered through multiple teams in offices across the key refugee-hosting countries in the region (Lebanon, Jordan, Turkey, Iraq) who deliver projects for Syrian refugees and affected host communities, as well as the British Council Syria team, which supports Syrians inside Syria and the diaspora and coordinates multi-country/regional initiatives. Through our longstanding presence in the most affected refugee-hosting countries we are able to deliver a multi-country, networked approach to the crisis.  Our values and longevity in the region means we are trusted by key parties in host countries, and by civil society in Syria, to deliver sensitive work where others are not.

This post-holder will be a member of British Council Syria team based in Beirut. He/she will be responsible for all the administrative management of the office and will report to the Business Operations and Risks Manager and work in close coordination with British Council colleagues in the MENA region and in the UK. Therefore, s/he is required to demonstrate excellent organizational skills, relationship building for influence, communication and team working skills.

Main opportunities/challenges for this 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 adapt and embed new practices and processes that may rise from the change.

The business administration assistant role will require adaptability and durability to change, and will often support management in the delivery of change.

Main Accountabilities:

Operational Business Support

• Arrange  British Council internal and external meetings
• Arrange and co-ordinate travel, flights, hotel, bookings, and visas were necessary for the team and British Council visitors
• Communicate and liaise proactively with others (inside and outside the BC) to ensure effective coordination and delivery of events, services, activities and goods

General Administration

• Assist in office administrative tasks such as, but not limited to, clerical work, filing, scanning, archiving, updating documents and data bases
• Manage the procurement of office stationary and maintain the inventory
• Handle cash, cash collection and manage petty cash transactions
• Prepare payments, bank transfers and cheques
• Manage the preparation and delivery of off system payments to necessary recipients
• Maintains accurate records as they relate to the work area and drafts routine and some non-standard documentation, reports or financial analysis/reconciliations.
• Prepare and submit the FCCF Report quarterly to the region
• Perform  straightforward analysis, manipulation and interpretation of data, tasks or information, presenting findings/results accurately and appropriately to support effective maintenance of management information systems

Suppliers and Services

• Populate and distribute mobile phone  / management / bills
• Support in the maintenance of stationary and equipment inventories
• Monitors and takes responsibility for small-scale resources/cash/stock, following established procedures and ensures that equipment and materials are available and ready to use when needed.

Estates Co-ordination

• Monitor the coordination of office space allocation and all storage facilities.
• Oversee the replacement of equipment and disposal of old equipment ensuring appropriate authorisation has been received

Managing self & others

• Plan and prioritise own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon
• Monitor task completion to agreed quality and time standards.
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• Equality Diversity and Inclusion: Ensure that all aspects of the office work and activities reflect British Council values and adhere to its Equality, Diversity and Inclusion principles.

Key Relationships:

Internal

• Regional and local Country Senior Management
• Regional Finance Teams
• Local country staff
• Local functional HR, IT

External

• Local Government departments, local authorities, Embassy’s
• NGOs, INGOs, UN agencies
• External partners and suppliers

Role Requirements:

Threshold requirements:

Passport requirements/ Right to work in country

YES/NO

If yes: Appropriate police check

Direct contact or managing staff working with children?

No

Person Specification:

Language requirements

Desirable

• Fluent reading and writing in English

Qualifications

Desirable

• Work experience in a similar role
• First degree in any subject

Role Specific Knowledge & Experience

Desirable

• At least 1 years’ experience in a similar role. Proven track record in general office administration.

Role Specific Skills (if any)

• 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
• Ability to develop and manage a range internal and external stakeholder relationships
• Strong administrative experience with the ability to interpret and follow organisational policy and practices.
• Working in both public, not for profit and private sector organisations
• Experience of working in a matrix management structure.

British Council Core Skills

• Communicating and Influencing (Level 1) Listens to others and expresses self clearly, with grammatical accuracy and awareness of a diverse audience in speaking and writing.
• Planning  and Organising (Level 2 ) Organises own work over weeks and months, or plans ahead for others, taking account of priorities and the impact on other people.
• Analysing Data and Problems (Level 1) Breaks down problems into a list of tasks to be done and decides on appropriate action.
• Managing Finance and Resources (Level 1). Uses resources efficiently in own role and complies with financial rules and procedures.

British Council Behaviours

• Making it happen (essential) Delivering clear results for the British Council
• Working together   (essential) Establishing a genuinely common goal with others
• Connecting with others   (essential) Making regular opportunities to understand others better
• Creating shared purpose   (essential) Communicating an engaging picture of how we can work together
• Being accountable (essential) Delivering my best work in order to meet my commitments