Business Operations Officer

Role Information

Role Type: MENA Business Operations

Pay Band: PB4

Location: Lebanon

Duration: 2 years

Reports to: Business Operations Co-ordinator

Role purpose

To provide local finance and office administration support, maintain systems, processes, documentation, handle internal enquiries and prepare management information reports for multipal functions. 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.  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 the Business Operations Manager and wider team 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 has been in Lebanon since 1946.  We are building on the British Council’s respected and trusted brand by expanding existing programmes and exams service, developing new opportunities with key stakeholders across the public, private and NGO sectors in our Arts, Education, Engish and Society portfolios.  We employ 50 staff, including 10 colleagues from the regional and Syria teams who are located in the Beirut office. 

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 support with local finance administration processes.

Strengthen processes, internal customer services by building strong stakeholder relationships to create regional best practice.

The role will require adaptability and durability to change, and will often have to support managers in communicating and promoting change.

Main Accountabilities

Stakeholder Management, including Suppliers

• Coordinate tasks with others, e.g. internal colleagues or external contractors/suppliers, to complete time-limited activities, within established procedures, in order to ensure efficient delivery of services.
• Supports with office-wide procurremnt services.
• Develop and maintain UK staff accomodation furniture inventory which will be signed and checked as employee enters and departs accommodation.
• Source suitable accommodation for UK staff.
• Develop strong relationships with internal support teams.
• Provide relocation information and support; shipping, customs clearance, storage details.
• Provide and maintain excellent and professional relationship with British Council Stakeholders

Onsite Financial Activities

• Cash handling of the operation department and preparation of cheques’
• Prepare and deliver off system payments to necessary recipients.
• Create POs for the operation department.
• Filing and keeping track of all  POs for  all departments.
• Supporting the team and providing documentation to the team for audits.

Process and Documentation Management

• Deliver a range of administration support to maximise quality, continuity and efficiency
• Periodically review pre-cultural and country induction information and update involving other departments for their contribution.
• Raising purchase requisitions for Mobility and HR as required.

Internal Customer Service and Support

• Responds knowledgeably and professionally to internal enquiries, to ensure stakeholders receive high quality, prompt and timely service. 
• Responds to enquiries from/to customers as single point of contact on queries relating to mobility/re-locating staff, working with HR as required.
• Provide relocating employees with pre-cultural and country induction information and high customer service
• Provide lists of suitable schooling with links on how to apply and offer further support where necessary           

Key Relationships

Internal

• Regional market place colleagues
• Regional finance colleagues
• Local country staff
• Local functional HR, IT and Regional Finance leads

External

• Local Government departments, local authorities, Embassy’s
• External partners, suppliers, regulatory and professional bodies/associations

Role Requirements

Language requirements

Minimum / essential: Fluent reading and writing in English and Arabic

Qualifications

Minimum / essential: Work experience in a similar role

Desirable: First degree in any subject

Role Specific Knowledge & Experience

Minimum / essential: At least 1 years’ experience in a similar role. Proven track record in general office administration.

Role Specific Skills (if any)

Minimum / essential

• Experience  working in a multi-cultural organisation in an international context
• Strong organisational skills including record keeping with the ability to prioritise tasks and meet deadlines
• Ability to build effective relationships with global teams, 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, especially with service providers
• Strong administrative experience and organisational skills with the ability to interpret and follow organisational policy and practices
• Experience in delivering an excellent customer service and managing issues in an appropriate and professional manner

Desirable

• Working in both public, not for profit and private sector organisations
• Experience of working in a matrix management structure.
• Knowledge in debit/credit accounting proceedures in addition to payables and receivables

British Council Core Skills

Communicating and Influencing (Level 2)

Displays good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences.

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