Business Operations Administration Manager

Business Operations Administration Manager   Role Information Role Type  Pay Band  Location  Duration    Reports to: MENA Business Operations PB7 Lebanon 2 years   Country Director   Role purpose To oversee the management of the business administration, local financial processes and estates, with IT and security functions. The role will ensure that British Council corporate standards and relevant polices/ procedures are met. To ensure that the business support team is efficiently and effectively deployed to support operations in achieving business objectives and ensuring compliance across the business support areas. The role will ensure that team performance adds value to the delivery of objectives and to ensure that all risks, particularly financial compliance and business continuity are identified, monitored, managed and controlled. To support new initiatives and organisational change by providing appropriate advice, support, training and leadership to all operational teams. To be a key  and pro-active member of the Country Leadership  Team.   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 ensuring the new structure and processes are successfully embedded. The business management role will require adaptability and durability to change, and will often have to support senior leaders in driving change. Main Accountabilities:     Management Manage operations and facilities staff in Lebanon office Manage and monitor effectively and efficiently the Business Operations budgets Promote and support EDI (Equality, Diversity and Inclusion) in Lebanon in coordination with the EDI focal point Relationship Management, Suppliers and Services Manage vendor relationships, including but not limited to, premises insurance, cleaning, catering, security, courier, Landlord. Manage relationships with government offices and embassies on security related issues. Oversee local office wide procurement with support from MarketPlace Risk and Information Management Support and maintain in the development of Business Continuity / Emergency Plans  (BCP) Support the Child Protection focal point in setting and implementing action plan related to security and health and safety issues. Ensure compliance with audit requirements related to premises including office insurance,  procurement , health and safety,security and information governance. Ensure compliance with local tax and legal status activities supported by Regional and Global Finance teams Maintenance of BCP lists Maintain local non HR policies Monitor country information, maturity model, Environmental  Framework Tool  (EFT) Manage Information Security and Information Risk Management Monitor Through-Life Information Assurance Security Oversee security and manage security stakeholder relationships with local authorities. Review security contingency plans, such as lockdown procedures Ensure security equipment and lifeline devices, such as a satellite phone, are accounted for and in good working order Ensure that all incidents are reported appropriately Health and Safety Manage H&S policy ensuring it is applied Ensure team members undertake appropriate training Monitor and review H&S management of operational activities and the working environment, assessing and managing the risks identified in the processes Ensure there are clear channels of communication for staff to raise health and safety issues Estates Management Manage the environment framework ensuring premises and activities uphold best environmental practice Oversee office management including e.g. moves and renovations, managent of office key register and relationship with landlord Monitor building and ground maintenance in line with British Council requirements Onsite Cash related activitiy Oversee petty cash and conduct petty cash spot checks Make sure cash policy is compliant with global British Council policies Check cash receipts from Customer Services  and post the journal. Key Relationships: Internal Regional Cluster Lead and Country Director All Lebanon directorate staff Regional HR and Finance leads; Global teams SBU leads in country Other Business Operations Managers across MENA External Local government departments, local authorities, embassies Lawyer and auditors Vendors, external partners, suppliers, regulatory and professional bodies/associations.   Role Requirements: Threshold requirements:   Assessment stage Passport requirements/ Right to work in country Yes   Shortlisting Direct contact or managing staff working with children? Yes   IF YES. Appropriate police check     Notes       Person Specification:   Assessment stage   Language requirements Minimum Desirable   Assessment Stage Fluent reading and writing in English     Shortlisting   Qualifications Essential Desirable   Assessment Stage First degree In Business Management OR equivalaent relevant experience     Shortlisting   Role Specific Knowledge & Experience Essential Desirable   Assessment Stage At least 3 years’ experience in a similar role. Proven track record in business management and or general office management.     Shortlisting Role Specific Skills (if any)   Assessment Stage Experience in managing and leading teams in an international context working in a multi-cultural organisation. Strong organisational skills with the ability to prioritise tasks and meet deadlines Track record of building effective relationships with business leadership teams in the delivery of high quality and effective professional services Experience of developing and managing a range of complex internal and external stakeholder relationships Excellent commercial acumen and understanding of business strategy and practices Can demonstrate excellent management of administration roles Working in both public, not for profit and private sector organisations Experience of working in a matrix management structure.   Shortlisting AND Interview British Council Core Skills   Assessment Stage Communicating and Influencing (Level 3) Able to use a range of non-standard and creative approaches to inform, and persuade others, extending beyond logical argument to influence decisions and actions in a way which is inclusive and engaging. Planning  and Organising (Level 3) Develops and reviews the implementation of annual plans for a work group or function, taking account of business and customer requirements and reconciling competing demands. Managing People (Level 3) Provides full line management to a team where all members are working in a similar area of expertise or business. Scope includes planning, setting objectives, role modeling an inclusive culture, recruitment, development and performance management. Managing Risk (Level 3) Has track record of analysing potential risks, promoting risk awareness, and holding others to account for their practices.     Shortlisting AND Interview British Council Behaviours   Assessment Stage Being accountable (more demanding) Putting the needs of the team or British Council ahead of my own   Making it happen (more demanding) Challenging myself and others to deliver and measure better results   Working together   (more demanding) Ensuring that others benefit as well as me   Connecting with others   (more demanding) Actively appreciating the needs and concerns of myself and others Shaping the future   (essential) Looking for ways in which we can do things better   Creating shared purpose   (essential) Communicating an engaging picture of how we can work together     Interview          Interview     Interview