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Business Administration Assistant

Role Purpose

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

Benefits

Contract Duration: 1 year (renewable)
Location: Tripoli, Libya
Pay Band H/4
Closing date: 8 April 2021

Main Accountabilities

Operational Business Support

• To arrange British Council staff meetings and logistics were necessary
• Arrange and co-ordinate travel, flights, hotel, bookings, and visas were necessary for senior staff and British Council visitors
• Proactively communicates and liaises with others (inside and outside the BC) to ensure effective coordination and delivery of events, services and activities

General Administration and IT

• Assisting in office administrative and IT tasks such as, but not limited to, clerical work, filing, issuing salary & work certificates, scanning, set up IT exam testing, archiving, updating documents and data bases
• Over sight of hotels/visas
• Maintains accurate records as they relate to the work area and drafts routine and some non-standard documentation, reports or financial analysis/reconciliations.
• Performs straightforward analysis, manipulation and interpretation of data, tasks or information, presenting findings/results accurately and appropriately to support effective maintenance of management information systems
• Provides logistical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently
• Support the Business Operations Co-ordinator with IT matters and communicating with cluster/ regional IT support

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

• The coordination of office space allocation and All storage facilities are managed appropriately
• Oversee the replacement of equipment and disposal of old equipment ensuring appropriate authorisation has been received
• Depending on size of country may manage security officers or drivers, or cover a IT function

Managing self & others

• Plans and prioritises own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon
• Tasks and coordinates others (e.g. internal colleagues or external contractors/suppliers) to complete time-limited, straightforward activities, within established procedures, in order to ensure efficient delivery of services.  Monitors task completion to agreed quality and time standards.

Qualification and Experience

• Bachelor Degree in relevant field
• Minimum of 1 year experience in a similar role
• Experience  working in a multi-cultural organisation in an international context
• Strong organisational skills with the ability to prioritise tasks and meet deadlines
• Competent in resolving noncomplex IT issues and aware when to escalate issues
• Working in both public, not for profit and private sector organisations
• Experience of working in a matrix management structure.

How To Apply

To apply for this post, please fill in and submit an application form through the link below: https://careers.britishcouncil.org/job/Tripoli-Business-Administration-Assistant-Midd/661513501/?locale=en_GB

Equality Statement

The British Council is committed to a policy of equality and to valuing diversity and is keen to reflect the diversity of the societies in which we work at every level within the organisation. We welcome applications from all sections of the community. We aim to abide by and promote equality legislation by following both the letter and the spirit of it to avoid unjustified discrimination, recognising discrimination as a barrier to equality of opportunity, inclusion and human rights. All staff worldwide are required to ensure their behaviour is consistent with our policies.
The British Council has Disability Confident Employer Status. We offer a guaranteed interview scheme for disabled applicants who meet the essential criteria for the role. Applicants are encouraged to highlight any specific requirements or adjustments needed to enable participation in the recruitment process.

The British Council is committed to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.