Business Operation Administrator

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
Role Purpose
To support the business operations administration function. Maintains systems, processes, documentation, assists with internal enquiries and preparing management information reports for multiple functions depending on size / 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, and compliance and business continuity matters are identified and monitored.
To support business operations management in the delivery of new initiatives and change programmes.
Main Accountabilities:
General Administration
Assisting in office administrative tasks such as, but not limited to, clerical work, filing, scanning, archiving, updating documents and data bases
Maintain accurate records as they relate to the work area and drafts routine and some non-standard documentation, reports or financial analysis/reconciliations.
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
Operational Business Support
Provide logistical support and proactively communicate and liaise with others (inside and outside British Council)  to ensure internal and external activities / events run smoothly and efficiently
Ensure that treatment of cash is managed in accordance with every corporate global standard relating to income and cash handling.
Maintain files of travel claim receipts and records in accordance with corporate standards
Ensure creation of vendors in the system and maintenance of vendor data (overhead and premises)
Payment run
On receipt of payment run, review and prepare cheque payments to vendors, according to the periodic payment schedule and in accordance with payment terms
Provide details of manual cheques issued to the HUB for updating into SAP
Provide cheque lot numbers to Regional Hub as and when a new cheque lot is assigned by Bank.
Prepare / post staff reimbursements and customer refunds and withdraw cash from bank to pay
Follow-up with procurement or operations for information relating to payment issues
Over-the-counter income / Cash
Receive and check over-the-counter income from Customer Service
Reconcile daily takings and post Cash Journal
Deliver cash / cheques to the cash collection company or bank in compliance with official procedures
Cash management: Park entries for Direct Credits / Bank transfers received - check list of open items from HUB; provide details of Direct Credits received in DZD bank account to HUB for posting
Collection of staff repayments (e.g. phone bill reimbursements or returned advances)
Disbursement of petty cash payments and posting in SAP journal with replenishment process
Purchase to Pay
Be the second line of support (GSD is the first) for blocked vendor payments (i.e. liaison with vendors)
Ensure proof of payment of invoices (general ledgers) is collected from vendors and filed appropriately
As requested by Business Ops manager, work with overhead and premises vendors to ensure invoices paid on time
Manage the submission of invoices
Suppliers and Services
Maintain an accurate and up to date vendor/supplier database and carry our relevant value for money (VFM) exercises annually in relation to overhead and premises budgets
Provide support in maintenance of stationery and equipment inventories
Monitor and take responsibility for small-scale resources/cash/stock, following established procedures; ensure that equipment and materials are available and ready to use when needed
Maintain up to date accurate record of British Council course book stock
Purchase orders and payments
Undertake role of PO requisition creator of Business Ops team
Responsible for a number of specific payments: Maintenance contracts and office supplies; scheduled office rent; utility bills and maintenance for UKA staff accommodation; photocopy paper and toner; courier services
Compare quotations with POs and ensure value for money (VFM)
Estates Co-ordination
Coordination of office space allocation; ensure all storage facilities are utilised appropriately
Conduct regular IWB, sound and projector checks in classrooms; escalate problems to Business Ops Manager and/or Global Service Desk; ensure on daily basis classrooms are fit for purpose
Support to Business Ops Manager regarding fixed asset and inventory management, e.g. recording and updating asset and inventory items details on appropriate software; participating in physical checks of assets and inventory; reporting on assets and inventories
Oversee replacement of equipment and disposal of old equipment following appropriate authorization
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
Actively identify and champion areas for change or improvement, including any blockages in service delivery, taking appropriate action to minimise the impact on internal/external customers
Actively contribute to own performance planning, management and review processes, and engage in continuous learning and professional development
Coordinate 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.  Monitor task completion to agreed quality and time limits.
Minimum/essential Requirements :
Ability to work in English (Written and spoken) to at least IELTS 5.5
French and Arabic to CEFR-C
Work experience in a similar role
Bachelor’s degree or equivalent in relevant subject area
Further Information :
Number of positions: 1
Employment Type:
FTC
Location: Algeria
Grade: PB4
Deadline to receive applications:
22 February 2024 (23:59 Gulf Standard Time)
Other:
This role is open to candidates who are based and have the right to work in Algeria.
Please note that all applications should be submitted in English only.
It is advisable to apply in advance to avoid any technical issues at the last moment.