Role ProfileRef no:16/04/132

Job Title / Administration Officer
Directorate or Region / Bangladesh / Department / Business Support Services
Location of post / Dhaka / Pay Band / 4
Reports to / Head of Facilities / Duration of job / Indefinite
Purpose of job
  • To provide effectiveadministrative, logistical and facilities support across all British Council offices
  • To help provide quality property and administrative solutions which meet business requirements
  • To help manage the portfolio of residential accommodation of UK appointed staff
Context and environment
British Council Bangladesh, part of the South Asia region, is highly respected, having opened its first office in 1951 and is an important country for the organisation. This is a large and high priority British Council operation with an annual turnover of ±£22m pa from teaching, exams and grant/partnership funded projects and programmes. The operating environment and context is complex and challenging and we currently operate from 8 sites in 3 cities (Dhaka, Chittagong & Sylhet).
This position is part of a wider team of Business Support Services (BSS) in Bangladesh with Admin, IT, Procurement, HR and Finance. Reporting to the Head of Facilities, there are 2administration officers in Dhaka and 1 IT/Admin Officer in Chittagong. This post involves the line management of drivers and BSS support staff.
Accountabilities, responsibilities and main duties
  • Undertake a range of administrative tasks to support business functions and day to day office operations including staff adherence to mobile & medical policies, local staff visa letters, customs clearanceand courier servicesamong others
  • Liaise with customers (both internal staff and external service providers), clarify customer needs and deal with their requests to support service/office management
  • Manage admin vendors on a day-to-day basis including gardeners, cleaners, caterers, car hire implant and travel implant among others
  • Support BSS management during ‘premises projects’ through day-to-day liaison with contractors
  • Manage British Council service apartments used for incoming visitor accommodation
  • Supervise stocks of stationery and general office items as well as arranging auctions as required
  • Act as a contact point for BSS vendors and suppliers in liaison with the Procurement team
  • Ensure all premises and UKA staffresidences rents andutility bills are paid in a timely manner
  • Ensure all British Council offices, stores and UKA staff residence inventories are updated and properly managed in liaison with IKM lead
  • Manage UKA staff visas,accommodation, heavy baggage and transportation etc.
  • Ensure effective management of British Council mail services (local courier, DHL, GPO etc)
  • Assist Head of Facilities in the overall management of British Council estates including offices and UKA staff residences; working closely with the facilities management company and completing annual premises data returns
  • Act as a line manager for contractedBand 1 BSS staff
  • Act as the BSS Green Team focal point leading on EFT matters as required
Key relationships
  • Director BSS, Head of Facilities and the wider BSS team
  • Centre heads in Sylhet, Chittagong & other offices
  • Contact personnel at key external service providers
Other important features or requirements of the job
  • The post holder will understand and make decisions which are affected by Equal Opportunity and Diversity (EDI) legislation and policy. Additionally s/he will exploit opportunities brought by diversity and build them into all planning
  • The post holder will understand the importance of child protection and ensure polices and processes are in place to offer maximum protection of young people at all relevant events and venues and ensure compliance with BC Child Protection polices
  • The post holder will need to be flexible in terms of occasional in country travel and weekend and evening work
  • Regular visits to all offices will be an important part of the job

Please specify any passport/visa and/or nationality requirement / Bangladeshi passport holder or legally entitled to work in Bangladesh
Please indicate if any security or legal checks are required
for this role / ID, local/international police record check qualification and reference checks are required for external candidates.

“The British Council believes that all children have potential and that every child matters - everywhere in the world. The British Council affirms the position that all children have the right to be protected from all forms of abuse as set out in article 19, UNCRC, 1989”

“The British Council is committed to a policy of equal opportunity. Our policy aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of gender, age, disability, ethnicity, religion or marital status. We guarantee an interview to disabled candidates who meet the essential criteria”

Person Specification

Essential / Desirable / Assessment stage
Behaviours
Please see The Behaviours Dictionary for behaviour definitions and levels / Behaviours assessed during interview stage of recruitment process
Being Accountable (More demanding)
Making It Happen (More demanding)
Working Together (Essential)
Behaviours not assessed during recruitment process
Creating Shared Purpose (Essential)
Connecting with Others (Essential)
Shaping the Future (Essential) / The position holder will be required to demonstrate all six behaviours, on the job. These will be assessed during year end performance evaluations.
Skills and Knowledge / Excellent written and spoken communication skills both in English and Bangla.
* Note that language assessment during the interview process will determine the level of English of all shortlisted candidates.
Core skills (please click here for details)
Communicating & Influencing (Level 2)
Planning and Organising (Level 2)
Using Technology (Level 1)
Managing Finance and Resources (Level 2)
Managing Projects (Level 1)
Managing People (Level 1)
Analyses Data and Problems (level 1) / Shortlisting and interview
Experience / At least two years’ relevant experience in an administration or facilitiesmanagement role. / Short listing and interview
Qualifications / Graduate in any area / Masters degree in Administration
Professional qualification in a related field / Short listing
Submitted by / Recruitment team / Date / September 2016

1 of 3 Recruitment TeamSept 2016