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.
Office Manager, Ethiopia
Role Purpose
The post holder is responsible for the provision of efficient and effective administration of facilities management, estate management and procurement management. The Office Manager will be responsible for the timely management of British Council premises and resources to high quality standards, obtaining value for money that result in a safe, clean and professional operating environment, making sure that all corporate and audit standards are achieved.
The job requires a well-organized, adaptable, self-starter, with great attention to detail and good communication skills.
Main accountabilities but not limited to the following:
Facilities and Resources Management
1. Oversee the provision of professional, cost-effective, and quality contracted services for premises, maintenance, cleaning, and security (with advice from the British Embassy security manager), ensuring a comfortable, healthy, and safe working environment for all staff.
2. Provide guidance and support to programme teams and SBU Heads on effective business processes underpinning programme and project delivery, including standardisation of practices across SBUs and compliance with corporate standards.
3. Monitor the usage of company mobile phones and ensure all reimbursements are reflected in the relevant WBS elements.
4. Coordinate the Business Continuity Plan and fulfil any role specified for the Office Manager within it.
5. Ensure a good audit rating in all relevant financial processes. Proactively identify weaknesses in controls and recommend remediation to achieve a good audit rating.
Estates Management
6. Manage the inventory process, ensuring that inventories are conducted at offices and all residences and results are accurately recorded. Update inventory as required when there is a change in circumstances.
7. Oversee the management and maintenance of British Council premises, including the Country Director and UK-appointed staff residences in Ethiopia.
8. Provide effective management of estate suppliers and landlords, ensuring that the recurring payment list for vendors is effectively managed and up to date.
Emergency Crisis Plan
9. Support the Head of Operations in maintaining the Crisis Action Plan and the Business Continuity Plan, including the provision of adequate alternative venues for business continuity in crises.
10. Ensure that health, safety, and security standards are met in all premises and residences.
Procurement
11. Manage the procurement process and supplier negotiations/relations for the Ethiopia operation.
12. Manage supplier and stakeholder relationships, negotiating supplier agreements.
13. Ensure the approved supplier list, spend analysis, market testing, and best practices are shared within British Council Ethiopia and actively used.
14. Resolve issues related to vendor performance in the delivery of goods and services.
15. Oversee monitoring and evaluation of vendors through supplier performance metrics and proactive management.
16. Implement audit recommendations from both internal and external auditors.
17. Ensure proper management of assets and inventory.
Role specific knowledge and experience:
Essential requirements:
18. Recognized management or administrative qualification
19. Proven understanding and experience of financial management and administration.
20. Proven programme and project management
21. Proven experience of managing tender processes
22. Proven experience of working in the non-governmental or not-for-profit sectors
23. Contract Management
24. Minimum of 3 years’ experience in a similar role.
25. Experience in working with a diverse team.
Desirable:
26. First degree in finance or business-related subject from a recognized university
27. Experience of managing people
28. Experience of working in international teams
29. Experience of overseeing office security provision