Office Manager, Ethiopia at British Council

British Council

Position: Office Manager, Ethiopia

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Salary: ETB 71,454.00 Gross Per Month

Posted date: 1 month ago

Deadline: Submition date is over

Company: British Council

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 in building networks and explore creative ideas, to learn English, to get a high-quality education, and gaining internationally recognized 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 results in a safe, clean, and professional operating environment, and 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

• 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.
• Provide guidance and support to program teams and SBU Heads on effective business processes underpinning program and project delivery, including standardization of practices across SBUs and compliance with corporate standards.
• Monitor the usage of company mobile phones and ensure all reimbursements are reflected in the relevant WBS elements.
• Coordinate the Business Continuity Plan and fulfill any role specified for the Office Manager within it.
• 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

• 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.
• Oversee the management and maintenance of British Council premises, including the Country Director and UK-appointed staff residences in Ethiopia.
• 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

• 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.
• Ensure that health, safety, and security standards are met in all premises and residences.

Procurement

• Manage the procurement process and supplier negotiations/relations for the Ethiopia operation.
• Manage supplier and stakeholder relationships, negotiating supplier agreements.
• Ensure the approved supplier list, spend analysis, market testing, and best practices are shared within the British Council Ethiopia and actively used.
• Resolve issues related to vendor performance in the delivery of goods and services.
• Oversee monitoring and evaluation of vendors through supplier performance metrics and proactive management.
• Implement audit recommendations from both internal and external auditors.
• Ensure proper management of assets and inventory.

Role-specific knowledge and experience:

Essential requirements:

• Recognized management or administrative qualification
• Proven understanding and experience of financial management and administration.
• Proven program and project management
• Proven experience in managing tender processes
• Proven experience of working in the non-governmental or not-for-profit sectors
• Contract Management
• Minimum of 3 years experience in a similar role.
• Experience in working with a diverse team.

Desirable:

• First degree in Finance or Business-related subject from a recognized university
• Experience in managing people
• Experience working in international teams
• Experience in overseeing office security provision

Further Information

• Pay Band – 6
• Remuneration: ETB 71,454.00 Gross Per Month
• Contract Type – Two-Year Fixed-Term Contract
• Location – Addis Ababa, Ethiopia
• Department/Function - Business Support Services

Additional information

• Language requirements: Strong written and oral English communication skills.
• The Role holder must have existing rights to live and work in the country the role is based.
• Closing Date – August 5, 2024. Applications will close at 23:59 East Africa Time