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Business Operations Administrator

3 months ago

Al Hufūf, Eastern Province, Saudi Arabia British Council Full time
Business Operations Administrator

Date:30 Jan 2024

Location:
Dammam, Middle East and North Africa, SA

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 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 we reached 650 million people.

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.

Main Accountabilities:

Operational Business Support

  • To arrange British Council staff meetings and logistics were necessary
  • Arrange and coordinate 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

  • Assisting in office administrative tasks such as, but not limited to, clerical work, filing, issuing salary & work certificates, scanning, archiving, updating documents and data bases
  • Over sight of hotels/visas for visitors both from abroad and in country (for external visitors working with HR on visas)
  • Maintains accurate records as they relate to the work area and drafts routine and some nonstandard 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 logístical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently.

Suppliers and Services

  • Populate and distribute mobile phone / management / bills
  • Support in the maintenance of stationery and equipment inventories
  • Monitors and takes responsibility for smallscale 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
  • Ensures the effective utilization of drivers/ cleaners & Security Staff
  • 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.

On-site finance related activities

  • Handling petty cash
  • Custodian of cheques books
  • Handling accountable stationery
  • Checking of cash receipts from Customer Service and posting the required journal
  • Handover cash receipts to bank
  • Checking TCMS uploads
  • Custodian of Travel Envelopes
  • Processing off system payments/urgent advances
  • Processing refunds
  • Management of invoice scanning
  • Preparing cheque logs

Minimum/essential Requirements-

  • At least 2 years' experience in a similar role.
  • Proven track record in general office administration.
  • Good computer skills using Microsoft office tools.
  • Basic understanding of financial
- accounting, concept, and process

  • Demonstrated Knowledge of SAP system
  • Experience in property and inventor