Business Support Officer at British Council

Role Purpose

To provide safe and quality office support services to British Council Staff, Partners, and Visitors as well as exams, projects, and other programmes.

To always act professionally and demonstrate the Council’s values in all assignments.

Main accountabilities but not limited to the following:

All duties and responsibilities will be in line with British Council’s Equality, Diversity and Inclusion, Child Protection and other overarching corporate policies:

Procurement

• To support the Office in procurement and general SAP-related issues
• Ensure compliance with all BC Procurement standards, financial and anti-fraud processes
• Assist in all audit preparations.

Facilities and Asset Management

• Always maintain a prioritized and updated facilities and asset task list to ensure that properties and assets meet standards for health, safety, security, and environmental impact.
• Maintain an up-to-date annual preventive maintenance schedule for assets and office equipment and follow up on all maintenance schedules for the office to ensure delivery
• Supervise and coordinate all events setups at the Council.
• Assist in the venue and vendor site inspection
• Monitor facilities bookings and ensure that records are always accurate
• Daily monitoring of the performance of service providers to ensure quality services always.
• Update the Fixed assets and inventory list for the office.

Health, Safety, and Security

• To maintain British Council’s health, safety, and security standards ensuring that fire safety regulations are met, and regular fire drills and first aid training are held with staff once a year.
• Ensure timely renewal of fire certificate for the premises and regular maintenance and testing of all fire facilities installed as required by regulation.
• To oversee the activities of security guards in the premises to ensure strict compliance to agreed security arrangements and procedures.
• Always ensure regular checks and maintenance of CCTV cameras and other security installations for optimum functioning.

Contracts

• Maintain up-to-date contract register and documentation for the office.
• Ensure all contracts are renewed on time and reviews are done in conjunction with the Resources Manager or respective Heads of Department.
• Ensure all contracts are delivered in accordance with the agreed terms and conditions

 IT and Communication

• Work closely with the Accra office to maintain IT and server equipment in a good and reliable state always
• Ensure all communication systems are well-maintained and efficient

Travel Arrangement/ staff support

• Efficient travel arrangements for staff travel
• Hotel booking and management for staff and consultants in the country.
• Liaise with the Accra office for travel arrangements for all staff, consultants and partners
• Contributes to general office planning
• Efficient processing of staff identification and any other required documents.
• Ensure staff have all necessary stationery and working tools

Role-specific knowledge and experience:

Essential requirements:

• University degree in any subject
• Office management skills
• Good communication and interpersonal skills
• Facilities and asset management skills
• Knowledge of procurement processes and contracts management
• Knowledge of health, safety, and security
• Experience with organizing projects or events
• Basic computer skills
• A minimum of 1 year of experience in engineering, administration, or facilities management

Further Information

• Pay Band – 4
• Remuneration: GHS  4,665.00 Per Month
• Contract Type – One (1) Year Fixed Term Contract

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 in which the role is based.
• Closing Date – 20 April 2023. Applications will close at 23:59 East Africa Time