The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other’s strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.
Operations Assistant- South Africa
Role Purpose
The post holder will provide a full range of operational and administrative services towards the delivery of the priorities of the South African Directorate under the leadership of the Head of Operations. He/She will lead responsibility for managing and maintaining a highly organised and efficient Country Directorate, ensuring that the Country Director and Senior Leadership Team are provided with a range of executive and administrative support and advice, and respecting confidentiality. The role will extend these responsibilities across the Operations function, including Business Support Services and Finance.
Main accountabilities but not limited to the following:
- Delivers a range of Ops and administrative procedures for the directorate within agreed corporate, to maximise quality, continuity, and efficiency. These tasks include, meeting scheduling, agendas, minute taking.
- Logistical support to the Directorate such as coordinating with colleagues for scheduling and briefing notes for key events and meetings, travel booking
- Maintains accurate and up to date records as they relate to the work area.
- Together with the Events and Programme Support Manager, provides logistical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently.
- May be a specific point of reference on queries relating to an area of nominated expertise or responsibility, as per Head of Operations. Identifies where more complex issues require resolution by others and refers them on accordingly
- Recognises and understands the impact of incidents arising (e.g., complaints, resourcing problems, logistical or technical difficulties) and proactively alerts the team leader to any issues of concern that are likely to impact service/project/task delivery or customer experience.
- Proactively communicates and liaises with internal and external Stakeholders to ensure effective coordination and delivery of events, services, and activities
- Builds an understanding of who’s who within the wider department, unit, or region to enable effective resolution of issues when they arise
- Monitors and takes responsibility for select vendor accounts and payments on behalf of Country Director. Financial system (SAP) support to Business Support Services teams as required.
- Preparation and management of Purchase orders, submission of invoices to Finance team for payment.
- 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, to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards
As with any business that experiences peaks and troughs of activity, there is likely to be a need to work outside office hours from time to time.
Role specific knowledge and experience:
The successful candidate will need to possess the following requirements:
- 3+ years’ experience within a secretarial or administrative support role to an Executive level in general office practices or procedures
- Proficient in Microsoft Office suite and Internet based applications
- Financial administration on SAP or similar Financial management system
- Outstanding organizational and time management skills
- strong communication skills
- Discretion and confidentiality
- Ability to build relationships
Further Information
Pay band: 4
Contract type: One-year fixed term contract
Alternative locations the role could be based: South Africa
Department: BSS
Essential Requirements– Role holder must have existing rights to live and work in the country the role is based.
Closing Date – 31 October 2022 applications will close 23:59 Nigeria Time
Additional Information: N/A
A connected and trusted UK in a more connected and trusted world.
Equality Statement
The British Council is committed to a policy of equality and to valuing diversity and is keen to reflect the diversity of the societies in which we work at every level within the organisation. We welcome applications from all sections of the community. We aim to abide by and promote equality legislation by following both the letter and the spirit of it to avoid unjustified discrimination, recognising discrimination as a barrier to equality of opportunity, inclusion and human rights. All staff worldwide are required to ensure their behaviour is consistent with our policies.
The British Council has Disability Confident Employer Status. We offer a guaranteed interview scheme for disabled applicants who meet the essential criteria for the role. Applicants are encouraged to highlight any specific requirements or adjustments needed to enable participation in the recruitment process.
The British Council is committed to safeguarding children, young people and adults who we work with.
We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.
Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.
Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.
