Business Operations Support

Business Operations Support Location: Algeria Duration: 03 Months Reports to: Business Operations Manager # About the role To support the business operations administration function. Maintains systems, processes, documentation, assists with internal enquiries and preparing management information reports for multiple functions depending on size / 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, and compliance and business continuity matters are identified and monitored. To support business operations management in the delivery of new initiatives and change programmes. # Function Overview We opened in Algeria in 1962 (and officially in 1981) and moved back office in British Embassy during the 1990s, re-opening with a greater public interface in 2006. The operation is very much focussed on the Education, and English and Exams SBUs, and delivers smaller arts and society projects. A Teaching Centre opened in April 2015 and has grown rapidly. Following the signing of an MOU between the UK and Algerian governments in 2014 our work supporting the reform agendas of the ministries of education and higher education, most notably in English, has increased. We are seen as a trusted partner and service provider to those wishing to access UK education, international qualifications and English language expertise. Examinations work focuses on providing access to high quality UK qualifications to Algerian customers (IELTS, Aptis), thereby facilitating the building of relationships with our target audiences, and improving the employment prospects of young Algerians, whether at home or abroad. The Business Operations team currently consists of 4 posts – a Business Operations & Security Manager, two Business Administrator/Mobility Assistants and a Driver/Office Support Assistant. There are also out-sourced security guard and cleaning teams. # Main Opportunities * The Business Operations function has undergone a significant restructure to position it more effectively to support the rapidly changing needs of the British Council. With this, a vital part of this role is to adapt and embed new practices and processes that may rise from the change. * The business administration assistant role will require adaptability and durability to change, and will often support management in the delivery of change. # Main Accountabilities ## General Administration * Assisting in office administrative tasks such as, but not limited to, clerical work, filing, scanning, archiving, updating documents and data bases * Maintain accurate records as they relate to the work area and drafts routine and some non-standard documentation, reports or financial analysis/reconciliations. * Perform straightforward analysis, manipulation and interpretation of data, tasks or information, presenting findings/results accurately and appropriately to support effective maintenance of management information systems ## Operational Business Support * Provide logistical support and proactively communicate and liaise with others (inside and outside British Council) to ensure internal and external activities / events run smoothly and efficiently * Ensure that treatment of cash is managed in accordance with every corporate global standard relating to income and cash handling. * Maintain files of travel claim receipts and records in accordance with corporate standards * Ensure creation of vendors in the system and maintenance of vendor data (overhead and premises) ## Payment Run * On receipt of payment run, prepare cheque and bank transfer payments to vendors, according to the periodic payment schedule and in accordance with payment terms * Provide details of manual cheques issued to the HUB for updating into SAP * Provide cheque lot numbers to Regional Hub as and when a new cheque lot is assigned by Bank. * Prepare / post staff reimbursements and customer refunds and withdraw cash from bank to pay * Follow-up with procurement or operations for information relating to payment issues ## Over-the-counter income / Cash * Receive and check over-the-counter income from Customer Service * Reconcile daily takings and post Cash Journal * Deliver cash / cheques to Bank in compliance with official procedures * Cash management: Park entries for Direct Credits / Bank transfers received - check list of open items from HUB; provide details of Direct Credits received in DZD bank account to HUB for posting * Collection of staff repayments (e.g. phone bill reimbursements or returned advances) * Disbursement of petty cash payments and posting in SAP journal with replenishment process ## Purchase to Pay * Be the second line of support (GSD is the first) for blocked vendor payments (i.e. liaison with vendors) * Ensure proof of payment of invoices (general ledgers) is collected from vendors and filed appropriately * As requested by Business Ops manager, work with overhead and premises vendors to ensure invoices paid on time * Manage the scanning of invoices to a common drive. ## Suppliers and Services * Maintain an accurate and up to date vendor/supplier database and carry our relevant value for money (VFM) exercises annually in relation to overhead and premises budgets * Provide support in maintenance of stationery and equipment inventories * Monitor and take responsibility for small-scale resources/cash/stock, following established procedures; ensure that equipment and materials are available and ready to use when needed * Maintain up to date accurate record of British Council course book stock ## Purchase Orders and Payments * Undertake role of PO requisition creator of Business Ops team * Responsible for a number of specific payments: Maintenance contracts and office supplies; scheduled office rent; utility bills and maintenance for UKA staff accommodation; photocopy paper and toner; courier services * Compare quotations with POs and ensure value for money (VFM) ## Estates Co-ordination * Coordination of office space allocation; ensure all storage facilities are utilised appropriately * Conduct regular IWB, sound and projector checks in classrooms; escalate problems to Business Ops Manager and/or Global Service Desk; ensure on daily basis classrooms are fit for purpose * Support to Business Ops Manager regarding fixed asset and inventory management, e.g. recording and updating asset and inventory items details on appropriate software; participating in physical checks of assets and inventory; reporting on assets and inventories * Oversee replacement of equipment and disposal of old equipment following appropriate authorization ## Managing self & others * Plan and prioritise own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon * Actively identify and champion areas for change or improvement, including any blockages in service delivery, taking appropriate action to minimise the impact on internal/external customers * Actively contribute to own performance planning, management and review processes, and engage in continuous learning and professional development * Coordinate 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. Monitor task completion to agreed quality and time limits. # Key relationships Internal * Country management team; country staff * Global Services desk (GSD) * Cluster Business Operations teams External * British Council’s appointed bank employees * Vendors, customers, suppliers * Officials: National Security, Municipality, building taxes, utility authorities