Vacancy at British Council in Ethiopia for Facilities and Logistics Officer- Addis Ababa

 Purpose of job: To support high quality management of British Council’s facilities, premises and other assets in Ethiopia, ensuring the security and safety of all staff, visitors and assets as per the corporate standard. The post holder will also support the Office Manager in the purchasing of any goods and services related to British Council Ethiopia’s estate and will coordinate store management, including keeping up-to-date inventory records. She / he will also assist with work and residence permits for expat staff, duty free and all custom clearances as well as supporting staff moves and residence management and provides administrative support (diary management, travel bookings) to Director and Deputy Director.

Context and environment:
This post is based in the Business Support Services Team and will have a cross functional relationship with all the Departments of the British Council’s country office.  The post holder will be directly responsible for line management of the Security team – as well as coordinating and regularly feeding back on any out sourced arrangements related to IT, security, cleaning, maintenance services and any other related areas.
Accountability, responsibilities and main duties:
The post holder will be accountable to the Office Manager and will be responsible for ensuring facilities, estates and assets are maintained to a high standard across British Council Ethiopia operations, overseeing implementation of safety and security protocol, and supporting the Business Support Services team across day to day office routines as required. Specific duties will include:
· To be responsible for all administrative processes related to UK appointed staff moves, including arrivals, departures, customs clearance and ongoing residence management – including any associated procurement;
·  Provide administrative support (diary management, travel bookings) to Director and Deputy Director.
· To support the Office Manager in delivering a range of services ensuring the maintenance of corporate buildings (including office stores) and maintenance of vehicles, equipment and assets including IT, VC, CCTV and phone equipment in order to provide a safe and efficient working environment for staff and customers;
· To support the Procurement of goods and services which includes, but is not limited to, identifying potential vendors, preparation of bid and tender documents and securing quotes from suppliers;
· Responsible for the management and upkeep of office equipment, including ensuring availability of stationery items and that office / IT equipment is fully functional at all time and are regularly maintained and serviced;
· Responsible for store management, including keeping up-to-date inventory of fixed assets and supplies and bin records, identifying items for re-sale and replenishment of stock for regularly used items and office supplies;
· Responsible for raising purchase orders for utilities and regular contract payments, and ensuring the timely settlement of all utility bills for the office and UK appointed staff residences.
· Ensure the efficient management of estate and office properties so these are well maintained and secure;
· Ensure all office appliances are functional to the expected standards;
· Ensure the safety and security of the office by regularly monitoring the fire, safety and security equipment are in place and up-to-date;
· To be responsible for managing framework Purchase Orders which are related to premises security and IT outsourced service and ensure British council is getting value for money.
· To be responsible for the administration of ad hoc claim of UK appointed staffs.
· Line manages the Security Guards and support coordination of out-sourced services for clearing, maintenance, gardening and security.
· Additional assignments and responsibilities as assigned by line manager.   Key Relationships:
Qualifications and Experience:

Diploma in logistics Management, Business Administration or related field with a minimum of four years of experience in facilities and logistics Management.  communication skills, facilities management. some experience in an international organisation setting is preferable.

Skills and Knowledge:

Excellent communication skills in written and spoken English and Amharic Languages. English Language proficiency at Band 5(IELTS) or B1 Common European Framework Reference(CEFR) across four skills: Speaking, Listening, Reading and Writing. communications skills and facilities management.

Key Relationships:

Internal: BSS Services (including Finance Manager, HR Business Partner).  All Ethiopia country and regional staff, Country Director, Deputy Director, SMT, Estates Department in London,
External: Vendors, Estate/Property Agents, Customers, Out sourced service providers, Embassy (security and management departments).

Special requirements of the job:

Some unsocial hours and weekend work may be required.

Role Profile.doc
BC Behaviours.pdf
Core Skills.doc

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Closing date and time: 28 January 2018 (23:59 UK Time)