TYPE OF ROLE
Administration / Corporate Support
Business Management and Improvement
Other
ROLE PURPOSE
To lead administration processes for Global Estates and supporting Head of Business Management allowing them to fulfil their role in running Global Estates business as usual functions in an effective and efficient way. In particular, the postholder will be responsible for
- Contract administrator for estates related managed services providers (MSP) e.g. furniture, regional architectural and/or mechanical & electrical services and core contracts for the global delivery of lease transactions, capital projects and Global Estates Facilities Management.
- Support Estates Portfolio Management with global portfolio and lease administration.
- Manage and improve Global Estates communication sites including the intranet and SharePoint. Role holder is expected to review/improve content on the intranet and SharePoint sites to reflect the team globally.
- Support Head of Business Management with financial management process and implement process improvement as required.
ROLE CONTEXT
The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.
We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.
The post is based within the Business Management team in Global Estates, a corporate services function within Finance. The core function is that of leading administrative support to the directorate, whether the acquisition or disposal of property and its management, as well as supporting head of business management to deliver a high-volume of work on a global basis.
The role requires a self-starter capable of working with a high degree of independence, putting in place systems and processes to ensure the effective functioning of the directorate.
Key Relationships
Internal
- Director, Global Estates
- Procurement and Contracting
- Head, Business Management
- Global Estates Leadership Team
- SBU Heads
- Direct reports and their teams
- Executive Assistant to Director, Global Estates
External
- Suppliers including Integral, JLL
MAIN RESPONSIBILITIES
Function Support
- Support Head of Business Management with internal communication tools including maintaining and updating Global Estates SharePoint and intranet sites.
- Support any re-tender process reporting to the allocated Contract Manager, unless of a magnitude requiring specific resource.
- Manage, arrange and minute meetings.
- Coordinate and circulate associated documentation / links to documentation.
- Under guidance from Global Estates’ Commercial Manager and Procurement, if required, coordinate tender documents (packs) and bid evaluations for tender invitation to potential suppliers.
- Maintain supplier Lots across framework.
- Maintain supplier dashboard (services, ranking).
- Obtain and circulate papers ahead of time, as necessary.
- Log actions and follow-up for responses.
- File associated documents, including variations etc.
- Manage commercial & contract Teams site and SharePoint repository.
- Lead administrator for Estates Portfolio Management ensuring effective coordination of reports by delivery partner managing distribution and stakeholder lists making additions/deletions as required.
- Create PowerPoint presentations, editing Word documents and Excel reports, for example to support Global Estate Leadership Team meetings or reporting, as required.
- Weekly diary management including scheduling and preparation for internal and external meetings and phone calls, as well as managing the Director’s travel arrangements and schedule in EA’s absence.
- Ad hoc duties for the senior team when needed.
Finance and Resource Management
- Manage routine financial processes on SAP/My Procurement e.g. raise purchase orders, intercompany purchase orders requests etc in a timely manner.
- Communicate with relevant parties to ensure that correct WBS structures etc are set-up in a timely manner.
- Ensure all Works Orders, instruction mandates, etc. are recorded appropriately to track expenditure.
- Oversee, reconcile and process invoices.
- Liaise with local finance teams to ensure purchase orders are opened / closed appropriately.
- Assist Head of Business Management with routine SAP reports to review/reconcile expenditure across BAU transactions at Year-End process.
Relationship and Stakeholder Management
- As and if required, support project lead(s) by managing the governance process, recording and independently following-up on actions to ensure timely completion of the necessary auditable documentation for specific groups of projects.
To lead administration processes for Global Estates and supporting Head of Business Management allowing them to fulfil their role in running Global Estates business as usual functions in an effective and efficient way. In particular, the postholder will be responsible for
- Contract administrator for estates related managed services providers (MSP) e.g. furniture, regional architectural and/or mechanical & electrical services and core contracts for the global delivery of lease transactions, capital projects and Global Estates Facilities Management.
- Support Estates Portfolio Management with global portfolio and lease administration.
- Manage and improve Global Estates communication sites including the intranet and SharePoint. Role holder is expected to review/improve content on the intranet and SharePoint sites to reflect the team globally.
- Support Head of Business Management with financial management process and implement process improvement as required
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