Operations Executive (Executive Assistant) at British Council

Special capital Region of Jakarta, Java, Indonesia -

Full Time

Start Date

Immediate

Expiry Date

08 Jan, 26

Salary

0.0

Posted On

10 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Financial Administration, Information Technology, Microsoft 365, ERP, SAP, Communication, Coordination, Meeting Management, Vendor Management, Budget Management, Research, Time Management, Risk Review, Staff Engagement, Logistics

Industry

Non-profit Organizations

Description

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. Meetings of the Country/Territory Leadership Team (CLT/TLT) are scheduled on a timely basis ensuring maximum participation. Proposed agenda items are collated, and final agenda agreed with Director and shared with participants no less than 3 days before each meeting. Mandatory agenda items such as ‘risk reviews', as advised by regional governance guidelines, are scheduled at appropriate times. Actions from previous meetings are followed up with each action owner, in advance of the following meeting. Progress updates are recorded and shared with Director and Chair of meeting (if not Director) in advance of the following meeting. Where hard copies are needed, contracts or other documents requiring Director signature are printed and returned securely to requester following Director signature. Support is given for coordinating Director's time for e-signing where this is required. Coordinate invitations and logistics for All Staff meetings and other staff engagement activities Support people-related tasks for example coordination with local health provider, local government agencies where relevant) and supporting the country/territory leadership team with activities to address areas arising from the annual staff survey Support the wider country/territory leadership team in communications for example outcome of pay awards Coordinate the Country/Territory Director calendar and travel (in country/territory, UK and international) Ensure appropriate briefings, speeches and discussion documents as required are prepared in advance for the Country/Territory Director, including collecting briefings from colleagues for Director's external meetings or conducting internet research on partner/stakeholder's biographies or institutions Supporting finance and procurement processes Support the Director in the management of her/his specific budgets. Ensure relationships with vendors are maintained and payments are processed on time and in accordance with FABS on-line system (SAP Finance) guidelines. Manage relationship with vendors and suppliers and holds them to account for delivering services. Experience of working a supporting role Administrative and financial administration experience Confident user of information technology (Word; Excel; PowerPoint), Microsoft 365 functionality, ERP or SAP. Experience of working in an Executive Assistant role Bachelor's degree in Secretary, Business Administration, International relation, or equivalent by experience Written and verbal proficiency in English is required.

Responsibilities

The Operations Executive will coordinate meetings, manage the Director's calendar, and support various administrative tasks. They will also handle logistics for staff engagement activities and assist in financial processes.