Role Profile Template s7

Role Profile Ref no: 16/01/089

Job Title Admin Officer PROKAS – Promoting Knowledge for Accountable Systems (formerly Directorate or Region Bangladesh Department/Country known as TARIF) is a DFID/UKaid funded programme

Location of post Dhaka Pay Band Consultant equivalent to Band 4

Admin and Finance Reports to Duration of job 2 years Manager

Job aim:

To support in the operational management of the PROKAS – Promoting Knowledge for Accountable Systems (formerly known as TARIF) project. Responsible for seamless and effective office administration and logistical management including event management. Responsible for arranging and coordinating all TARIF travel requirements. The main liaison with back office suppliers and contractors – ensuring they are clear of requirements/expectations and that they deliver to the required standard. Ensures all IT, systems and associated equipment are maintained to ensure TARIF is fully operational at all times. Leads on event management with venues and suppliers of related services. Provides ad-hoc support to the Deputy Team Leader. Ensures appropriate upkeep and ordering of stationary and other such office resources. Establishes and maintains an inventory of all TARIF project assets. Ensures all duties performed are executed to required British Council standards as well as contractual requirements. Ensures appropriate administrative, financial and contractual control during performance of all tasks.

Context and environment: The British Council creates international opportunities for the people of the UK and other countries and builds trust between them worldwide. Our work is organised into the separate business areas of Arts, English and Education and Society. Arts: New ways of connecting with and understanding each other through the arts English: More widespread and better quality teaching, learning and assessment of English worldwide Education: Enhanced UK leadership of and shared learning from international education Society: Societies whose young people, citizens and institutions contribute to and benefit from a more inclusive, open and prosperous world.

Accountabilities, responsibilities and main duties:

Smooth operational management of the PROKAS office  Ensure office premises well maintained and secure  Manage the front desk and the office phone and provide secretarial support to PROKAS staff and visitors  Prepare schedule for International consultant and visitors  Provide support to the International consultant or visitor as and when needed  All office equipment and vehicles are well maintained and all maintenance contracts are updated/renewed in time  Inventory prepared and maintained as per British Council standards – updated each quarter and

1 of 4 Recruitment January 2016 reported to the Administration Manager for information and record.  Maintain stock regularly (monthly) and prepare monthly stock requisition  Support the Admin and Finance Manager on procurement of goods and services relating to events and project office resources adhering to procurement guidelines at all times  Security clearance from British Council planned and received in good time for all travel  Lead on visa application support for international consultants in accordance with BC policy  Co-ordination of International consultants’ accommodation  Liaise as appropriate with relevant BC staff in relation to PROKAS office and accommodation issues  To make sure that the driver is logging the vehicle movements as well as running and maintaining it as per required BC standards  Supervise Driver and Support staff accordingly  Maintain the ‘incoming and outgoing’ document register

Maintenance of the IT system and associated equipment  Manage the 3rd Party service provider for IT related services for trouble shooting/line disconnect.  Check and ensure that all IT systems are functional and operational at all times  All internet and network connections are functional and server is running efficiently at all times  Provision of IT support to all users is provided in a timely way and address all IT issues on priority basis  Endures BC code of conduct in relation to IT usage is adhered to by all users  Ensure that IT inventory is managed and supplies of stocks are updated

Procurement of goods and services for PROKAS  Support Admin and Finance Manager to have the procurement within budget and in line with BC/DFID policy guidelines  Ensure value for money All procurement activities  Quotations are sought in good time with comparative statements prepared in line with BC/DFID procurement guidelines for Administration Manager’s approval  Action vendor creations in BC SAP system

Other relevant task for the project/office  Provide ad-hoc support to the Deputy Team Leader  Coordination of all meetings, workshops, seminars and events  General support to the PROKAS team as requested by the Administration and Finance Manager  Handle Petty Cash and prepare necessary vouchers for Admin & Finance Manager  Maintain and work on BC SAP system (create purchase order, change & delete, goods receipt)  Communicate with global service desk regarding SAP system maintenance issues  Line management responsibility

2 of 4 Recruitment January 2016 Key relationships: (include internal and external) The post holder will need to develop successful relationships with: Key programme stakeholders e.g. project teams, implementing partners, consultants Programme teams for Arts, English, Education and Society in Bangladesh

Other important features or requirements of the job

 The post holder will understand and make decisions which are affected by Equal Opportunity and Diversity (EO&D) legislation and policy. Additionally he/she will exploit opportunities brought by diversity and build them into all planning.  The post holder will understand the importance of child protection and ensure polices and processes are in place to offer maximum protection of young people at all relevant events and venues and ensure compliance with BC Child Protection polices.  The post holder will need to be flexible in terms of occasional in country travel and weekend and evening work.  The post holder is expected to join as soon as possible.

Please specify any passport/visa Bangladesh / Must be legally entitled to work in Bangladesh and/or nationality requirement. Please indicate if any security or ID, local/international police record check qualification and reference legal checks are required checks are required for external candidates. for this role.

“The British Council believes that all children have potential and that every child matters - everywhere in the world. The British Council affirms the position that all children have the right to be protected from all forms of abuse as set out in article 19, UNCRC, 1989”

3 of 4 Recruitment January 2016 PERSON SPECIFICATION

Essential Desirable Assessment stage Behaviours assessed during interview stage of recruitment process Working Together – The position holder essential level will be required to demonstrate all six Being Accountable – behaviours, on the Behaviours essential level job. These will be Please see The Making it Happen – assessed during year Behaviours essential level end performance Dictionary for evaluations. behaviour Behaviours not assessed definitions and during recruitment process levels Shaping the Future- Behaviours to be essential level assessed during the Connecting with Others– interview stage of recruitment are essential level mentioned. Creating Shared Purpose – essential level

Managing projects - (L1)

Communicating and influencing Skills and (L1) Knowledge Using technology (L1) Communication Skills (L2) Short listing and See The Core Interview Skills Dictionary for Managing people (L1) details

Very good English language skills (e.g. IELTS level 7)

Short listing Experience Two years relevant experience and/or Interview

Professional qualification Qualifications A University degree in Project Management Short listing or a related field

Submitted by Lynn Brooks Date January 2016

4 of 4 Recruitment January 2016