Role Profile Template s2

Job Description Ref no:

Job Title Executive Facilities North India

Directorate or Region India Department/Country Facilities

Location of post New Delhi Pay Band J

Manager Facilities Reports to Duration of job 3 years fixed term renewable North India

Purpose of job: To support the work of the Facilities team in New Delhi by providing comprehensive administrative support to the full range of business support services, including estates, LA staff residences, vehicles, equipment and assets for a safe, efficient and fit-for-purpose working environment for staff and customers.

Context and environment: (e.g. dept description, region description, organogram) South Asia Region: The region is of high priority for the UK covering both high-growth economies (notably India, with a population of 1.2bn) and other countries important to the UK from a security perspective, principally Pakistan and Afghanistan. The region comprises India, Pakistan, Bangladesh, Afghanistan, Sri Lanka, Iran (non-represented) and Nepal. Programme priority areas are English, where there is a need to develop a stronger product offer for teachers and learners; Higher Education (with large opportunities in market intelligence and knowledge transfer) and the Arts.

India:

The UK has challenging ambitions for its engagement with India in Education, English and the Arts and British Council India’s role is to help create the conditions which will lead to their achievement.

Education: The UK’s ambition in higher education is to attract the best students from India and send students to UK to strengthen future links. The aim is to significantly increase the institutional partnerships, in research, teaching and innovation, and support India’s reform agenda, including TNE and MOOC provision. In Skills and VET, the UK’s ambition is to play a critical role in helping to skill 500m people. The UK schools sector’s ambitions are to build cultural links and share best practice.

English: The UK’s ambition is for all learners and English language trainers and teachers in India to have access to English language training, teaching, learning, and testing solutions and professional development opportunities from the UK. We aim to significantly increase the number of UK-India institutional level partnerships and research collaborations (particularly in the fields of language of instruction, English skills for employability and CPD) which will support the Indian government in achieving its reform agenda.

Arts: The UK’s ambition in the arts is for strengthened collaboration and exchange between cultural institutions, leaders and professionals; to engage new audiences in the UK’s creativity and ideas leading to an enhanced appreciation of the UK’s cultural assets.

Our operations in the four main metro cities and through our centres in five further cities engage with over 2.5 million people a year. We aim to increase our reach to 3 million (including 1.5 million enquiries) by 2014.

We have three teaching centres in Delhi, Kolkata and Chennai. Our nine libraries and information services have a membership of more than 60,000, while our Exams business offers UK qualifications to

1 of 5 Recruitment Team June 2011 more than 120,000 Indians wishing to enhance their English language, academic and professional skills.

We operate through centres in New Delhi, Chennai, Kolkata and Mumbai. In partnership with the Indian Council of Cultural Relations, we run five more centres in Ahmedabad, Bangalore, Chandigarh, Hyderabad, and Pune. India also hosts the British Council Management Services office in Noida, Uttar Pradesh, which provides finance and IT services for the global network. The Facilities Executive in north India will provide the Facilities team with administrative, data entry and secretarial support. This post holder will be required to work closely with colleagues in Exams, Teaching, the 3 strategic business units, Business support services and the Shared Service Centre as well as network with HQ colleagues.

Accountabilities, responsibilities and main duties:

Vendor Management

 Obtain quotes based on business requirements, create purchase orders, process invoices, and at all times follow British Council procurement guidelines and practice  Ensure timely vendor reconciliations  Follow up with vendors (including the British Council’s outsources Facilities Management suppliers) for payments, invoices against purchase orders, and share information with stakeholders their payment status  Ensure timely vendor creation is done using the online system  Ensure that there are no open purchase orders, and ensure that all facilities and resources-related purchase orders are raised correctly and on time.

Logistics

 Coordinate with clearing agents for clearance of consignments of imported supplies and materials.  Ensure proper documentation is provided for consignment clearance  Ensure connections, issuance of Internet Dongles, Office mobiles and Voice connection, process monthly billing. Ensure activation and deactivation of connections.  Ensure regular updates of user details and record changes  Assist in the procurement of phones /SIM and Data cards

Facilities and Premises

 Assist new joinees with issuance of business cards and access cards. Record issue and return of identity cards, BHC passes for regular, contractual, temporary staff and contractors  Maintain Gift Register for Delhi  Update Invoice Trackers for British Council Premise and Expat Houses Invoices  Reviewing Expat Lease Tracker – review and update expat lease tracker to ensure timely Rental payments to landlords  Ensure that all office vehicle insurances are valid. Monitor maintenance, usage and timely renewal of road tax exemptions  Ensure all Facilities AMCs are notified timely.

Assets and Inventory

 Update fixed assets and Inventory lists Annually

2 of 5 Recruitment Team June 2011  Record Signed Fixed Asset and Inventory sheets for Audit purpose  Co-ordinating Auction/sale of scrap

Key relationships: (include internal and external)  Heads of business and programme teams  Head Facilities North India  Assistant Director, Operations  Senior Manager IT North India and IT support team members  Staff visiting from other British Council offices  Procurement Team  Vendors

Other important features or requirements of the job (e.g. travel, unsocial/evening hours, restrictions on employment etc) occasional weekend working and long working hours

Please specify any passport/visa and/or nationality Post holder will need legal right to work in India. requirement. Please indicate if any security Reference Checks as per British Council India HR policy. or legal checks are required for this role.

3 of 5 Recruitment Team June 2011 Person Specification Desirable Essential Assessment stage

Behaviours Being accountable – Essential Interview only Delivering my best work in order to meet my commitments Making it happen – Essential Delivering clear results for the British Council Working together – Essential Establishing a genuinely common goal with others Shaping the future – Essential These behaviours will Looking for ways in which we can do things be needed to better successfully carry out Connecting with others – Essential the role, but will not be Making regular opportunities to understand assessed for others better recruitment purposes Creating shared purpose – Essential Communicating an engaging picture of how we can work together

Skills and Computer Skills – Level 1 – Outlook, Short listing and Knowledge Word, Databases, Internet Explorer Interview Communication Skills – Level 1 – Reading, writing, speaking, listening, and knowledge sharing Project & contract management Level 1 (Tendering & Procurement) Marketing & Customer Service – Level 1 (Understanding the British Council, Responding to Customer needs

Experience At least 2 years of similar work Short listing and experience Interview

4 of 5 Recruitment Team June 2011 Qualifications Graduate Degree in any discipline Short listing

Submitted by Manager Facilities North India Date 28 August 2014

5 of 5 Recruitment Team June 2011