Job Description

Manager Administration & Facilities 1

Date: 22 Jan 2024 Location: Noida, South Asia, IN Company: British Council

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021\xe2\x80\x9322 we reached 650 million people.


Job Title: Manager Administration and Facilities


Purpose of job:


Primary responsibility for this job holder is the effective management of the facility to standards which reflect very best external practice.
The job holder will be responsible for creating a physical environment that reflects the British Council\xe2\x80\x99s values where employees enjoy working in and feel proud to be part of.
The job holder will also be responsible for management of vendors towards facilities, transport, travel, and office supplies. Additionally, it requires administrating an efficient and effective facility management program by establishing work policies and requirements, coordinating, planning, prioritizing and successfully completing short- and long-term projects, legal regulatory and statuary compliance.


Main opportunities/challenges for this role
Accountabilities, responsibilities, and main duties:

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  Manage Quality and supervision of Outsourced Services
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  Effective supervision of our facilities Management firm.
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  Effective deployment and management of vendors & contracts to manage day to day running of office facilities through optimization of cost and service levels in selection and evaluation of vendors.
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  Management of Transport vendor through Facilities Management firm to ensure timeliness and quality of transport provided to employees. Planning of resources is with clear and transparent analysis of shared costs in line with drivers, efficiency saving and reviewed annually.
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  Develop and monitor Quality of Service level indicators to improve all services provided by the Administration Team.
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  Responsible for regular staff communication regarding compliance / new initiative / steps taken for improvement.
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  Lead the relations with outsourced service to ensure excellence in delivery.
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  Optimization of vendor costs.
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  Transparency in management of vendors with clearly defined processes of selection and evaluation involving controls established with country finance team.
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  Business Continuity Plan/ Health/ Safety/ Environment
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  Manage security standards to ensure constant protection of staff, facilities and equipments from fire, theft, sabotage etc.
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  Maintain an effective Business Continuity Plan that ensures continuity of office facilities, operations with minimal disruptions of service to onshore processes.
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  Maintain regular contact with the Head of SSC; advise on site issues and advice of incidents, escalation and complaints
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  In consultation with Regional Information Policy Advisor to ensure that the agreed data security policies and practices are correctly implemented, adhered to by staff and managed effectively.
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  Holding the Security Guards (and the third part provider of security standards) accountable for the rigorous and effective implementation of the agreed security protocols
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  Monitor IT security practices and implement.
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  Mandatory and periodic health and safety checks and training.
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  Business Continuity Plan development, testing and review every 6 months and as and when situation demands.
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  Regular simulation to be conducted and findings shared and implementd
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  All documentation to be reviewed periodically and constantly updated
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  Deliver as per targets.
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  Liaison with local regulatory authorities
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  Local legislations are complied with.
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  Permissions, clearances are obtained well in advance.
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  Updates changes in Regulatory environment.
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  Effective management of facilities
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  Oversees the scheduling, maintenance, and monitoring of all ventilating, air conditioning, water, electric, and other systems to ensure efficient office operations.
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  Coordinate construction, remodelling, and repair projects. Obtains cost estimates and coordinates activities related to facilities renovations or space allocations and inspects completed work for conformance of specifications.
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  Manage schedule of front office and housekeeping activities.
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  Manage employee cafeteria ensuring that all food preparation conforms to established standards.
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  Run an optimal process of procurement and stocking of office supplies.
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  Provide administrative support in the organization of office events.
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  Manage the Annual Budget for the Facilities
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  Responsible for the management tool for space planning, seating, moves, changes and other facilities-related information.
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  Engage in the typical responsibilities of a manager requiring planning, evaluating, organising, integrating, and controlling.
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  Managing the BC brand in the premises \xe2\x80\x93 use of artwork, posters etc in a way that contributes to a high quality, exciting and business-like workspace.
  

Information Security :

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  Ensure that their workforce are aware of the information security policies and comply with them
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  Ensures that the team complies to ISO 27001 and IGA related requirements.
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  Send account opening requests effectively.
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  Disable accounts immediately for leavers and Absconders /on long leaves.
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  Document and monitor / review access levels of his/her team
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  Provide security awareness and education to team.
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  Manage Records to ensure compliance to Freedom of information act.
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  Ensure incidents of their respective functions are closed within SLAs.
  

Key relationships:

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  Direct- MD/ Employees/ Suppliers and Third party vendor/ BC UK
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  In direct \xe2\x80\x93 British Council
  

Qualifications \xe2\x80\x93 Graduate/ Postgraduate


Role specific knowledge and experience

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  Project and Contract Management including context, marketing and stakeholders, development and delivery, tendering and procurement, managing risks, negotiation, monitoring, evaluation and reporting, auditing, business and system processes.
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  Financial management including risk management, planning and forecasting, monitoring and reporting.
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  Marketing and Customer services particularly understanding and responding to customer needs.
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  Knowledge of international Health, Safety and Security Standards

Further Information


Pay Band \xe2\x80\x93 7
Contract Type \xe2\x80\x93 IDC
Department/Country- GSS General Management (Corporate Finance)/ India \xe2\x80\x93 Noida
Closing Date (Time) \xe2\x80\x93 6 Feb 24 (IST -23:59)


A connected and trusted UK in a more connected and trusted world.


Equality , Diversity, and Inclusion (EDI) Statement


The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.


The British Council is committed to safeguarding children, young people and adults who we work with.


We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.


Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council\xe2\x80\x99s Safeguarding policies for Adults and Children.


If you have any problems with your application please email askhr@britishcouncil.org


Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our \xe2\x80\x98ASK HR\xe2\x80\x99 email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.