Administration Executive

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other's strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.

• Contract: 2 years fixed term (renewable)
• Location: Ho Chi Minh City
• Salary: Pay Band H/4
• Closing Date:  Friday 20 Aug 2021 - 23:59 Vietnam Time (GMT +7) 

Role Purpose To provide effective, efficient administrative support services and advices to ensure business continuity and minimize interruption to operations of the British Council’s main office and teaching centres in Ho Chi Minh city.   Main opportunities/challenges

• Ensuring the efficient and effective implementation of high-standard services regarding administration management provided to the main office and branch teaching centres’ daily operations.
• Working under pressure.
• Opportunity to work across units to improve business support service standards.
• Career development opportunities in the British Council Viet Nam.

Main Accountabilities   Administrative services   Delivers sufficient, efficient and effective administrative services, following corporate standards in terms of cost, impact and efficiency to ensure business continuity and smooth daily operations for Ho Chi Minh main office and branch teaching centres:

• Manages and monitors Premises & Facilities’ purchase of services and commodities, strictly following corporate/ regional, financial policies and procurement standards to ensure value for money and resources sufficiently provided in line with expected/ agreed level of quality and standards.
• Manages and follows up payments for offices’ and UK appointed staff’s residence leases, utilities, office/ premises and facilities related services to make sure they are properly processed according to terms and conditions of the contracts and in line with required procurement standards.
• Ensures Premises & Facilities’ expenditure contract registration up-to-date and physical record compliant with corporate/ regional policies of contract management and record retention.
• Efficiently arranges and well manages stock of office’s branded materials, e.g. envelopes, letterheads, business cards, following Brand’s guidelines.
• Arranges office events, which include but may not be limited to managing invitations, participant list and logistic arrangement (travel, venue, stationary, catering services, etc.)
• Facilitates logistic arrangement for British Council corporate visitors’ business trips or workshops such as visa application, hotel and car arrangement, welcome pack, etc.

  Administration management

• Manage the record and usage of Company stamps.
• Manage numbering and recording of the office’s outgoing official documents.

  Asset management

• Coordinates with Facilities Executive to ensure monthly data input implemented timely and accurately.
• Assists Facilities and line manager in inventory checks carried out twice per year and ensure the correctness of outcomes.

Security, fire safety, health safety and environment related tasks

• Organises annual Fire Safety training sessions delivered to all staff members on annual basis.
• Organises First aid training for nominated first aiders upon teams’ demand.
• Cooperates with Facilities Executive to provide support on a range of activities and/ or events delivered relating to Green/ Environmental Framework (EF), Equality-Diversity-Inclusion activities (EDI), Enterprise Risk Management Framework (ERMF).

Backup role and other tasks

• Backs up line manager, Facilities Executive as and when required and/ or expected to ensure all premises and facilities are fully operational and fit for purposes in HCMC main office and branch teaching centres.
• Assists line manager in new premises projects in areas of financial and administrative supports, etc.
• Handles other tasks as assigned by line manager.

  Other important features or requirements of the role

• The British Council Teaching Centre operates from 8.00am to 10.00pm from Monday to Friday and from 7.30am to 8.30pm on Saturday and Sunday. This post may be required to follow working patterns that include unsocial hours with priority to support main office and teaching centres’ daily operation.
• Works effectively with diversity as an essential and integral part of daily work and consistently meet the British Council’s Equality-Diversity-Inclusion policy and Safeguarding policy and standards in carrying out all internal and external duties.
• Manages information created and received in compliance with the British Council’s information management standards, policies, the UK Data Protection Principles and local legislation.
• Demonstrates a commitment to reflective practice, professional and organisational development objectives, taking advantage of opportunities to enhance qualifications and or gain/ share knowledge for the team as well as for self. Make a positive contribution to team meetings and give suggestions to management for improving business support practices and procedures based on customer feedback.
• Assures other business support services related tasks or duties as and when required by the management team.
• Understands that this role profile may be amended to meet operational demand and any changes will be discussed with effected staff member(s) with a minimum of one month’s notice.

  Requirements

• University degree
• Minimum two years working experience in administration and/ or premises facilities management.
• Excellent written and oral communication skills in English (CEFR B2) and Vietnamese.
• Computer literate with Microsoft Office apps (Excel, Word, Power Point, Outlook, etc.).

  Benefits 

• Professional development opportunities
• Leave and Holidays
• Health Insurance
• A connected and trusted UK in a more connected and trusted world.

  Equality Statement: The British Council is committed to a policy of equality and to valuing diversity and is keen to reflect the diversity of the societies in which we work at every level within the organisation. We welcome applications from all sections of the community. We aim to abide by and promote equality legislation by following both the letter and the spirit of it to avoid unjustified discrimination, recognising discrimination as a barrier to equality of opportunity, inclusion and human rights. All staff worldwide are required to ensure their behaviour is consistent with our policies. The British Council has Disability Confident Employer Status. We offer a guaranteed interview scheme for disabled applicants who meet the essential criteria for the role. Applicants are encouraged to highlight any specific requirements or adjustments needed to enable participation in the recruitment process. 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’s 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 ‘ASK HR’ 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.