Business Operations Assistant -Tfanen عودة إلى الفرص

Role purpose

To provide logistical and administrative support to the Tfanen team and lead on the daily management of the office premises.

About us

The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.

Function overview:

This post will provide administrative and logistical support in the management of the Tfanen programme team office. Tfanen is a highly successful EU-funded programme currently in its third year of delivery with a recent extension of 5 million EUR until November 2021. The overall objective of the programme is to strengthen the Tunisian Cultural Sector, with long-term ambitions that this will contribute to the consolidation of democracy and social cohesion in Tunisia. This is to be achieved by creating a cultural ecosystem where actors and beneficiaries (citizens – with a particular focus on youth and women & girls, civil society groups, private/public institutions) are involved in, and therefore actively contribute to and ‘own’, culture and development in Tunisia.

Specific Objectives (SOs) of the programme are:

• Promotion of Tunisian Cultural Diversity and access to culture at local, national and international levels (SO1)

Supporting freedom of expression and creativity, with a particular focus on youth, and professional development of the Tunisian cultural sector (SO2)

Main opportunities/challenges for this role:

• Support and cooperate with a team of 20 colleagues as well as over 30
• Manage high standard premises in a customer-oriented fashion
• Coordinate and manage a dozen of external local service providers

Main Accountabilities:

Programme/service support

• Delivers a range of administrative and/or customer services within agreed corporate procedures, to maximise quality, continuity and efficiency
• Maintains accurate records as they relate to the work area and drafts routine and some non-standard documentation, reports or financial analysis/reconciliations.
• Provides logistical support to the organisation and delivery of internal and external activities/events, to ensure they run smoothly and efficiently.

Customer support

• Receives and responds to enquiries from/to office guests, and may be a specific point of reference on queries relating to office management and usage
• Identifies where more complex issues require resolution by others and refers them on accordingly
• Recognises and understands the impact of incidents arising (e.g. complaints, resourcing problems, logistical or technical difficulties) and proactively alerts the Programme Manager/Head of Administration and Contracts Manager to any issues of concern that are likely to impact service/project/task delivery or customer experience.

Relationship & stakeholder management

• Proactively communicates and liaises with others (inside and outside the BC and Tfanen team) to ensure effective coordination and delivery of events, services and activities
• Builds an understanding of who’s who within the wider department, unit or region to enable effective resolution of issues when they arise

Finance & resource management

• Monitors and takes responsibility for small-scale resources/cash/stock, following established procedures and ensures that equipment and materials are available and ready to use when needed

Managing self & others

• Plans and prioritises own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon
• Tasks and coordinates others (e.g. internal colleagues or external contractors/suppliers) to complete time-limited, straightforward activities, within established procedures, in order to ensure efficient delivery of services.  Monitors task completion to agreed quality and time standards.

Key Relationships

Internal

• Contracts Manager, Programme Manager/Head of Administration and Compliance, Head of operations, Events Manager

External

• External suppliers, external consultants, office guests, British Council colleagues, EUNIC colleagues, European Union staff and colleagues

Role Requirements: