Pay Band Location Duration Reports to: Grade H (full time) Brussels 2 years (with possible extension)

Transcription

1 Role Title Business Support Services and IT Coordinator Belgium Role Information Pay Band Location Duration Reports to: Business Support Role purpose Grade H (full time) Brussels 2 years (with possible extension) Senior Accountant The aim of the role is to effectively and efficiently coordinate all facilities, IT and business administration of the British Council office in Brussels, Belgium. 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. Brussels is home to the main institutions of the European Union. These institutions formulate policies, laws, and recommendations which are relevant to the work of the British Council in all regions of the world, and the EU funds a global portfolio of programmes in our core areas including Culture, Education, Governance and Civil Society. Our office is a hub for several teams who share a range of responsibilities for the British Council Belgium operation, for our work across the EU and across the global network. We have an average of between 25 to 30 staff members at any one time. The teams are set up as follows: The British Council EU team: The EU team represents the British Council in the centre of the European political 1 Business Support Services and IT Coordinator Belgium 20/06/2018 The British Council

2 and cultural debate. It advocates the Council s values and strategy to a highly influential European and international audience of policy makers, thereby building support, gaining trust and gathering vital information about opportunities for partnerships and funding for our work worldwide. British Council Belgium team: British Council Belgium aims to provide educational opportunities and strengthen cultural relations between Belgium and the UK. We do this through the delivery of IELTS & Cambridge English examinations and by building networks and deliver projects in the Education and Arts sectors. British Council Arts regional team: Our arts portfolio in EU lives and breathes the aspiration to inspire, innovate and transform to offer young people, artists, participants and audiences in the UK and across the EU life-changing and life-enhancing experiences, helping to provide opportunities and constructive approaches to some of the big challenges across countries in the region such as youth unemployment, skills gaps, access to the labour market and talent retention. The Brussels office also hosts staff from E&E global, Arts Global, Europe and SE region. Main Accountabilities: The post holder will be responsible for the successful delivery of Business Support Services to staff based in the Brussels office as well as the management of the premises. IT Management & communication services contracts: The job holder will coordinate local components of IT management as defined by Global Business Services (GBS): Identify, develop, and manage effective relationships with GSD, 2 nd /3 rd level support from GBS, ISPs, telecommunications, videoconferencing, and networking partners. Ensure the integrity and security of ICT systems used in Brussels Provide IT support for internal/external events Filter ServiceNow incidents to be passed to external IT support Liaise with external IT support to organise regular appointments in the office Manage IT hardware in the Brussels office Monitor IT Budgets and report on these to the Senior Accountant Maintain the IT equipment inventory and keep the register of borrowed IT equipment up-to-date Liaise with the mobile phone contractor and ensure all mobile contracts are up 2 Business Support Services and IT Coordinator Belgium 20/06/2018 The British Council

3 to date. Update the mobile and laptop policies on a yearly basis or when contractually required Office management and security: Communicate and coordinate with suppliers, cleaners and landlord/estate agents, local authorities and ensure that services are delivered according to service level agreements. Coordinate activities, as and when required, to ensure completion of major works such as building, renovations and moves as well as ongoing maintenance and repairs. Ensure that operational teams are consulted and such works are planned well in advance and communicated. Coordinate the management of leases and renewals in line with corporate standards in liaison with Global Estates and within local market values and to ensure best value for money. Ensure that notice periods for termination and notice periods are managed effectively so as to protect British Council assets. Attend tenants meeting Keep up-to-date with corporate standards and developments with respect to Global Estates and ERM (Enterprise Risk Management). Look after maintenance and repairs of office furniture and equipment (franking machine, alarm system operation, air-conditioning system, electrical maintenance and system, kitchen appliances) Maintain up-to-date BC office inventory database, carry out annual check of inventory on the BC premises and support the corporate fixed asset process. Maintain up-to-date list of key and badge holders Maintain the BC basement storeroom Administration of CCTV, security/alarm, and access card systems Information & Knowledge management maintaining the information asset register Environmental Framework Tool (EFT): o o Health and safety: Contribute to minimisation of the BC s impact on the environment such as the generation of waste and implement recycling initiatives wherever possible To provide administrative support for the completion of the EFT return during the reporting period Organise health & safety training for staff in Brussels according to H&S corporate / local guidelines Update fire procedures; explain emergency procedures to new staff. Ensure all Health, Safety and Security standards are met in the premises Act as the official Health & Safety officer for the BC Belgium office 3 Business Support Services and IT Coordinator Belgium 20/06/2018 The British Council

4 Procurement: Follow the procurement policy as set out in corporate guideline (P2P) and maintain/update procurement guidelines for BEL: Negotiate with suppliers, try to find the best deal, test the market on a two yearly basis support the Senior Accountant with accounts payable service: by ensuring all creditor accounts are up to date, all purchase orders and invoices are verified and processed aptly Ensure all month end tasks are completed and submitted on a local platform in consultation with the Senior Accountant in support of obtaining good audit reports. Keep Approved Suppliers List up to date Support the management of vendors and contracts in line with British Council procurement policies and standard Key Relationships: Internally: collaborative working relations with all colleagues in Belgium; Regionally: collaborative working relations with colleagues in other countries as required; Externally: collaborative relationships developed and maintained with vendors and key partners. Other important features or requirements of the job This is a full time position, working 5 days a week. Occasional travel or work outside of business hours may be required. Role Requirements: Threshold requirements: Passport requirements/ Right to work in country Direct contact or managing staff working with children? Person Specification: Language requirements Applicants must already have the right to live and work in the EU. A criminal record check will be required Assessment stage Shortlisting N/A Assessment stage Essential Desirable Assessment Stage English at B2 level Dutch or French at proficiency level C1 English at CI level Shortlisting Role Specific Knowledge & Experience 4 Business Support Services and IT Coordinator Belgium 20/06/2018 The British Council

5 Essential Desirable Assessment Stage Experience of administrative and organisational tasks, procurement and contract management Experience of working with diverse teams Shortlisting and interview Uses IT with confidence British Council Core Skills Assessment Stage Managing projects (Level 2): Examines project data and performance, reporting on progress and recommending corrective action as needed. Planning and organising (level 2): Organises own work over weeks and months, or plans ahead for others, taking account of priorities and the impact on other people. Managing finance and resources (level 2): Uses corporate financial systems and processes appropriately as part of the job and on behalf of a team. Using technology (level 2): Operates as an advanced user: Works as an advanced practitioner in the use of office software and/or British Council standard and social media platforms and trains or coaches others in their use. British Council Behaviours Connecting with others (essential level) Making regular opportunities to understand others better Working Together (essential level) Establishing a genuinely common goal with others Making It Happen (essential level) Delivering clear results for the British Council. Being Accountable (essential level) Delivering my best results in order to meet my commitments. Shortlisting and Interview Assessment Stage Interview 5 Business Support Services and IT Coordinator Belgium 20/06/2018 The British Council