PREMISES PROJECT COORDINATOR UKRAINE

Transcription

1 . PREMISES PROJECT COORDINATOR UKRAINE JANUARY BPremises project coordinator [Insert date created/last modified The British Council

2 Role Information Role Type Pay Band Location Duration Reports to: Project Coordinator PB 6 Grade G Kyiv, Ukraine April 2018 April 2019 Head of Corporate Services Role purpose To coordinate the advancement and completion of the British Council s project for the creation of new premises in Kyiv 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. Context and environment: British Council Ukraine is going through a premises project which includes establishing new back office and potential teaching facilities in Kyiv in the next 12 months. The Premises Project Coordinator Kyiv under the guidance and management of the Head of Corporate Services will act as locally-based liaison figure for all stakeholders, service providers, contractors and suppliers involved in the project, ensuring the smooth and successful progression of the project within agreed timeline. The post holder will report to the Head of Corporate Services Ukraine and will be expected to work closely with the British Council s Corporate Services department, regional teams (Global Estates, Global Information Services, etc), contracted Real Estate consultant, as well as the British Council s designated architect, Health and Safety Advisor and Security Advisor for the project. Main Accountabilities: Communication and liaison Ensure effective communication between locally based authorities, consultants, suppliers, contractors and service providers and British Council premises management team (including translation assistance when required) Responsible for ensuring that all local requirements relating to the establishment of new premises are actively investigated and fed back to BC premises project management team Channels communications between the premises landlords and co-tenants and the rest of the British Council premises project management team Project administration Responsible for taking receipt of all project-related documentation delivered or required locally or as per British Council corporate standards 2 0BPremises project coordinator [Insert date created/last modified The British Council

3 Ensures all project documentation is appropriately completed and filed Organizes regular meetings of stakeholders and external contacts to agreed project timeline Arranges local accommodation of visitors on project-related business arriving from outside Kyiv Financial and budget management and control Ensures that the project works proceed according to the agreed budget, that expenditure is monitored and that any deviations or anomalies are promptly reported. Fulfils monthly corporate project reporting requirements. Responsible for ensuring that all financial monitoring and control documentation is obtained and filed according to BC corporate standards and requirements Supply management Obtains quotations for the supply of goods and services required for the project Ensures the delivery of goods and services required for the project Takes receipt of operations manuals and receipts on behalf of British Council Responsible for supervising installations and deliveries and signing off as appropriate Facilities management Ensures security of premises during premises project work (security systems activated / deactivated, premises locked / unlocked, all due security measures taken to safeguard premises and property) Responsible for arranging temporary security as required Contract supervision Ensures contracted services and work are delivered to schedule and according to contractual agreement. Responsible for timely signalling of problems or issues which may compromise the successful completion of contracted work or services to the agreed schedule Key Relationships: Internal Corporate Services Department Ukraine Country Director and Leadership team Programmes teams and Communications team British Council Regional teams and Premises Project Team External Contracted consultants, designers and architects Suppliers, contractors, service providers Landlords Co-tenants Role Requirements: Threshold requirements: stage Passport requirements/ Right to work in country The right to work in Ukraine. Notes References, medical and criminal check 3 0BPremises project coordinator [Insert date prepared] The British Council

4 Person Specification: Language requirements (DELETE IF NOT APPROPRIATE) stage Minimum / essential Desirable Fluent Ukrainian and Russian. English to C1 level Qualifications English language test before interview Interview Minimum / essential Desirable University degree or equivalent experience Role Specific Knowledge & Experience University degree in a relevant subject area eg business administration, systems management or technical discipline Minimum / essential Desirable Project management experience British Council Core Skills Proven record of projects completed Relevant premises projects or building management experience would be an asset and interview Managing projects (level 3). Leads smaller projects Analyses requirements with the sponsor/stakeholders, defining the specification with awareness of equality and diversity impact, planning, revising, implementing and evaluating on small-to-medium scale and/or low risk projects Communicating and influencing (level 3). Is creative and adaptable in communications Able to use a range of non-standard and creative approaches to inform, and persuade others, extending beyond logical argument to influence decisions and actions in a way which is inclusive and engaging. Planning and organizing (level 3). Develops annual plans Develops and reviews the implementation of annual plans for a work group or function, taking account of business and customer requirements and reconciling competing demands. Using technology (level3). Identifies improvements Identifies where new or improved technology could benefit business efficiency, the customer experience or market opportunities and makes evidence-based recommendations. Managing Finance and Resources (level 3) Supports budget management Monitors and controls an agreed budget within a defined area, producing reports and analyses and contributing to planning. AND Interview 4 0BPremises project coordinator [Insert date prepared] The British Council

5 British Council Behaviours Making it happen (more demanding): Challenging myself and others to deliver and measure better results Shaping the future (more demanding): Exploring ways in which we can add more value Connecting with others (more demanding): Actively appreciating the needs and concerns of myself and others Creating shared purpose (more demanding): Creating energy and clarity so that people want to work purposefully together Being accountable (more demanding): Putting the needs of the team or British Council ahead of my own Working together (more demanding): Ensuring that others benefit as well as me The following four behaviours will be assessed at interview: Connecting with others Being accountable Making it happen Shaping the future Prepared by: Date: Svitlana Ogorodnyk, Head of Corporate Services January, BPremises project coordinator [Insert date prepared] The British Council