Role Profile Job Description Ref no: 17/06/082 Job Title Admin Coordinator, Libraries Unlimited Directorate or Region South Asia Department/Country Bangladesh Location of post Bangladesh Pay Band 4 Reports to Finance and Admin Manager Duration of job 3.5 years CONTEXT AND ENVIRONMENT 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. Both globally and regionally, the British Council have extensive experience of managing substantial Library Information Services and programmes. British Council s longstanding international network of libraries has played a vital role in education and generation of leaders and, in South Asia, in particular, the libraries continue to be integral parts of the communities we serve. The British Council first began to offer library services in Bangladesh in 1954, in what was then known as East Pakistan. The British Council later expanded from one library in Dhaka to run branch libraries in the regional cities of Chittagong and Rajshahi. Today, there are British Council libraries in Dhaka and Chittagong, with more library services planned to open in Sylhet. Libraries Unlimited addresses the urgent need in Bangladesh for greater access to information for all citizens. In particular, there is a lack of access to basic information for self-improvement to health, literacy, education, housing and government services. Additionally citizens have little access to information to improve their livelihood options and professional growth in terms of skills for employability, business opportunities and even entrepreneurship. Communities lack designated spaces that provide opportunities to participate in collective educational and cultural activities To address this challenge, Libraries Unlimited will improve access to information and knowledge in Bangladesh. The programme has been designed based on the findings of the Library Landscape Assessment in Bangladesh (LLAB) published in June 2015 (the research report can be found here: http://www.britishcouncil.org.bd/en/library-landscape-assessment-bangladesh). Libraries will help millions of people in Bangladesh learn their way out of poverty. To achieve this, the current library structure needs to go through a radical process of transformation, upgrading infrastructures, services and resources to meet the needs of 21 st century societies. The intervention proposed through Libraries Unlimited will trigger and help sustain this process of transformation. The three core areas of action are: Creating, through policy dialogues, advocacy and outreach to key stakeholders, a momentum to support the process of modernisation of libraries in order to meet the needs of the information poor Developing a number of model libraries in partnership with the Government of Bangladesh and NGO stakeholders, including improvement of infrastructure and technological upgrade Page 1 of 5
An extensive nationwide training programme for government officials and library staff JOB DESCRIPTION PURPOSE OF JOB The purpose of the Admin Coordinator is to support the successful delivery of Libraries Unlimited, a key project for the British Council and the Government of Bangladesh. This is a challenging post with multiple responsibilities and tight deadlines. The Admin Coordinator will support the Finance and Admin Manager and project team by providing general administrative support that may include tasks such as, data entry, printing, photocopying, desk research, drafting documentation, meeting and event support and other ad hoc administrative tasks. The core purpose of the Libraries Unlimited Project Management Team The Project Management Team in Bangladesh will be responsible for the overall implementation of the project, including the recruitment of relevant staff, the creation of the Project Management Team and the management of the budget. The Project Management Team will oversee the delivery of all activities related to the project, including the design and implementation of model libraries and professional development. It will also manage critical relationships with the relevant ministries of the Government of Bangladesh as well as key stakeholders from the non-government sector. The Team will also oversee the monitoring and evaluation process. ACCOUNTABILITIES, RESPONSIBILITIES AND MAIN DUTIES 1. Libraries Unlimited Administrative Support Support the Finance and Admin Manager in financial data entry, coding and reporting Provide administrative support to the team, including data entry, drafting documentation, printing and other ad hoc administrative tasks Provide support for meetings and events that the project may develop and manage Help organise visits for the team, consultants and partners which may include communications with stakeholders, partners, management of logistics and budget approvals Update project tasks and deliverables using JIRA Support the team on field visits Collect data and information for the Project Team for use in planning, budget forecasts, general research, etc. 2. Libraries Unlimited Project Support Provide support to the Programme Manager in updating project schedules and documents. Facilitate and attend project and team meetings. KEY INTERNAL AND EXTERNAL RELATIONSHIPS Internal Relationships: Libraries Unlimited Project Team Deputy Director British Council Bangladesh Head of Business Support Partners British Council Bangladesh Head of Finance British Council Bangladesh Head of IT British Council Bangladesh Library Manager British Council Bangladesh Heads of Strategic Business Units of British Council Bangladesh Page 2 of 5
External Relationships: Key contacts and stakeholders at Department of Public Libraries, Ministry of Cultural Affairs Key contacts and stakeholders at Bangladesh Shishu Academy - Ministry of Women and Children Affairs Key contacts and stakeholders at ICT Division and Bangladesh Computer Council - Ministry of Post, Telecommunications and Information Technology Key contacts and stakeholders at Access to Information (a2i) program - Prime Minister s Office (PMO) Key contacts and stakeholders at Ministry of Education Key contacts and stakeholders at Non-governmental partners such as BRAC, Bishwa Shahitya Kendro (World Literature Center), Department of Information Science and Library Management, Dhaka University and Rajshahi University, Library Association of Bangladesh etc. Other Important Features or Requirements of the Job The job may require frequent travel across Bangladesh and some occasional business trips internationally. It will also involve occasional weekend and evening work. Such requirements will be managed and compensated within British Council HR policies. The post holder will understand the importance of child protection and ensure that policies and processes are in place to offer maximum protection of young people at all relevant events and venues and ensure compliance with BC Child Protection policies. Please specify any passport/visa and/or nationality requirement. Please indicate if any security or legal checks are required for this role. Bangladeshi passport holder or legally entitled to work in Bangladesh ID, local/international police record check qualification and reference checks are required for external candidates. The British Council believes that all children have potential and that every child matters - everywhere in the world. The British Council affirms the position that all children have the right to be protected from all forms of abuse as set out in article 19, UNCRC, 1989 The British Council is committed to a policy of equal opportunity. Our policy aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of gender, age, disability, ethnicity, religion or marital status. We guarantee an interview to disabled candidates who meet the essential criteria Page 3 of 5
PERSON SPECIFICATION Behaviours Please see The Behaviours Dictionary for behaviour definitions and levels Essential Behaviours assessed during interview stage of recruitment process 1. Creating Shared Purpose (Essential): Communicating an engaging picture of how we can work together. 2. Making it Happen (Essential): Delivering clear results for the British Council. 3. Being Accountable (Essential): Delivering my best work in order to meet my commitments. Behaviours not assessed during recruitment process 4. Working Together (Essential): Establishing a genuinely common goal with others. 5. Connecting with others (Essential): Making regular opportunities to understand others better. 6. Shaping the Future (Essential): Looking for ways in which we can do things better. Desirable Assessment stage The position holder will be required to demonstrate all six behaviours, on the job. These will be assessed during year end performance evaluations. Behaviours to be assessed during the interview stage of recruitment are mentioned. Skills and Knowledge 1. PLANNING AND ORGANISING (Level 2: Plans ahead) Organises own work over short timescales for routine or familiar tasks and processes. Shortlisting and Interview 2. ANALYSING DATA AND PROBLEMS (Level 2: Uses data) Reviews available data and identifies cause and effect, and then chooses the best solution from a range of known alternatives. 3. COMMUNICATING AND INFLUENCING (Level 2: Relates communications to circumstances) Displays good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences 4. MANAGING FINANCE AND RESOURCES (Level 2: Uses financial systems and processes) Uses corporate financial systems and processes appropriately as part of the job and on behalf of the team. Page 4 of 5
Essential Desirable Assessment stage Experience Minimum of 3 years experience working in an office/administrative environment Proven experience of: 1. Using Microsoft Word, Excel, Outlook and PowerPoint to an Intermediate/Advanced level in a work environment 2. Arranging meetings and capturing minutes 3. Carrying out data entry and drafting documents 4. Carrying out desk research 5. Providing logistics support and managing travel arrangements 6. Updating and managing financial information and budgets 3 years experience working within a project environment Qualifications Graduate in any discipline Microsoft Office Qualification Shortlisting and interview Shortlisting Submitted by Mark Smitton Date June 2017 Page 5 of 5