British CouncilHiring for Sr Executive Administration & Facilities at Noida, Uttar Pradesh Full Time

Location: Noida, South Asia, IN

Company: British Council

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.

Job Title: Senior Executive – Administration & Facilities

Purpose of job:
To provide administrative support for a range of services ensuring the maintenance of facility, estates, vehicles, equipment, and assets for a safe, efficient working environment for staff and customers. Provide administrative and logistic support to internal services.

The person responsible for this position will be responsible for providing support for facility management during a particular shift.

Main opportunities/challenges for this role:
The main responsibilities of the Senior Executive Administrator will include effectively prioritizing, managing and coordinating.

Supervision of FM Soft Services Housekeeping, Pantry, Cafeteria and Admin Helpdesk Operation.

Should have knowledge of inventory management, order placing, tracking and forecasting their consumption.

Should have knowledge about office administration, building systems, emergency management and planning.

Incumbent must have basic knowledge about P2P Process and understand vendor management.

Follow due process with high adherence and integrity – recording data, managing people and their development, interactions with customers and partners.

Involve with Corporate functions and interact with operating businesses to enable effective co-ordination of various activities, provide relevant information and assistance to manager administration.

Should have sound knowledge about policy and procedure of admin.

Should have ability to recognize public safety concerns and the initiative to act upon.

Direct the planning and delivery of all facility related and administrative support services and activities at the site day-to-day basis

Make periodic inspections of the Utilities (s) and equipment to determine if other services are adequate and whether repair work is needed, reviews safety and security equipment and procedures for adequacy.

Prepares correspondence, statistical, financial and other reports. Establish and maintain essential records and files.

Actively build skills in team members across – housekeeping, pantry, security, customer service.

Co-ordinate with internal leadership and central teams to facilitate and align with on key projects & events.

Provide regular and special updates/reports of the performance, issues, suggested solutions.

Good to have knowledge about Facilities Contracts, Procurement Process & ISO Audits.

Good to have knowledge about workplace safety, processes and required compliances.

Position in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned

Conduct periodical training and performance evaluation program.

To ensure that the maintenance work is done on equipments as per laid down procedures with the help of Manager Admin.

Accountabilities, responsibilities and main duties:
Vendor process management and Admin/Logistics support

Supervising the Outsourced FM and vendors

Keeping a track of vendor feedback and providing it to the procurement team

Maintain records of operational expenses, POs and process payments.

Liaison for external services such as electricity and law enforcement

Coordinate with building management for all agreed services

Collate information for Business Continuity and emergency procedures and prepare draft.

Provide logistic support in delivery of events.

Maintain central storage system as per standard procedure.

Responsible for compliances on security, health, safety and environment

Monitor outsourced security services and ensure the personnel are trained and customer friendly.

Mandatory and periodic health and safety checks are carried out as per guidelines.

Provide health and safety training to new staff and co-ordinate drills.

Maintain records for environmental compliances and reporting

Maintaining asset records and mail and records management

Manage incoming and outgoing mail and consignment as per standards.

Cheques received are recorded on the same day.

Monitor performance of couriers and clearing and forwarding vendors as per contacts.

Manage outsourced mailing functions as per service levels.

Process payments for courier, clearing and forwarding and stationary bills as per the credit period.

Despatch cheques by next business day.

Records management and archiving system is implemented as per corporate guidelines.

Best practices are communicated to users for adherence to records management process.

Archived files are brought forward for destruction on time.

Asset management in terms of fixed asset register and its disposal as per policy

Maintain record for replacement of equipment and plants as per whole life-cost.

Transport management

Monitoring and ensuring provision of agreed services as per SLA

Maintenance of records and reporting as applicable.

Statutory compliances

Cafeteria Management

Vendor performance governance

Managing the services in terms of adherence to hygiene and safety standards and agreed services levels.

Ensuring statutory compliances.

Information Security

Read, understand and comply with the information security policies

Raise incident / blow whistle when observe any noncompliance to information security policies

Skills and Knowledge

Minimum / essential

Excellent communication and interpersonal skills, both written & verbal, including the ability to communicate across cultures.

Must have proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, MS Teams with the ability to learn other software applications quickly

Must be flexible to work in shifts (24×7), extremely well organized and detail minded. Adept at follow-through, especially in the management of detail and juggling multiple priorities.

A willingness to do what is needed to get the job done

Capable of handling several tasks simultaneously and self-managing time and task priorities.

Well-versed in FM operations and facilities management best practices

Knowledge of basic accounting and finance principles

Must have self-conveyance

Experience

Relevant experience in Corporate Administration & Facility Management

Experience in managing Compliances, logistics or facilities services

Qualifications

Graduate/Postgraduate in any discipline

Further Information

Pay Band – 5

Contract Type – FTC till 31 March 23

Location – Noida- India

Department/Country- IS /BCMS India

Requirements – Must have current right to work in India

Closing Date – 1 October 2021 (23:59 IST)

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.