Office Manager

Overview

Directorate   or Region

Pakistan,   South Asia

Project

SESSP   EU funded project

Location   of post

SESSP   project office/ British Council office, Karachi

Pay   Band

Contractual   of services

Starting   Salary PKR 146,500/-

Payband   6 equivalent

Reports   to

Project   Manager SESSP

Duration   of job

30   months (till May 2016)

Purpose of job

•   Support the Project   Manager in effective delivery of business support services for the project,   ensuring that resources are efficiently and effectively deployed to support   the project in meeting business objectives.
•   Ensure   effective administration of the project office for the length of the project.
•   Support   the Team Leader and Project Manager in office management and provide information   and assurances for decision making.
•   Analyse resource   performance to ensure that it adds value to the delivery of objectives and to   ensure that all risks, including security, health and safety and business   continuity are identified, monitored, managed and controlled.

Context and environment

British Council requires an experienced Office   Manager for a technical assistance project, the Sindh Education Sector Support   Programme (SESSP). This is a 3.8 m Euros project funded by European Union,   managed by a British Council led consortium working in close collaboration   with the Government of the Sindh.

 The British   Council is the United Kingdom’s international organisation for educational   and cultural relations with operations in over 100 countries, including a well-established   operation of more than 60 years in Pakistan which will support this project.

 We work with   governments, donors, lenders and private sector clients to provide services   tailored to their needs and have been managing development projects for over   40 years in 77 countries for major donor agencies such as the EU, DFID, World   Bank, Asian Development Bank, overseas government departments and private sector   clients.  We are a valued partner in   designing, managing and evaluating projects and programmes on behalf of such   clients and our expertise, experience and worldwide networks help our   partners achieve their goals. 

 Accountabilities, responsibilities and main   duties:

•   Responsible   for Administrative Systems and Procedures in the project office, including   the project site management and maintenance of the IT system and associated   office equipment.
• Develop the effective procurement plan in   close coordination with the Project Manager and Team Leader and ensure the   timely and effective project delivery.
•   Lead on procurement for the Project while following EU and British   Council procurement guidelines.
•   Transport   and vehicle management for the project office as well as during events and   project activities.
•   Pro-active   maintenance of assets including premises, vehicles, generator, IT and office   equipment, security systems. Includes maintenance of IT filing   systems/documents to BC/EU standards e.g. naming/filing systems and ensuring   documents are standardised to agreed templates.
•   Relationship   management with security, building, maintenance, logistics contractors and   various other service providers.
•   Manage   the organisation of  workshops,   seminars, and study tours ensuring high quality customer services based on   British Council Standards
•   Security   Management of the project office in liaison with British Council team
•   Work   in close coordination with Project Manager and Finance Manager in budget preparation,   management and cost control.
•   Managing   inward and outward visits by consultants, delegations/stakeholders.
•   Facilitate   visa and travel arrangements for overseas staff and consultants in liaison   with British Council Team.
•   Managing   the HR function for the project office; developing HR policy and processes in   line with BC standards, managing recruitment, travel policy, leave etc.
•   Support   the Team Leader in general office Management as necessary
•   Line   management of driver and ensure that project team needs are met.
•   Office   management and administration to client and internal standards.
•   Record   keeping and information management.

Key   relationships

Relationships with a broad range of contacts   in

•   British Council,   Karachi, Islamabad and Manchester offices
•   Landlord, maintenance   contractors, security companies
•   Technical Assistance   Team SESSP

 Other important requirements of the   job

Travelling and   work commitments during unsocial hours (including weekends) might be required   to support the project.

Passport/visa   and/or nationality requirement.

Pakistani   National/ Right to work in Pakistan

Security   or legal checks required for this role.

Security   checks applicable to all staff

Person Specification

Essential

Desirable

Assessment stage

Behaviours

See The Behaviours Guide for details

The following behaviours   will be assessed during interview and performance assessment:

Working together– essential

Making it happen – more demanding

Connecting with others – more demanding

Being Accountable- more demanding

The following behaviours   will be assessed only during performance evaluation:

Shaping the future – essential

Creating a shared purpose- essential

Interview only

Skills and   Knowledge

See The Generic Skills Dictionary for details

Financial Planning and management   (level 1)

  
• Risk        Management

  

• Planning        and forecasting

  

• Monitoring        and reporting

Project & Contract Management (Level   2)

  
• Tendering        and Procurement

  

• Business        System and processes

  

• Managing        Risk

Communication skills (Level 2)

Computing   skills (Level 2)

(Good   knowledge of MS Excel and MS Word)

Excellent   comprehension and communication (verbal and written) in English

Business Management & development   (L2)

Short listing
  and Interview

Experience

1 year    relevant experience in a reputed international or local organisation  

Relevant work experience in a similar   role in an international organisation

Short listing
  and Interview

Qualifications

14 years of education

Master’s Degree

Short listing

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