We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.
We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.
Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.
Role Purpose
To provide administrative support for the Regional Director (RD) MENA and members to the Regional Executive Team (RET) as designated by the Regional Director. To enhance effectiveness of RD managing RDs schedules and performing a variety of administrative and support duties. To provide administrative support the regional teams (MENA) based in UAE, including travel bookings, raising Purchase Orders for travel and claims, and logistical support for regional events held in UAE, in line with corporate standards and processes.
Main Accountabilities:
Support to Regional Director MENA
• Maintain calendars by planning and scheduling meetings, conferences, teleconferences, and travel
• Make travel bookings through our travel supplier, in line with corporate and UAE policies and processes
• Process travel and other claims for RD
• Ensure RD receives appropriate briefing materials for meetings
• Respond to enquiries as appropriate in RD absence
• Make logistical arrangements for regional meetings organised by the RD, including venue, catering, accommodation, transport and visas as necessary
• Respect confidentiality and where necessary ensure that confidential information is kept secure
• Maintain essential paper-based and electronic records in line with corporate policies, including leave records and claims
• Dealing with basic correspondence, following up on communications, and acting as initial point of enquiry
• Building relationships with key internal stakeholders
• To be able to take minutes accurately and succinctly
Travel and meetings
• Support members of the MENA regional team based in UAE by
• Make travel and car bookings through our travel supplier, in line with corporate and UAE policies and processes
• Assisting with visas as necessary
• Making logistical arrangements for meetings organised by the regional teams in UAE, including venue, catering, accommodation, transport and visas as necessary
• Communicating effectively with the regional team and with meeting participants
• Maintaining filing systems for key financial, project, personnel and other documentation
• Following up on communications to them; keeping records of deadlines and chasing to ensure compliance
Business Operations Support
Support the MENA regional team by
• Raising purchase requisitions
• Managing open purchase orders
• Vendor Creation promptly and in line with corporate policies and processes
• Processing travel and other claims
• Maintaining the regional cash flow forecast on a monthly basis
• Filing records
• Scanning invoices as required for regional team
• Inventory Management for MENA regional staff who are provided with furniture allowance. Manual check of inventory, assigning of inventory numbers and updating the inventory sheet as and when goods are purchased. Working closely with the UAE Mobility team to ensure uniformity in processes
• Monitoring and reviewing operational staff claims to ensure that there are aligned with policy
• Ensure compliance with all Procurement Processes
Corporate Policies
• Complying to all corporate policies to the agreed standards, with a particular focus on Child Protection, Health & Safety, Fraud & Anti-bribery, Equality, Diversity & Inclusion
About You (essential requirements for the role):
• At least 5 years’ experience in a similar role
• Proven track record in general office administration
• The British Council systems and global processes operate in English. B22 level of Written and verbal proficiency in English is required.
• Degree from a recognised University
• Experience working in a multi-cultural organisation in an international context
• Strong organisational skills with the ability to prioritise tasks and meet deadlines
• Ability to build effective relationships with various teams, staff and management, to achieve the delivery of high quality and effective professional services
• Ability to develop and manage a range internal and external stakeholder relationships, especially with service providers
• Strong administrative experience with the ability to interpret and follow organisational policy and practices
• Experience in delivering an excellent customer service and managing issues in an appropriate and professional manner.
Desirable requirements for the role
• Working in both public, not for profit and private sector organisations
• Experience of working in a matrix management structure.
• Knowledge of Arabic