Office Manager - Freetown, Sierra Leone
Region
Sub Saharan Africa
Country
Sierra Leone
Location
Freetown
Department
Business Support Services
Job Category
Facilities
Pay Band
Pay Band 6
Vacancy Description
Pay Band: 6/G; Location:Freetown, Sierra Leone; Contract type:Indefinite term contract; Annual Salary: SLL 52,810,560; other benefit include:13th month salary, leave allowance and Medical cover. Requirements: Existing rights to work in Sierra Leone/ Country –appointed terms & conditions Closing date and time: 10th December 2017 (23:59 UK Time)
 
Details

 About the Job:

The Office Manager is part of the senior management team and is Key to the successful delivery of the overall British Council Sierra Leone operation.The job requires a well-organised, adaptable, self-starter, with great attention to detail and good communication skills.The role is expected to line manage the  Resources and Facilities team

Role purpose:
The post holder is responsible for the provision of efficient and effective administrative, financial and facilities support. He/She will be responsible for the timely management of British Council premises and resources to high quality standards, obtaining value for money that results in a safe, clean and professional operating environment, accurate recording of accounting transactions and adjustments, making sure that all corporate and audit standards are achieved. The post holder will render support with human resources administration tasks ensuring proper record keeping in country. S/he will support Exams as required by the country office to ensure an efficient management of Exam confidential materials.  

Accountabilities, responsibilities and main duties

Facilities and Resources Management [50%]

  • Oversee management and maintenance of British Council premises in Sierra Leone
  • Act as Co-ordinator for Information Knowledge Management and ensure implementation of regional plans for the country office
  • Monitor usage of company mobile phones and to ensure all reimbursements are reflecting in the relevant WBS elements
  • Oversee the provision of professional, cost-effective and quality contracted services for premises, maintenance and security (with advice from the BHC security manager), providing a comfortable, healthy and safe working environment for all staff.
  • Coordinate the Business Continuity Plan and fulfil any role specified for the Office Administration Manager within it
  • Oversee the overall smooth functioning of all in-country Hardware, Software and Networking. Act as the IT Country elevated user.  Liaise and collaborate with IT Hub and Business Solutions on all in-country IT issues and projects.
  • Ensure a good Audit rating is achieved in all financial processes. Proactively identify weaknesses in controls and recommend remediation to ensure a good audit rating is achieved.

 

 

Procurement 

  • Post holder is the procurement process owner (until further notice)
  • Manage the procurement process and supplier negotiations/relations for the Sierra Leone operation.
  • Act as ‘Contract owner/manager’ for all contracts on behalf of the operation and the Director
  • With guidance from the regional procurement manager, lead the sourcing process and design specific tendering strategies in line with the British Council global policy including tendering, negotiating and awarding the contracts; managing the supplier and stakeholder relationships; and developing the evaluating criteria and evaluating the bidder responses; running bidder clarification workshops, managing the contractual process to award of contract and change; developing supplier risk plans and liaising with other colleagues as appropriate;
  • Responsible for monitoring budget holder compliance with the procurement plan to ensure all procured goods, works or services are within the approved budget;
  • Manage supplier approval process through the application of a thorough qualification process;
  • Manage  the supplier and stakeholder relationships and negotiating supplier agreements;
  • Ensure that the approved supplier list, spend analysis, market testing and best practice are shared within BC Sierra Leone are actively used;
  • Ensure resolution of issues related to vendor performance in delivery of goods and services;
  • Oversee monitoring and evaluation of vendors through supplier performance metrics and proactive management of the results. Manage supplier non-conformance and supplier audit;
  • Monitor compliance with corporate procurement policies and standards, code of conduct, operating guidelines and local regulations;
  • Lead the process of monthly assurance to ensure there are controls against risks;
  • Ensure quarterly reporting of procurement-related risks at the Enterprise Risk Management Meeting;
  • Support teams with the planning of expenditure and ensure that a good knowledge of procurement, and their application, is maintained by all staff, including organisation of training interventions where required;
  • Implement audit recommendations from both the internal and external auditors;
  • Ensure proper management of assets  and inventory.

 

Financial accounting support: [20%]

  • Provide basic finance services, i.e. payroll management, petty cash management, PO rising.
  • In support to the Sierra Leone and Senegal Senior Accountant and Accountant, to maintain office accounting systems. All financial and related systems maintained to the standards of Essential Finance and other key regulations, in collaboration with the Country Director.
  • Support  Exams with  income posting and reconciling
  • Manage the banking process which includes an on-line system and ensure all criteria with Financial Control Compliance Framework (FCCF)  are fully compliant. Liaising with the respective stakeholders in the business, the Accountant and Shared Services in providing necessary documentation.
  • Invoices scanned and sent to the HUB daily to ensure vendors are paid on time
  • Download bank statements as necessary
  • Assist in collating cash flow estimate information from activity managers
  • Ensure file management of key documents including contracts, invoices, delivery notes etc.
  • Maintenance and reconciliation of petty cash.
  • Monthly payroll preparation and related transactions; ensure that SAP has been updated with payroll amounts each month; ensuring quarterly and annual tax returns are done.
  • Provide support as required during the month-end processes; (Pre-closing, Reviewing, Closing and Reporting).
  • Assist Senior Accountant with preparation of monthly/yearly returns to local authorities; includes filling and following up tax refunds from authorities. i.e. VAT.
  • Co-ordinate collection of vendor statements to enable monthly creditor reconciliations
  • Support the Senior Accountant in processing staff vendor’s reconciliations, staff debtor management; e.g. reconciliation of mobile bills.
  • Assist in monitoring the existing data on vendor line item display on SAP in order to ensure that planned remittances can be processed.
  • Monitor Gross framework Purchase Orders for BSS

 

 

Human resource administration:  [20%]

 

Data and records

  • Work with line managers and Cluster HR managers to ensure accurate attendance and leave records for all staff members

 

 

Recruitment support

  • Ensure that British Council recruitment policies and procedures are followed throughout the directorate; support recruiting managers in advertising new jobs and in arranging interview panels.
  • Ensure that recruitment documents are kept and filed in accordance with Recruitment Audit Checklist.
  • Support the cluster HR manager and line managers in the process of effective on-boarding, joining and induction for new joiners.

 

 

Staff welfare

  • Advise and provide support to line managers to ensure that flexible working and TOIL are managed according to British Council policie
  • Assist all colleagues in ensuring that TACOS and all other corporate HR standards are complied with.

 

 

Equality Diversity and Inclusion (EDI)

  • Act as EDI   Coordinator  for the directorate and meet corporate requirements and returns

 

 

Exams Confidential Materials Room [CMR] Support  [10%]

  • Monitoring security of the CMR; monitoring entry procedures and security of keys and codes
  • Ensuring electronic monitoring systems are in continual good working order
  • Checking electronic CMR entry records and reporting issues to CEM
  • Ensuring the physical structure is intact, ensuring cabinets are intact
  • Ensuring signage and labeling inside CMR is accurate, complete and up to date
  • Monitoring input of materials to the CMR, and removal from the CMR
  • CCTV signage is clearly sign-posted via corporate notices wherever used.
  • Access to the CCTV system and transfer of images
  • Monitoring of the images as well as digital recording and over-writing of images
  • Procedure / schedule for ensuring 90 days recording and maintenance of the system
  • Access and monitoring of CCTV coverage of CMRs including management of Keys: An up to date key inventory is kept with the Authorization Log detailing ownership and the location of all keys (CMR Door, cabinets, and mini safe override keys).  This should be revised at least annually, and should record keys returned and issued as new colleagues join/leave Exams team.
  • CM is stored by product (ESOL, IELTS, Schools, Univ and/or Prof) in separate cabinets or separately-locked drawers. Access is limited to designated staff responsible for the particular product, noted in the authorisation log.  This may require one mini safe for each product group depending who is approved.
  • Complete the  Sample CMR Manager Monthly Report
If you would like to see full details and understand more about this post then please see the documents below:
Office Manager – Sierra Leone.doc
BC Behaviour.pdf
BC Core Skills.pdf

                 
Further details:

If you are interested in the post and feel that you are suitable for the role, then we would really like to hear from you. Please apply by 10th December 2017 (23:59 UK Time)

Our Equality Commitment:
Valuing diversity is essential to the British Council’s work. 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, and resources as a function is absolutely committed to this. 


The British Council is committed to a policy of equal opportunity and is keen to reflect the diversity of UK society at every level within the organisation. We welcome applications from all sections of the community. In line with the British Council's Child Protection policy, any appointment is contingent on thorough checks. In the UK, and in other countries where appropriate systems exist, these include criminal records checks