Main Accountabilities:
Relationship Management, Suppliers and Services
Manage local office wide procurement through procurement requests (PRs) with support of procurement team (MarketPlace). Prepare quotation requests, bids and supplier tenders, and proposals for shared office services and suppliers. Invite, assess, and recommend suppliers. Establish and negotiate contract terms and conditions and maintain supplier relationships.
Administer contract performance including delivery, receipt, warranty, damages and insurance. Manage vendors reviews, and evaluations.
Manage the validity of formal documents related to utilities, licenses, taxes, etc. And, act as a point of contact with government offices.
Manage mobile services including sets, contracts, and inventory.
Responds knowledgeably and professionally to enquiries within their discipline, to ensure internal customers receive high quality, prompt and timely service and/or advice. Refers on to others only complex enquiries, or those outside own area of expertise.
Compliance / Risk / Information Management
Apply Health and Safety regulations in cooperation with the Security Manager.
Responsible for the implementation of information management plan, Country Information Assurance Maturity Model (CIAMM) returns; manages contracts registr, offsite information storage and manage in accordance with policies and procedures, maintains logs, and follows up as per information retention and disposal requirements.
Promote and support with country Equality, Diversity and Inclusion (EDI) in department activities, and provide the required evidences in timely manner.
Ensure compliance with Financial Control Compliance Framework (FCCF) in all financial and procurement processes.
Support the business in regulating the Child Protection action plan.
Manage the environment framework Tool (EFT) ensuring premises and activities uphold best environmental practice
Estates/facilities Management
Manage and monitor facilities services including hard (building maintenance, electricity, HVAC, etc), and soft services (cleaning, catering, transportation, etc) in 4 British Council branches in Egypt.
Ensure the optimal office/stores space utilization, and best seating layout is applied in coordination with the British Council global estate.
Manage premises renovation projects including technical and financial aspects, and coordination with consultants, contractors, and local and global management teams.
Oversee operational condition of office furniture and equipment, plan for replacements and disposals, and ensure appropriate authorizations has been received.
Maintain office inventory of onsite assets & work of Art, their procurement, maintenance and disposal in accordance with policies and procedures
UK appointed staff accommodation
Ensure the British Council accommodation policy is applied when looking for accommodation for new staff arriving to Egypt
Keep a record of reputable agents and review the agreements with these agents and ensure that they follow our requirements
Negotiate the rent fees, check contracts clauses, terms and conditions, and ensure that all ownership papers are checked by our lawyer before signing the lease with the landlord.
Arrange moving of staffs stuff securely and in co-operation with HR team.
Manage utilities, facilities, inventory, and regular maintenance of all apartments in a timely manner.
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