Mobility / Business Operations Administrator UAE

1 week ago


Dubai, Dubai, United Arab Emirates British Council Full time
Mobility / Business Operations Administrator UAE

Date:8 Feb 2024

Location:
Dubai, Middle East and North Africa, AE

Company:
British Council

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 we reached 650 million people.

  • Role Purpose


To support the Business Operations Administration functions in UAE which includes mobility of employees, systems, processes, documentation, and handle internal enquiries & requests related to business operations.

The role will contribute to the achievement of British Council corporate standards and meet relevant polices/ procedures.
To be a pro-active member of the business operations team. Work as part of an efficient and effective team to support the business in achieving objectives.

The role will ensure that team performance adds value to the delivery of objectives and to ensure that all risks, compliance and business continuity are identified and monitored.

This post will have a reporting line to the Business Operations Administrator in UAE.

Main Accountabilities:
General Administration

  • Deliver office administrative tasks such as, but not limited to, clerical work, filing, scanning, archiving, updating documents and data bases.
  • Plans and prioritises own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon.
  • Maintain country HR informed of mobility statuses and position of employees onboarding preparation.
  • Raising purchase requisitions for Mobility and Business Operations
  • Management of deposits for leases, schools, visas, utilities, and timely clearance of these during staff exit.
  • Highlight any issues to country HR, recommend solutions and work in partnership to resolve any issues in a timely and efficient manner.
  • Coordinate with HR for issuance of letters required for utility connections, movein and moveout permits for leases.
  • To coordinate with PROs / Exams driver ensuring that work scheduling are appropriately assigned & overseen.
  • To arrange British Council staff meetings and logistics where necessary
  • Arrange and coordinate travel, flights, hotel, bookings, and visas were necessary for senior staff and British Council visitors.
  • Deliver office administrative tasks such as, but not limited to, clerical work, filing, scanning, archiving, updating documents and data bases.
  • Maintain accurate records as they relate to the work area and draft routine and some nonstandard documentation, reports or financial analysis/reconciliations.
Managing self & others

  • Plans and prioritises own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon.
  • Tasks and coordinates others (e.g., internal colleagues or external contractors/suppliers) to complete timelimited, straightforward activities, within established procedures, to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards.
  • Cash management
  • Facilities management
Stakeholder Management

  • Act as point of contact for landlords of employee accommodation matters (Ensuring tenancy contracts are obtained, renewed on time and while vacating following all the required formalities with the authorities).
  • Provide relocation information and support, shipping, customs clearance, storage details.
  • Ensure all necessary work visas national IDs, education, marriage, birth certificate attestations & other official permissions are organised and provided for all staff as required.
  • Receives and responds to enquiries from/to customers as single point of contact on queries relating to mobility within the country and other countries.
On-site finance related activities

  • Daily income reconciliation and clearing in SAP.
  • Handling petty cash
  • Custodian of cheques books and maintaining cheque logs
  • Handling accountable stationery
  • Handover cash / cheque to Cash in transit service provider
  • Processing refunds /off system payments/urgent advances
  • Management of invoice scanning
Corporate Policies

  • Complying to all corporate policies to the agreed standards, with a particular focus on Child Protection, Health & Safety, Fraud & Antibribery, Equality, Diversity & Inclusion

Special requirements:

  • The job holder will be expected to be flexible in adjusting hours of work when there is an operational need to do so.

About You (essential requirements for the role):

  • Experi


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