Administration and Logistics Coordinator at The British Council in Ukraine

The British Council in Ukraine, a leading international cultural organization, is recruiting a full-time Administration and Logistics Coordinator.

The purpose of this role: To support provision and maintenance of an appropriate working environment for staff and visitors which is safe, comfortable, attractive and conducive to efficiency, and which makes a positive statement about Britain and the British Council to clients and customers.

Main opportunities/challenges for this role:  To manage logistics for the British Council in Ukraine in order to support operational objectives and contribute to their success.

Main Accountabilities:

• ensuring that contracted services and purchased goods demonstrate good value for money and that the full scope of assigned procurement is completed in line with Procurement policy standards and requirements of procurement procedure
• being accountable for implementing local Inventory Procedure, including maintaining of Kyiv office (fix assets and inventories) inventory register; coordinating annual physical inventory checks (Kyiv office and households); drafting proposals for disposal and arranging disposal in line with obtained approvals
• ensuring that physical paper records are kept in line with the information management requirements and standards, including implementation of efficient processes of the off-site archive storage and secure destruction services
• being accountable for implementation of Office Mobile Connectivity policy, including but not limited to management of mobile communication services contract, liaising for new connections, disconnections, blockages, migrations, re-issue of SIMs, etc., arranging monthly distribution of invoices, detalisation reports and refunds, managing stock of office mobile telephones,
• ensuring that the British Council vehicles are appropriately maintained and insured to comply with Ukrainian legislation;
• contributing to implementation of Environmental Framework Tool within the country, including by provision of carbon emission data on fuel consumption;
• tracking changes of customs regulations and briefing staff upon request
• being accountable for implementation of courier services usage procedure
• providing UK appointed staff with required scope of information on real estate market including available apartment lease options and coordinating the full scope of activities to settle the lease arrangement
• liaising between real estate agencies and potential landlords while negotiating lease agreement terms and conditions for UK appointed staff
• settling temporary accommodations for UK appointed staff and network Teachers via the established and regularly review the list of the real estate agencies
• ensuring that concluded long-term lease agreements for UK appointed staff, including their extensions and or terminations, comply with British Council standards, procurement policy and corresponding Ukrainian legislation
• line-managing two Drivers posts directly reporting to the role and ensure that performance management standards are applied throughout the management line
• leading and enhancing Drivers’ performance which demonstrates best practice in delivering high-quality solutions that meet internal customer requirements
• performing the role of Purchase Requisition creator in SAP system for the Corporate Services team and occasionally for other teams on request
• ensuring that all assigned payments are processed in line with the approved payment procedures and in compliance with Corporate Governance and Ukrainian legislation
• preparing data to contribute to the Corporate Services team monthly forecast
• ensuring that allocated petty cash float is balanced, all expenditures are supported with necessary documentation and timely reported Finance in line with approved payment procedures
• ensuring that all payments made via the department card (DPC) are supported with necessary documentation, checked and timely approved in SAP
• contributing to Corporate Services team budget planning and reviews

Skills, experience and qualifications for the advertised vacancy:

Minimum/essential

• English at Proficiency Level C1, Native Ukrainian
• University degree or equivalent
• Experience in procurement and contracting
• Experience in arranging import and export customs clearance of consignments
• Experience in settling accommodation leases
• Basic knowledge of payment processing requirements and payment generating docs compliance standards
• Experience in office services and resources management skills
• Experience in people management
• Experience of working as part of a dispersed team

Desirable

• Experience in domestic lease negotiation
• Knowledge of appropriate local legislation (customs, real estate, contracting)
• Experience of successfully delivery of business process improvement
• Experienced Excel user
• Experience of using SAP system

Role Specific Skills

• Excellent time-management skills
• Negotiating and communication skills
• Attentiveness to details
• Multi-tasking skills

What we offer

• official employment
• Medical insurance fully paid for employees + coverage for family members
• 34 calendar days of annual leave
• Paid sick leave, special leave for volunteering

The closing date for receipt of applications is 11 February 2024.

The British Council is committed to a policy of equal opportunity and welcomes applicants from all sections of the community. We work to ensure that people are not unjustifiably discriminated against on the basis of age, disability, ethnicity, gender, religion or belief, sexual orientation or any other irrelevant grounds. We guarantee an interview to disabled candidates who meet the essential criteria

The British Council believes that all children have potential and that every child matters – everywhere in the world. The British Council affirms the position that all children have the right to be protected from all forms of abuse as set out in article 19, UNCRC 1989.

2024-01-17T20:52:00.000 2024-02-11T23:59:59.000 Full time TELECOMMUTE Україна British Council in Ukraine