Temporary Office Administrator at British Council Ethiopia

• Position: Temporary Office Administrator

• Salary: ETB 38,924.00 Gross Per Month

• Deadline: February, 14/2024 

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefits for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realize their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and gaining internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other's strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.

Temporary Office Administrator, Ethiopia

Role Purpose

To support high-quality management of the British Council’s procurement activities. The post holder will be responsible for overseeing and managing the procurement process, including the creation of purchase orders, goods receiving, and vendor follow-up. This role plays a crucial part in ensuring efficient and compliant procurement activities to support the organization's operations.

The Temporary Office Administrator will also be responsible for filing quarterly VAT return submissions to the Ethiopian Revenue Authority. They will also support the finance function in making sure that open POs are closed on time to ensure monthly and quarterly compliance for the country office.

Duties and Responsibilities:

Main accountabilities but not limited to the following: 

General procurement support:

• Generate and manage purchase orders accurately and on time. Ensuring all supporting documents for creating purchase orders are provided

• Collection of invoices and cash receipt vouchers from vendors and submission to finance for payment processing and VAT refund return preparation

• For hotel, Flight, grant, and consultancy services follow-up invoices and other supportive documents from project officers

• Collaborate with internal stakeholders to understand procurement needs and specifications.

• Ensure compliance with organizational procurement policies and guidelines

• Coordinate goods receiving activities to verify the receipt of ordered items.

• Collaborate with relevant departments to confirm the quality and quantity of received goods.

• Establish and maintain strong relationships with vendors.

• Communicate with vendors to clarify specifications, negotiate terms, and resolve any issues.

• Conduct regular performance evaluations of vendors to ensure quality and reliability

• Monitor and track the status of open orders with vendors.

• Communicate proactively with vendors to obtain order status updates.

• Address any delays or issues in collaboration with vendors to ensure timely deliveries

• Ensure all procurement activities adhere to relevant laws, regulations, and organizational policies.

• Provide input on cost-saving initiatives and negotiate favorable terms with vendors.

• Finance and compliance support

• Prepare monthly/quarterly/yearly returns to local authorities (includes filing and following up of VAT from authorities, preparation, submission, and payment of tax and pension returns to the Revenue’s Authority)

• Incordingation of operation and program colleagues Ensure open Purchase Orders are closed on time and also make sure there are no instances of late Purchase orders and late payments. closure.

Functional Team Working:

• Contribute to ensuring the policies, procedures, and systems are delivered with integrity.

• Actively support equality and diversity and work to the British Council’s EDI policy at all times

• The post holder reports to the operation Manager and will work in coordination with the country finance controller for the finance tasks  

Job Requirment

Role-specific knowledge and experience:

Essential requirements:

• First Degree in Business Administration, Supply Chain Management, or related fields

• 2 years of work experience

Computer Skills: knowledge of Outlook, Word, and Excel

Desirable:

• Experience working in the NGO sector

• Experience working with SAP

Further Information

Pay Band – 4

Remuneration: ETB 38,924.00 Gross Per Month

Contract Type – Fixed-Term Contract Ending on 31st August 2024

Location – Addis Ababa, Ethiopia

Department/Function - Finance

Additional information

• Language requirements: Strong written and oral English communication skills.

• The Role holder must have existing rights to live and work in the country the role is based.

• Closing Date – 14 February 2024. Applications will close at 23:59 East Africa Time

A connected and trusted UK in a more connected and trusted world.

How to Apply

Intrested and Qualified applicants can apply online using THIS LINK

Equality, Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behavior is consistent with this commitment. We want to address under-representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council is committed to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, and identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.