Administrative Assistant SED

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 2021–22 we reached 650 million people.

Pay Band: J/2 - $1.910.000 COP

Contract Type: Fixed term for the duration of the project (9 months approx. Subject to the signing of a partnership agreement with a public stakeholder)
Location: Bogota

Vacancies: 4

Department: Cultural Engagement

Right to Work Requirements: Right to Work in Colombia. The British Council is not able to support or sponsor work visa applications.

Closing Date: advert will close on Thursday March 30, 2023 at 23:59 Colombia time.

Role Purpose

To support the head of implementation and the operations managers in the implementation, monitoring and delivery of a large-scale project within the English Programmes and Schools units in Bogotá, Colombia. The post holder is expected to align the planning and delivery to the project’s execution goals and to the British Council internal policies.

Main accountabilities but not limited to the following

• Supports the based team on the design and follow up of timetables, charts, and monitoring tools for the successful and timely delivery of the project.
• Supports the creation and monitoring of service provision contracts, social security requirements, and procurement & contract forms for a team of external service providers including consultants and vendors.
• Supports the administrative and finance coordinator in the payment chain to suppliers – invoice collection and processing, and payment confirmation.
• Manages documents and files of the project, filing digital and physical copies of project documents.
• Creates new vendors when necessary, following the British Council’s policies.
• Manages databases, analysing data and complying with all data protection policies.
• Organises project meetings, keeping detailed record through minutes and attendance lists.
• Fills out the necessary forms on audience targets for the project.
• Prepares reports on the delivery of the project according to guidelines and requirements agreed with the stakeholder.
• Manages invoices, quotations, and communication with service providers.
• Plans, monitors, and evaluates planned events including logistics, teamwork, reports, and handouts.
• Manages relationships with clients/partners/stakeholders at appropriate level.
• Manages relationship with vendors and suppliers and holds them to account for delivering services.
• Prepares reports for the stakeholder on implemented events when necessary.
• Requests quotes from different suppliers and evaluates proposals through the corresponding matrix.
• Ensures high- quality standards for the logistics and organization of events related to the obligations of the agreement.
• Keeps file of attendance, registration, participation, and customer satisfaction surveys.
• Interacts with the communications team to support the dissemination of the project.

Requirements of the role

• Two (2) years of proven experience as an administrative assistant or financial analyst. 
• One (1) year of proven experience in contract management. 
• Experience of working in a supporting role on programmes or projects.
• University degree in economy, administration, accounting, engineering, math, finances, or related areas.
• Ability to operate in English (both written and spoken) at a business level. Non-native speakers of English should demonstrate a CEFR A1 level.
• Ability to operate in Spanish (both written and spoken) at a business level. Non-native speakers of Spanish should demonstrate a CEFR C1 level.

Note: you are welcome to upload your supporting statement in English, Spanish or Portuguese, whichever you prefer; however, if invited to interview, this will be fully in English and with an interview panel. English proficiency may be assessed before inviting for interviews.

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

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 behaviour 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, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.

If you have any problems with your application please email askhr@britishcouncil.org

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.