Administration Executive

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.

Job Tile: Administration Executive (36086)

Role Purpose: 

To provide effective, efficient administrative support services and advices to ensure business continuity and minimize interruption to operations of the British Council’s main office and teaching centres in Ho Chi Minh city.

Main accountabilities but not limited to the following:

Administrative services

Delivers sufficient, efficient and effective administrative services, following corporate standards in terms of cost, impact and efficiency to ensure business continuity and smooth daily operations for Ho Chi Minh main office and branch teaching centres:

• Manages and monitors Premises & Facilities’ purchase of services and commodities, strictly following corporate/ regional, financial policies and procurement standards to ensure value for money and resources sufficiently provided in line with expected/ agreed level of quality and standards.
• Manages and follows up payments for offices’ and UK appointed staff’s residence leases, utilities, office/ premises and facilities related services to make sure they are properly processed according to terms and conditions of the contracts and in line with required procurement standards.
• Ensures Premises & Facilities’ expenditure contract registration up-to-date and physical record compliant with corporate/ regional policies of contract management and record retention.
• Efficiently arranges and well manages stock of office’s branded materials, e.g. envelopes, letterheads, business cards, following Brand’s guidelines.
• Arranges office events, which include but may not be limited to managing invitations, participant list and logistic arrangement (travel, venue, stationary, catering services, etc.)
• Facilitates logistic arrangement for British Council corporate visitors’ business trips or workshops such as visa application, hotel and car arrangement, welcome pack, etc.

Administration management

• Manage the record and usage of Company stamps.
• Manage numbering and recording of the office’s outgoing official documents.

Asset management

• Coordinates with Facilities Executive to ensure monthly data input implemented timely and accurately.
• Assists Facilities and line manager in inventory checks carried out twice per year and ensure the correctness of outcomes.

Security, fire safety, health safety and environment related tasks

• Organises annual Fire Safety training sessions delivered to all staff members on annual basis.
• Organises First aid training for nominated first aiders upon teams’ demand.
• Cooperates with Facilities Executive to provide support on a range of activities and/ or events delivered relating to Green/ Environmental Framework (EF), Equality-Diversity-Inclusion activities (EDI), Enterprise Risk Management Framework (ERMF).

Backup role and other tasks

• Backs up line manager, Facilities Executive as and when required and/ or expected to ensure all premises and facilities are fully operational and fit for purposes in HCMC main office and branch teaching centres.
• Assists line manager in new premises projects in areas of financial and administrative supports, etc.
• Handles other tasks as assigned by line manager.

Other important features or requirements of the role

• The British Council Teaching Centre operates from 8.00am to 10.00pm from Monday to Friday and from 7.30am to 8.30pm on Saturday and Sunday. This post may be required to follow working patterns that include unsocial hours with priority to support main office and teaching centres’ daily operation.
• Works effectively with diversity as an essential and integral part of daily work and consistently meet the British Council’s Equality-Diversity-Inclusion policy and Safeguarding policy and standards in carrying out all internal and external duties.
• Manages information created and received in compliance with the British Council’s information management standards, policies, the UK Data Protection Principles and local legislation.
• Demonstrates a commitment to reflective practice, professional and organisational development objectives, taking advantage of opportunities to enhance qualifications and or gain/ share knowledge for the team as well as for self. Make a positive contribution to team meetings and give suggestions to management for improving business support practices and procedures based on customer feedback.
• Assures other business support services related tasks or duties as and when required by the management team.

Role specific knowledge and experience:

• Proven minimum 2-year experience in administration and/ or premises facilities management.
• Proficient in both English and Vietnamese language (listening, speaking, reading, writing)
• Computer literate with Microsoft Office apps (Excel, Word, Power Point, Outlook, etc.)
• At least 3 years in similar role will be an advantage.
• Experience in accounting, health and safety is preferable.

Further Information:
Pay Band: 4
Contract Type: 2-year fixed term contract with possible extension
Location: Ho Chi Minh City, Viet Nam

Requirements: 

• Relevant degree or equivalent level of experience
• Strong coordination, planning and organising skills
• Good communication, listening and influencing skills
• Ability to work inter-culturally, includes and values diverse perspectives and experiences
• Proven minimum 2-year experience in administration and/ or premises facilities management.
• Experience in accounting, health and safety is preferable.

Condition of Employment: Local Direct Hire
 

Applications are welcomed from candidates currently in this location with a natural right to work.  Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is not provided by the British Council for this role.  Relocation support is also not provided.   

Closing Date: Sunday, 02  April 2023 - 23:59 Vietnam Time

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.