Administrative Assistant

hace 2 semanas

Bogota, Colombia British Council A tiempo completo

Administrative Assistant

**Date**:10-Jan-2023

**Location**: Bogota, Americas, CO

**Company**:British Council

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 benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain 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.

**Pay Band**: J/2 - $1.910.000 COP

**Contract Type**: Fixed term for the duration of the project (12 months approx.)
**Location**:Bogota

**Vacancies**: 2

**Department**: Cultural Engagement

**Closing Date**: advert will close on
**Sunday 22 January, 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 long
- term, large-scale project within the English Programmes Unit. 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 ofproven 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.

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

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