Job Title: Resources Manager

Company: British Council

Location: Almaty, Kazakhstan

Contract type and duration: Indefifnite labour contract

The gross monthly salary for this post is KZT 600,000

Closing date for applications: 21 April 2024 (23:59 Almaty time). Please note that only shortlisted candidates will be contacted. Please do not apply if you are currently a student.

Role Purpose:

This role is responsible for the management of the Resources function, which involves leading the resources team to provide business services support to the British Council offices in Kazakhstan. This includes budget management, facilities management, management of fixed assets, security of premises and operations, procurement, contract management and vendor management. It also involves supporting UK staff with their international assignment in line with corporate policy.

The role is also responsible for line management of the Resources Coordinator and mentoring, coaching and on-the-job support for the Resources Coordinator and Resources Assistant/Driver.

Main opportunities/challenges for this role:

• Lead and manage effective operations and resources services in Kazakhstan
• Support initiatives to maximize efficiency of the Kazakhstan offices and operations
• Monitor and report on the level of safety and preparedness of staff for emergency situations

Main Accountabilities:

Accountabilities, responsibilities and main duties:

Procurement and Contract Management

• Oversee the procurement function, procuring for internal services and providing advice to the business unit (project) teams on their procurement processes to ensure compliance and alignment with policy and standards.
• Ensure efficiencies in procurement through effective processes; definitions of scope, bulk purchasing, market surveys, taking quotations.
• Support the Resources Coordinator in maintaining the database of preferred suppliers of goods and services. • Manage relationships with suppliers of essential services (travel, IT, logistics, legal, telecommunication, mobile, outsourced accounting services, SMS centre, lease) as required, ensuring services are delivered effectively and paid on a monthly basis. Manage premises contracts and agreements, including relationships with landlords.
• Ensure that contract templates are up-to-date, appropriately translated and in line with local law and British Council policy.
• Manage and maintain the contracts register, keeping reminders of contract end dates so that timely decisions on continuation or re-tendering are made in advance of end dates.
• Review and proof-read contracts before they go for signature.
• Ensure British Council contract templates remain compliant with Kazakhstani laws and legislation.

Safety and Security Management
• Conduct regular fire drills, instruct staff on fire safety measures and behaviour in emergency situations, maintaining fire drill logs.
• Carry out an annual fire risk assessment of British Council offices and exam venues, reporting to the Regional Safety and Security Advisor.
• Ensure corporate and government safety requirements are met (staff training and drills, regular replacement of fire extinguishers, provision of personal protective equipment).
• Support the Country Director and Leadership team in updating the risk register (Enterprise Risk Management Framework) on a regular schedule set by the Regional Head of Operations.
• Oversee staff adoption, compliance and induction on use of the Solace Safety & Security app.

Resources Management:

To administer or deliver a range of agreed resources services to internal customers while ensuring that British Council corporate and regional policies and standards are met and implemented:
• Plan, monitor, and manage the Resources and Indirect Costs budgets to target; provide reforecasts through the year at key waystages, and report variance by exception on an ongoing basis.
• Country Focal Point for Information Governance, Security (inc. Business Continuity Plan and Incident Management Plan) & Environmental Framework. • Manage international assignment requirements for UK staff, including visas, diplomatic cards, flights, baggage, accommodation (house hunting and contracting), medical, schooling for dependents (if applicable), car purchase and transport requirement.
• Support and back-up the Resources Coordinator in ensuring British Council offices in Almaty and Astana are equipped and resourced to meet operational requirements.
• Manage the inventory list of office furniture and equipment in each office, updating on a regular basis.
• Manage and maintain the fixed assets register.
• Produce a rolling 5-year plan for replacement of key fixed assets, including but not limited to printers, office car, air conditioners, and other key assets.

Country Leadership Team:

Plan an active and constructive role in the Country Leadership Team, discussing strategies, policies, and taking collective decisions in support of delivery of the Country Plan.

Facilities:

• Oversee the provision of professional, cost-effective and quality services for maintenance of plant, buildings, equipment and assets in line with corporate standards and local legislation. Manage specific projects and initiatives as required.
• Liaise with landlords and service providers as needed on specific issues and to maintain strong working relationships.
• Report to the Global Estate team on British Council premises in Kazakhstan on request.

Vendor Management:

• Manage external vendors, including IT consultants, legal, travel agent, outsourced accountants when essential, providing performance feedback every six months as per contract terms or as appropriate to the service.

Line Management:

• Provide effective line management, mentoring and on-the-job support for the Resources Coordinator and Resources Assistant - Driver.

Role Requirements:

Essential

• Fluent written and spoken Kazakh and/or Russian and English
• Relevant university degree or equivalent experience
• Working in a challenging environment operating against very tight deadlines
• Experience working in a compliant and regulated environment
• Experience of working in a high volume, busy operational environment, delivering to standard and managing confidential materials
• Right to work in Kazakhstan
• Minimum of 1 year experience in a similar role
• Ability to work accurately with data while meeting deadlines

Desirable

• Basic IT skills to support delivery of computer-based exams
• Previous experience of examinations administration and procedures
• Experience of supporting on delivery of computer-based exams
• Experience working with CRM & Call management systems