Estate and Admin Manager

• Manage local office wide procurement through procurement requests (PRs) with support of procurement team (Marketplace). Prepare quotation requests, bids and supplier tenders, and proposals for shared office services and suppliers. Invite, assess, and recommend suppliers. Establish and negotiate contract terms and conditions and maintain supplier relationships.
• Administer contract performance including delivery, receipt, warranty, damages, and insurance. Manage vendors reviews, and evaluations.
• Manage the validity of formal documents related to utilities, licenses, taxes, etc. And act as a point of contact with government offices.
• Manage mobile services including sets, contracts, and inventory.
• Responds knowledgeably and professionally to enquiries within their discipline, to ensure internal customers receive high quality, prompt, and timely service and/or advice. Refers on to others only complex enquiries, or those outside own area of expertise.

• Apply Health and Safety regulations in cooperation with the Security Manager.
• Responsible for the implementation of information management plan, Country Information Assurance Maturity Model (CIAMM) returns; manages contracts register, offsite information storage and manage in accordance with policies and procedures, maintains logs, and follows up as per information retention and disposal requirements.
• Promote and support with country Equality, Diversity and Inclusion (EDI) in department activities, and provide the required evidence in timely manner.
• Ensure compliance with Financial Control Compliance Framework (FCCF) in all financial and procurement processes.
• Support the business in regulating the Child Protection action plan.
• Manage the environment framework Tool (EFT) ensuring premises and activities uphold best environmental practice

• Manage and monitor facilities services including hard (building maintenance, electricity, HVAC, etc), and soft services (cleaning, catering, transportation, etc) in 4 British Council branches in Egypt.
• Ensure the optimal office/stores space utilization, and best seating layout is applied in coordination with the British Council global estate.
• Manage premises renovation projects including technical and financial aspects, and coordination with consultants, contractors, and local and global management teams.
• Oversee operational condition of office furniture and equipment, plan for replacements and disposals, and ensure appropriate authorizations has been received.
• Maintain office inventory of onsite assets & work of Art, their procurement, maintenance, and disposal in accordance with policies and procedures

• Ensure the British Council accommodation policy is applied when looking for accommodation for new staff arriving to Egypt
• Keep a record of reputable agents and review the agreements with these agents and ensure that they follow our requirements
• Negotiate the rent fees, check contracts clauses, terms and conditions, and ensure that all ownership papers are checked by our lawyer before signing the lease with the landlord.
• Arrange moving of staff's stuff securely and in co-operation with HR team.
• Manage utilities, facilities, inventory, and regular maintenance of all apartments in a timely manner.

• Prepare budget/expenditure plans and cash flow for estate, facilities, and administration.
• Supervise the process of VISA requests/renewals for non-Egyptian staff.
• Manage office cars procurement, insurance, licensing, maintenance, schedules, and drivers.
• Manage customs clearance where applicable.
• Supervise mail and shipment services through courier service providers.

• Manage and monitor recruitment, leaves, and development of Estate, facilities, and administration team of 17 team members, including 6 staff members directly report to her/him.
• Review the performance of estate and administration team on a quarterly basis.

• English at Proficiency Level B2
• Fluent written and spoken Arabic
• University degree with B.Sc. Engineering Construction, civil, electricity, or mechanics, or 5-year experience as a facilities manager in multinational multi-sites organization, or certificate/affiliation from a reputed facilities management educational organization
• At least 2 years' experience in a similar managerial role.
• Proven track record in general office administration and Facilities Management
• Experience in project management
• Experience in managing teams.
• Experience in working in a multi-cultural organisation in an international context.
• Strong organisational skills with the ability to prioritise tasks and meet deadlines.
• Track record of building effective relationships with employees and management to achieve the delivery of high quality and effective professional services.
• Experience of developing and managing a range internal and external stakeholder relationships
• Strong administrative experience with the ability to interpret and follow organisational policy and practices.

• Business administration certificate/diploma
• Project management certificate
• Facilities management certificate
• Experience in working in a matrix management structure.
• Ability to manage multiple tasks to completion within a set timeframe.

• Role: Estate and Admin Manager(40131)
• Number of positions: 1
• Pay Band: Grade 7 F
• Location: Egypt
• Gross Salary : 30,166 EGP
• Contract type: Fixed term local contract 1 year renewable.
• Closing date: 28th April 2024(23:59pm Gulf Standard Time)
• Other: This role is open to candidates who the legal right to work and are located/based in Egypt.

British Council