Operations Executive, Malaysai

2 weeks ago

Kuala Lumpur, Malaysia British Council Full time

Operations Executive, Malaysai

**Date**:7 Feb 2024

**Location**: Kuala Lumpur, East Asia, MY

**Company**:British Council

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 Title**:Operations Executive, Malaysia

**Pay band**:4 / H

**Location this role could be based**:Malaysia

**Department**:EA Directorate

**Contract type**:Indefinite

**Role Purpose**

The Operations Executive plays a key role in supporting the achievement of our organisational goals by providing direct support to the Country/Territory Leadership Team and Country/Territory Director. The role is instrumental in the effective management of key relationships and in the efficient delivery of the Directorate’s management responsibilities.

**Main accountabilities**

1. Support the Director to ensure the country/territory operation has effective governance as per British Council standards and in support of Country Management requirements:

- Meetings of the Country/Territory Leadership Team (CLT/TLT) and Incident Management Team (IMT) are scheduled on a timely basis ensuring maximum participation. Proposed agenda items are collated, and final agenda agreed with Director and shared with participants no less than 3 days before each meeting.
- Mandatory agenda items such as ‘risk reviews’, as advised by regional governance guidelines, are scheduled at appropriate times.
- Actions from previous meetings are followed up with each action owner, in advance of the following meeting. Progress updates are recorded and shared with Director and Chair of meeting (if not Director) in advance of the following meeting.
- A CLT O365 Teams site is maintained which contains all the key documents related to country/territory operation governance as advised by regional governance guidelines e.g. risk register, audits and action plans, contracts register, information asset register, child safe action plans, organograms, business continuity plans etc. Frequency of updates by members of CLT is monitored and individuals chased where updates have not been made on a timely basis. Monthly updates are provided to Director on amendments made by members of CLT. (This task may be the responsibility of BSS in certain countries).
- Where hard copies are needed, contracts or other documents requiring Director signature are printed and returned securely to requester following Director signature. Support is given for coordinating Director’s time for e-signing where this is required.

2. Taking a lead on the logistics for large scale online and in-country/territory meetings, and on the programmes for internal/external senior visitors as well as new members of staff as requested by CD
- Visit programmes reflect the quality and impact of our work.
- Briefing is coordinated with SBU input.
- Visitors receive up-to-date joining instructions, visitor notes and briefing as per corporate standards.
- Meeting venues and appropriate refreshments and meals are arranged within cost guidelines and in line with corporate standards.
- Hotel bookings are made as per country/territory approved supplier list.
- Planning and arrangements are made for induction of new members of the team.
- Meeting agendas are agreed, and invitations sent, meeting arrangements put in place.
- Provide incoming and outgoing admin support to new/departing CD.

3. Staff engagement and activities to support the well-being of the team such as:

- Coordinate invitations and logistics for All Staff meetings and other staff engagement activities.
- Support people-related tasks for example coordination with local health provider, local government agencies where relevant) and supporting the country/territory leadership team with activities to address areas arising from the annual staff survey.
- Support the wider country/territory leadership team in communications for example outcome of pay awards.
- Liaise with Embassy for HMA’s engagement with us and British Council participation in FCDO activities - for example vaccination programmes, QBP, guest lists for events.

4. Calendar management and other administrative support as requested by Director: For example (but not exclusively):

- Coordinate the Country/Territory Director calendar and travel (in country/territory, UK and international)
- Accompany the Country/Territory Director to meetings where appropriate and co-ordinate necessary follow up action, providing cultural insight and language suppor

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