Country Exams Services Officer (Core Operations & Logistics)
British Council
Total years of experience :14 years, 0 Months
• Managing and dealing with conflicts within the team
• Planning day to day operations for the team in order to achieve agreed targets within the tight deadlines.
• Managing leaves and absences of the team and ensuring sufficient staff is available to meet the operational needs.
• Monitoring team's performance and planning Learning and development based on the performance.
• Managing courier SLA/performance standards and builds relationship with courier service provider in country
• Proactively seeking out and updating courier panel so that quality of services and cost elements are in accordance standards.
• Supporting the functions of confidential materials handling and the Confidential Materials Room (CMR) to ensure British Council standards are met in set up and day to day operations.
• Handling of suitcases and storage materials for distribution ordering and budget management.
• Supports planning for Test Day resources ordering, quality, distribution and management (e.g. process guides, stationery, branding/signage/ technical equipment - speaking test/hand scanners)
• Ensure the proper procedures and documentation is adhered to when handing over to courier.
• Providing timely escalation of issues, enabling the adaptation of work plans where necessary.
• Supporting continuous improvement in efficiency/cost effectiveness/quality of service delivery in the team.
• Planning and prioritises own work activities, which span across a range of different work streams, responding to changing and at times competing requirements to ensure effective delivery of responsibilities over a weekly/monthly time horizon.
• Responsible for ensuring On-Screen Marking of exam scripts for IELTS
• Undertake dispatch and delivery of exam papers to UK awarding bodies as per exam board deadlines and quality standards
• Ensure adherence to CMR standards and management as set forth and carry out frequent random checks to proactively prevent issues from arising.
• Providing support and reporting for audits and performance reviews.
• Follows agreed corporate risk management processes and procedures when delivering services (e.g. child protection, security policies, financial protocols, anti-fraud measures) to protect the interests of the BC and its customers at all times.
• Create awareness within the country team on the importance of maintaining the standards around CMR and distribution of exam related materials, provide feedback if behavioural gaps are observed.
• Generate the various document control reports as required.
• Provide support to recruitment team by sourcing and staffing at times of peak hiring session in order to meet deadline set by the higher management
• Re - checking and Rectifying employee information entered by the Recruitment officer through Oracle ERP.
• Maintain the files and control logs as required by the management.
• Maintain updated records of all approved documents and their distribution clearly.
• Assist employees with medical insurance benefit claim questions and issues.
• Coordinate with broker regarding Additions deletions and reissue of Medical Insurance.
• Ensure proper documentation for personnel files.
• Keep track for employees who have loan and coordinate with bank to update their lists.
• Responsible to send letter of notification for banks to inform them of terminated employees.
• Update the files of cases and staff resignations.
• Prepare letters and documents for ER manager and other staff per request
• Provide information and assistance to staff and work related issues.
• Provide any relevant needed service to staff especially the newly joined staff
• Playing a key role in administering & coordinating ER Manager work, schedules, projects, meetings, and all other related issues.
• Follow up and respond to employees’ requests for processing personnel transactions which include but not limited to residency renewal, sponsorship transfer, profession change, visas requests …etc. and does the necessary to process them on a timely manner.
• Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff to complete files.
• Issue ID cards for new hires and completed their personal files and organize them for easy retrieval.
• Send periodic reports to management on activities related to ID’s, personal files and ad hoc report requests from management.
• Perform other job related duties as assigned.
• Organizes and maintains file system, and files correspondence and other records.
• Working as HR Coordinator (making job offers, terminations etc.)
• Updating the HR Manager regarding the issues related to employees.
• Follow up with team leaders and clients.
• Making project expenses claims
• Coordinating with employees
• Reminding General Manager Regarding his tasks, meetings, issues.
• Arranging His appointments with the clients.
• Coordinate manager's schedule and makes appointments.
• Greet scheduled visitors and conducts to appropriate area or person.
• Make copies of correspondence or other printed materials.
• Prepare outgoing mail and correspondence, including e mail and faxes.
• Order and Maintain Office supplies, and arrange for equipment Maintenance
•Prepare schedule of site visits and ensure that site visits are being carried out according to plan
•coordinate in site issues
• Depositing cheques
• Modifying drawings on AutoCAD 2d
• Sending purchase orders
• Making quotations with the most suitable price
• Handling all receipts & invoices
• Deal quickly and efficiently with customer enquiries or complaints by meeting, phone, post or email
• Expedite customer interactions, including keeping them informed of by rules and regulations
• Occasionally work antisocial hours in order to meet customers’ requirements, solve their problems and thus encourage future business
• Proactively foresee possible delays or complications and plan strategies to avoid or minimize them
• Ensure the accuracy of financial records for billing purposes, occasionally negotiating an alteration to the stated price or terms and conditions as compensation to customers.
• Managing daily files and documents
• Get the orders from the market.
• Supply the goods according to the orders.
• Receiving bills and receipts.
• Update the consumer with competitive prices.
• Maintaining punctuality and honesty at work.
• Achieving maximum outlets in minimum time.
• Attend customers promptly.
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