Resources Manager

This job falls under the Business Support Services Unit and is part of the country’s Senior Leadership Team. The job is based in a directorate where Projects and other programmes are constantly evolving and a keen eye for procurement management is required.

Accountabilities, Responsibilities and Main Duties: 

Managing procurement 

• To manage & support all overhead procurement exercises in country including Approved Supplier List (ASL) development, supplier relations, compliance and service delivery, and advisory  support to programme staff making procurements. Ensures efficient cost control and quality.
• Identify and recommend suppliers for inclusion in Approved Suppliers List (ASL) - but not approval. Manage supplier negotiations to ensure best deal for the organisation in terms of quality, price and service.
• Monitor performance of key suppliers 
• Monitor the office service contracts, ensuring that the contracts are up to date, new contracts are negotiated and that the contracts drawn meet British Council global contract requirements. Ensure that an approved suppliers list is maintained.
• Assure compliance with BC procurement and financial and anti-fraud processes
• Report on Enterprise Risk Management Framework (ERMF)

Assist in audit preparation and supports Finance in Change Management

Facilities and Asset Management

• Maintain a prioritised and up to date facilities and asset task list at all times to ensure that properties and assets meet standards for safety, security and energy and environmental impact.
• Planned maintenance schedules and budgets 
• Scheduled inventory reviews and up to date records  

Ensure that all office equipment is maintained at a high standard by monitoring service delivery contracts to ensure that work contracted is delivered, and value for money achieved.

Managing UK appointed staff presence

• Knowledge of of key processes and offical organisations applicable to incoming UK staff including Immigration and local revenue / tax authorities.
• Receipt and despatch of UK staff personal goods on arrival and departure.
• Ability to record, review and maintain all clearances necessary to ensure effective entry, presence and exit of UK staff.

Effective liaison with British High Commission/Embassy Management Office to support all UK staff requirements.

Managing key business processes 

• Annual review and rehearsal of Business Continuity plan
• Contributes to general office planning
• Regular audits and effective testing of emergency procedures
• 6 monthly review of lists, 6 monthly review of health and safety procedures
• Ensure that British Council’s health and safety standards are maintained, ensuring that the fire safety regulations are met and regular fire drills are held with staff assigned as fire officers
• Conduct health and safety training for new staff, and refresher training for continuing staff when necessary.
• Carry out health and safety audits of the office at least once a year to include VDU assessments,  and  make improvements as necessary.
• Secure appropriate and necessary government tax exemptions, visas & permits to ensure the smooth running of the operation.

Budget Monitoring and Management

• To manage the Resources and Premises budget for the office (Premises and office budget)
• Monthly budget progress reports prepared for managemnet meeting, comparing actuals with profiled estimates, variances discussed.
• Review all premises and office budgets, including depreciation vs. actuals monthly . Recommend adjustments for Director's consideration. 

Contract Management

• To oversee the provision of professional, cost-effective, quality contracted services for maintenance, security and catering to provide a comfortable, healthy and safe working environment for all staff and visitors to the building. To manage specific projects and initiatives as required.
• Oversee day to day facilties services to ensure continuous, high quality service delivery
• All contracted services delivered in accordance with contracts, which are reviewed annually.
• All facilities services meet customer service requirements according to corporate standards and local operational needs.
• To manage and monitor customer feedback through an annual Facilities Review.

Line management

• To provide effective line support for Resources staff managed in line with British Council brand and values
• To actively identify opportunities for staff learning and development (attendance at training courses, self-directed learning and cross-team working)
• To providing mentoring and coaching of team and others as needed

Key relationships: (internal and external)

External : Vendors, Contractors,  Regulatory Authorities etc

Internal: CD, Decision Support Manager, Business Director and Project Managers

Other important features or requirements of the job

You may be required to work some unsocial hours and do occasional travels

Right of Abode and right to work in Ghana

Successful candidate will have to satisfy British Council Child Protection check requirements and complete a Police Check

Skills and Qualifications

• Application of tendering process (competitive and single source) to win business; procurement of goods, services, internal/ external resources to support project delivery. Estates and Procurement Management at Managerial level – minimum 5 years.
• Degree from a recognised university(Preferably Estate/Procurement Qualification)

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