Administration and Logistics Coordinator

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide. For 90 years we have shaped brighter futures through education, arts, culture, language, and creativity. Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. **We connect. We inspire.** **British Council Payband 4** **Contract Type:** Indefinite Contract **Location:**Kyiv, Ukraine **Closing Date:** 20th September 2026 **Please note that candidates must have the pre-existing, legal right to work in Ukraine** **Mobility / relocation / visa sponsoring support will not be provided.** **Role Purpose:** To support provision and maintenance of an appropriate working environment for staff and visitors which is safe, comfortable, attractive and conducive to efficiency, and which makes a positive statement about Britain and the British Council to clients and customers. To manage logistics for the British Council in Ukraine in order to support operational objectives and contribute to their success. **Role Context:** The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust. We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body. The British Council has been operating in Ukraine since 1992 via its three strategic business units which are: English & Examinations, Arts and Education & Society. The British Council in Ukraine delivers its activities through a number of separate juridical entities in Ukraine, reflecting the complexity of our work. We run our charitable UK Government-funded programmes as the Cultural Section of the British Embassy, with associated diplomatic status. We have established a limited liability company to deliver our exams administration, and an Extra-Curricular Institution to deliver our commercial teaching of English for adults and children. All our entities operate from our permanent office in Kyiv. All these entities, the teams within them and the programmes they run require the support of the whole Corporate Services team and this post in particular, as do our many thousands of face-to-face and on-line customers. Led by the Head Corporate Services, current Corporate Services team includes Head of Corporate Services, 1 ICT Systems Administrator, 1 Maintenance and Office Services Coordinator, 1 Administration & Logistics Coordinator and 1 Driver. **Accountabilities/Responsibilities:** **Contribute to smooth day to day running of the British Council’s platform in Ukraine as a safe and efficient working environment by:** - maintaining productive relationships with internal and external stakeholders, and ensuring that working contacts at the operational level are positive and productive - being accountable for implementing local Inventory Procedure, including maintaining of Kyiv office (fix assets and inventories) inventory register; coordinating annual physical inventory checks (Kyiv office and households); drafting proposals for disposal and arranging disposal in line with obtained approvals - ensuring that physical paper records are kept in line with the information management requirements and standards, including implementation of efficient processes of the off-site archive storage and secure destruction services - being accountable for implementation of Office Mobile Connectivity policy, including but not limited to management of mobile communication services contract, liaising for new connections, disconnections, blockages, migrations, re-issue of SIMs, etc., arranging monthly distribution of invoices, detalisation reports and refunds, managing stock of office mobile telephones, etc. - ensuring that the British Council vehicles are appropriately maintained and insured to comply with Ukrainian legislation; - contributing to implementation of Environmental Framework Tool within the country, including by provision of carbon emission data on fuel consumption; **Run logistics and customs services’ duties by:** - arranging import and export customs clearance of British Council consignments, including personal effects of UK appointed staff upon their arrival and or leave from Ukraine; to ensure those are cleared within the agreed timelines and costs; to conduct market research and suggest available ways of deliveries to/from Ukraine to ensure value for money; advise staff accordingly - tracking changes of customs regulations and briefing staff upon request - being accountable for implementation of courier services usage procedure - maintaining effective relationships with contracted services providers and efficient resolving of delivery services related issues **Provide support to UK appointed staff and Teachers and manage the process of settling domestic leases by:** - providing UK appointed staff with required scope of information on real estate market including available apartment lease options and coordinating the full scope of activities to settle the lease arrangement - liaising between real estate agencies and potential landlords while negotiating lease agreement terms and conditions for UK appointed staff - settling temporary accommodations for UK appointed staff and network Teachers via the established and regularly review the list of the real estate agencies - ensuring that concluded long-term lease agreements for UK appointed staff, including their extensions and or terminations, comply with British Council standards, procurement policy and corresponding Ukrainian legislation - maintaining effective relationships with landlords and resolving leases related issues **Conduct line management duties by:** - line-managing a Driver post directly reporting to the role and ensure that performance management standards are applied throughout the management line - leading and enhancing Driver’s performance which demonstrates best practice in delivering high-quality solutions that meet internal customer requirements - supporting Driver’s learning and development to deliver agreed targets **Provide procurement support by:** - ensuring value for money from active contracts through monitoring and managing assigned contracts to confirm goods and services meet performance expectations, deliver cost-effectiveness and align with market standards - engaging stakeholders and suppliers to drive improvements and resolve issues related to active contracts - ensuring that assigned procurement activities are delivered in full compliance with Procurement Policy standards and executed using the processes and standards outlined on the Corporate Procurement intranet **Provide financial support by:** - performing the role of Purchase Order Requisition creator in SAP system and Purchase Requisition creator in MyProcurement system for the Corporate Services team and occasionally for other teams on request - ensuring that all assigned payments are processed in line with the approved payment procedures and in compliance with Corporate Governance and Ukrainian legislation - preparing data to contribute to the Corporate Services team monthly forecast - ensuring that allocated petty cash float is balanced, all expenditures are supported with necessary documentation and timely reported Finance in line with approved payment procedures - ensuring that all payments made via the department card (DPC) are supported with necessary documentation, checked and timely approved in SAP - contributing to Corporate Services team budget planning and reviews **Compliance to Corporate policies, including but not limited by:** - ensuring that Equal Opportunity and Diversity policy standards are consistently applied through Corporate Services team operation - getting familiar with and follow the Child Protection Code of Conduct standards **Role specific knowledge and experience:** **Minimum/essential** - University degree or equivalent - Experience in procurement and contracting - Experience in arranging import and export customs clearance of consignments - Experience in settling accommodation leases - Basic knowledge of payment processing requirements and payment generating docs compliance standards - Experience in office services and resources management skills - Experience in people management - Experience of working as part of a dispersed team **Desirable** - Experience in domestic lease negotiation - Knowledge of appropriate local legislation (customs, real estate, contracting) - Experience of successfully delivery of business process improvement - Experienced Excel user - Experience of using SAP system **Language Requirement:** - English at Proficiency Level C1 - Native Ukrainian A connected and trusted UK in a more connected and trusted world. **Equality, Diversity and Inclusion Statement** We are committed to equality, diversity and inclusion and welcome applications from all sections of the community as we believe that a diverse workforce gives added depth to our work. The British Council is a Disability Confident Employer. The Disability Confident scheme helps challenge attitudes, increase understanding of disability and ensure staff are drawn from the widest possible pool of talent. We guarantee an interview for disabled applicants who meet the minimum role requirements. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities. **Safeguarding Statement** The British Council is committed to safeguarding children, young people and adults who we work with. We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989. Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children. If you experience any difficulties with submitting your application, please email