Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Description (Roles and Responsibilities)
Main purpose of job:
The Estates Officer will provide administrative support to the full Estates team to ensure compliance is upheld on Estates work. The Officer will be responsible for requisitioning on behalf of the Estates team as part of the purchase to pay process. The Officer will also be responsible for the updating and maintain of the property database, Pyramid, for the Estates team. They will liaise with the UK Pyramid manager to uphold our compliance on property record keeping.
The Estates Officer will be responsible for making small purchases for the Estates Team where the government procurement card should be used. They will ensure all purchases using the card are in compliance with Financial policy.
The Officer will also be responsible for auditing and ensuring compliance with the Estates service delivery standards. They will work with the internal helpdesk team in updating clients on outstanding requests ensuring the Estates team is compliant with the SLAs and corporate charter.
The Estates Officer will contract manage smaller value contracts such as Dry-cleaning Services, Exercise Equipment Maintenance. As well as deputising contract management for Fumigation and Waste Collection Services. They will lead the estates team in the programme delivery of waste management; generator fuelling and fumigation services ensuring services are well planned and communicated to the clients.
The Estates Officer will also line manager one S1 Furnishings Team Driver.
Roles and responsibilities:
30% - Financial Compliance
- Requisitioning for goods and services; Receiving and payment when Deputy Estates Manager is on leave and during periods of peak volume
- Update the Estates Budget Holder on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting
- Ensure compliance with procurement best practice using the government procurement card on small purchases. Responsible for reconciling and correct charging instructions within policy.
- Support the Estates Manager in preparation for the Medium Term Financial Planning exercise using prior year actual spends to profile future requirements.
- Ensure timely reconciliations and payment of goods and services through preparation of requisitions, uploaders or distribution sets for the Global Transaction Processing Centre in Manila. Distribution sets and payment uploaders to be reviewed monthly to reflect any changes in charging instructions.
- Arrange for monthly meter reading for utility companies of all BHC properties
30% - Property Compliance
- Maintain property files with up to date lease agreements and inventory records. Collaborate with the Furnishings Supervisor to ensure inventory records are updated and readily available.
- Update Pyramid (internal property management software) with any changes in inventory records, property compliance records, and utility usage.
- Ensure property compliance is upheld through timely returns to headquarters in London from Pyramid.
25% - Line Management
- Line Management of two S3 Furnishings Assistants.
- Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
- Support their work and career development within the High Commission
10% - Service Delivery Compliance
- Monitor Estates Compliance on the internal Customer Service Help Desk service requests. Monitor our delivery against set time frames and update clients of any changes or delays in service
Line Manager to 1 x S1 Estates Furnishings Team Driver
Essential qualifications, skills and experience
· Budget / Finance Experience
· Office Support/Administration Experience
· Strong Decision Making skills
· Willingness to take initiative in own work
· Proficient in computers
· University Degree and/or College Diploma
Desirable qualifications, skills and experience
- Facilities Management
Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace
8 December 2021
Type of Position
Duration of Post
Type of Post
British High Commission
1 February 2022
Other benefits and conditions of employment
36.25 Hours of work per week
Monday – Thursday 7:15 – 16:00, Friday 7:45-13:00
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:
Grade A2 - 25 days
In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.