View Vacancy - Office Manager

The British Embassy invites applications for the position of Office Manager, job grade A2 (L). The position will be based in the British Consulate General in Casablanca.

The jobholder will act as the first point of contact for all Corporate Services matters in the British Consulate General (BCG) in Casablanca. The Office Manager is responsible for the day-to-day running of the Consulate and UK-based (UKB) staff accommodation including maintenance, procurement, logistics, and IT services. They also provides support to the small Department for International Trade (DIT) team based in Casablanca. The jobholder will work collaboratively with the Corporate Services in Rabat and delivering high standards of customer service. 

Main duties and responsibilities:

1. Office management (80%)

• Estates
  • Maintenance of the office, UKB staff accommodation and machinery. Prepare maintenance plans in consultation with the Estates Manager and Head of Department. Implementation of Health and Safety (H&S) requirements and compliance guidance. Work closely with the Estates Manager on all estates matters.
  • Ordering of goods and services. Keep all inventories up to date.
  • Suppliers’ management, obtain quotations, and follow up of works until satisfactory completion.
  • Maintenance of Commonwealth War Graves Commission (CWGC) cemetery and ensuring the cemetery is well maintained at all times.
  • Management of crisis bags.
  • Support Head of BCG in organising events. Act as support to Casablanca team providing information, updates and consulting Head of DIT in Corporate Services matters.
  • General support to DIT (Department for International Trade) team as directed by the team.
  • Coordination between Embassy and Consulate General teams.
• Finance
  • Administration of the cashbox, record of transactions and timely submission for approval.
  • Requisition and receipt on our in-house finance management system (Oracle-based). Payment of all invoices.
  • Purchasing goods and services bellow £3000; Ensure value for money and prior approval.
  • Market testing through obtaining quotes. Look for suppliers with card payment facility.
• Transport and logistics
  • Transport bookings. Manage the driver’s schedule and overtime.
  • Timely vehicle maintenance. Ensure the driver carries regular maintenance checks.
  • Order of vehicle parts.
  • Logistics management of official visitors, i.e., hotel booking, transport booking etc.
• Resource management (staff and expenditure)
  • Line management of one (1) driver and one (1) gardener. Supervision of one contracted cleaner (under third-party agency).
  • Cashbox management.
  • Other tasks as may be requested by Head of DIT or Head of Corporate Services (HCS).

2. IT administration, hardware and telephony (20%) – acting as Information Technology Support Officer (ITSO)

• • Ensure IT, telephony, and internet are operational at all times. Act as first point of contact for users, helpdesk and technical visitors.
  • Proactively maintain IT/ telephony infrastructure, reporting/ logging incidents and degradations in performance promptly to the helpdesk and liaising with the helpdesk or local providers to resolve issues.
  • Administer user accounts, add users, and manage mailboxes, distribution lists, equipment, and consumables.
  • Be responsible for IT Security Procedures including SOPs management and IT/ telephony induction to new users.
  • Review, procure, install and maintain all IT equipment (e.g., desktops, laptops, printers, scanners, phones etc.). Manage spares, replacements and return faulty equipment to the UK when required.
  • Administer the server. Maintain IT cabling and switches with the support of the helpdesk.
  • Maintain the inventory of IT/ telephony equipment order spare equipment.
  • Assist with the logistic support process to bring in new equipment return the faulty one. 

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs. 

Key Competences:

• Managing a Quality Service – Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
• Collaborating and Partnering – People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
• Delivering Value for Money – Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay. Making decisions based on evidenced information and following agreed processes and policies, challenging these appropriately where they appear to prevent good value for money.
• Changing and Improving – Being responsive and innovative, and seeking out opportunities to create effective change. Being open to change, suggesting ideas for improvements to the way things are done, and working in ‘smarter’, more focused ways.

• Languages: Fluent in English (IELTS score of at least 7 or equivalent), both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication. Fluent in French and Arabic (Classical and Darija) both written and spoken.
• Administration skills: At least one (1) year work experience in office management.
• Customer service: Excellent customer service skills and telephone manner, and ability to respond to a range of customers' needs. Demonstrates courtesy and consideration in dealing with all stakeholders.
• Resilience: Demonstrated initiative, adaptability and the ability to work flexibly both in a small team and individually.
• Team player: Collaborative skills and ability to work in a team remotely. Able to maintain a range of contacts to build effective working relationships and work well with staff and teams within and outside the organisation.
• IT skills: Good understanding of IT and ability to work and resolve issues with the IT helpdesk. Able to effectively use Microsoft Office package (Outlook, Word, Excel, PowerPoint, Teams) and other common IT software to improve team communication and delivery.