View Vacancy - Estates Officer

The British Embassy in Rabat is seeking a hard working team player to take up the position of Estates Officer, Grade A2 (L).

Purpose of the Job:

We are looking for a dynamic self-starter who is resourceful and works well under pressure. The Estates Officer is responsible for the day-to-day running of Estates services, providing a high quality customer service and maintaining accurate records. With the leadership of the Estates Manager, the Estates Officer works in close collaboration with the Estates team to ensure the efficient and effective Management of Embassy Estates, budget and suppliers.

The successful candidate will report to the Estates Manager and will be part of the Morocco Network Corporate Services team. The Estates includes the Embassy in Rabat, the Residence, Casablanca Consulate General, British Honorary Consulate in Marrakesh and includes approximately 25 residential properties.

Duties and Responsibilities:

Residential and Non-Residential

Maintenance:

• Process maintenance requests and follow up progress to ensure customer satisfaction.

• Organise property moves.

• Prepare maintenance and move plans for the Handyman.

• March-in and March-out for new arrivals and departing officers

• First point of contact for utilities (REDAL): Installation of water and electric meters, monthly monitoring of consumption & reporting any high consumption to the Estates Manager.

• Ensure meter readings are recorded and reconciled with invoices.

Health and Safety:

• Implementation of all health and safety recommendations and works.

• Prepare visit programmes for TWO/TWS/Gas engineers/UK Electricians.

• Inventories

• Record and update inventories for all residential properties and storerooms, and ensure the safeguarding of all stored items.

• Movement of furniture (furniture sales, transfers between properties, transport of furniture)

• Local/UK purchases of furniture.

Procurement:

• In charge of the procurement process for all estates services.

• Undertake and document the quarterly reviews on suppliers to ensure they are performing as per the contract.

• Carry out and document the annual market testing for frequently used suppliers of low value goods. Where possible, identify suppliers that accept card payments.

• Purchase of all estates items and negotiate with contractors to achieve value for money for purchases and services.

• Procurement cardholder and approver of the Handyman’s purchases.

• Approver of purchases under £100.

Resources:

• Line Manage one handyman and two cleaners.

Key Competences:

• 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.

• 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.

• Delivering Value for Money: Delivering value for money involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services. It means seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay.

• Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.

• Fluent in English, French and Arabic both oral and written

• Excellent communication and customer service skills

• A confident self-starter who projects a professional image and builds networks to help get the job done

• Ability to work independently and to take the initiative as well as being able to work well with others

• A good working knowledge of excel and word