View Vacancy - Estates Officer, Finance & Compliance

The Corporate Services at the British Embassy Rabat is seeking a hard working team player to take up the position of an Estates Officer, Finance & Compliance - grade A2 (L).

Main purpose of the job:

The Estates Officer (Finance and Compliance) is responsible for Estates-related finances and procurement and the working-level oversight of major and compliance-related works. The Estates Officer will report to the Estates Manager and will be part of the Morocco Network Corporate Services team.

The Estates Team is responsible for the Embassy and Ambassador’s Residence in Rabat, the Consulate General in Casablanca and the British Honorary Consulate in Marrakesh. It is responsible for approximately 27 residential properties.

The successful candidate will be required to provide a very high level of customer service, be a good communicator and maintain transparent and accurate financial records. With the leadership of the Estates Manager, the successful candidate will work in close collaboration with the Estates team to ensure the effective management of Embassy Estates and procurement.

Main duties and responsibilities:

Finance:

• Main Estates Team requisitioner/receiver on prism.
• Processing and payment of Estates invoices.
• Main liaison officer with Procurement and Finance hub in Manila.
• Government Procurement Card (GPC) holder. Making payments and settling transactions.
• Report to the Estates Manager on maintenance and Health and Safety spend.
• Manage the creation and handling of suppliers.
• Regularly review and update the Estates Team’s list of approved suppliers.
• Carry out and document the annual market testing for all frequently used suppliers including for low value goods and services. Identify suppliers that accept card payments.
• Manage Estates suppliers’ payment queries.

Compliance - Properties and Offices:

• Implementation of Health and Safety compliance and remedial works from Post Compliance Assessment (PCA), electrical inspection, security, lift inspection reports and preventive maintenance for Rabat, Casablanca and Marrakech.
• Oversight of scheduled works as part of the Facilities Management contract.
• Prepare visit programmes of technical officers from the Middle East and North Africa region or from London.
• Update and keep records and file documentation for the visits of Technical Works Supervisor (TWS) and Technical Works Officer (TWO).
• First aid supplies: purchase, replenishment and monitoring of stock. Act as a First Aid coordinator by ensuring first aid kits across the network are replenished and accounted for.

Resources managed:

• Line management of two cleaners.

Other:

• Back up Estates Officer (Maintenance and Accommodation)
• Provide ad hoc administrative support to Corporate Services team.
• Minutes taking.

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:

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

• Excellent communication and customer service skills.
• Very good spoken and writing skills in English and French.
• Experience in Management.
• A confident self-starter, with excellent organisation skills, who projects a professional image and builds networks to help get the job done.
• Ability to work independently and to take initiative as well as being able to work well with others.
• Excellent administration and IT skills with a good working knowledge of excel and word.