View Vacancy - Office and Estates Manager (01/19 GM) - AU

Main purpose of job:

Managing the day-to-day running of the office/residence and associate staff in the British Embassy’s Goma Office.

Roles and responsibilities:

The UK Goma office is a VSEP (Very Small Embassy or Post) with a five-person office team. The Jobholder will therefore perform many roles under the title of Office Manager including; estate management, residence Management, managing visits, managing transport, financial management, protocol duties and general administrative tasks.  The JH will also be responsible for line managing the Office Manager and will work closely with, and may delegate specific tasks to, the A2 (L) Political Officer and G4S Ghurkha guard supervisor. Corporate Management support and guidance is provided by the Corporate team in Kinshasa. The Jobholder (JH), however, holds overall responsibility for getting things done in line with British Embassy policies, in good time and with value for money.  The Job Holders main responsibilities are: 

Maintaining an overview of the office, ensuring timely and efficient administrative support. The Office and Estate Manager will:

• Have overall local responsibility for ensuring the UK Goma Office is a well-functioning, safe place to work, in line with Foreign & Commonwealth Office policies and is operating with good value for money.
• Ensure that the Goma Office provides an effective platform for receiving visitors, including that visits are well-coordinated, visitor accommodation is well maintained, logistics (including transport) are smooth, there is good communication with visitors before and during their visits, provide advice and support on visit programmes.
• Oversight of the work of service providers (cleaners, gardeners, etc.) ensuring they meet functional requirements.
• Monitor work of outsourced contractors/suppliers, including monitoring costs in line with FCO policies. Raise any concerns directly with local contractors, under guidance from the Corporate Services Team, British Embassy Kinshasa.
• Provide oversight of the G4S driver team. Ensure the transport booking system is fit for purpose.
• Take proactive steps for maintenance of equipment and facilities in the office and the Staff compound.
• Ensure functionality of all telecommunication equipment in the office and residence at all times and escalate issues to the IT team in Kinshasa when necessary.
• Provide oversight to ensure timely replacement/procurement of supplies for the Office and Staff Compound. Develop replenishment and procurement plans for both expendable and non-expendable properties and other supplies, ensuring strict adherence to UK Government financial process and ensuring value for money.
• Prepare and submit monthly financial reports to the head of the Goma office and to the British Embassy Kinshasa.
• Ensure there is an appropriate monitoring/tracking system for all non-expendable properties and other supplies.
• Maintain Proper files and records for all systems relating to management of office stock and supplies.

Ensure compliance with all operational systems and procedures:

• Ensure  relevant internal check systems for the Office and Staff Compound are in place, including on maintenance, Health and Safety and training.
• Provide accurate information and reports on breach of operational systems and procedures. 
• Provide timely information on problem areas and ensure they are resolved.
• Ensure that services and maintenance of office and Staff compound are in accordance with organizational standards, rules and regulations and as per contractual arrangements.

Lead on financial management of all corporate/office and estates management expenditure:

• Ensure the Network Post Account (NPA) is correctly managed and submitted on time each month.
• Ensure correctly management of daily cash transactions and administrating a petty cash account (worth $2k per month approximately).
• Make payments within delegated authority and seek appropriate authorisation  of sums in excess of this.
• Ensure FCO anti-fraud guidance is strictly followed, and that all staff know how to report suspected fraud.

Ensuring efficient/effective administration and supervision of the office logistics, meeting & conference room(s), common areas, office and staff compound stores, internal & external cleaning:

• Provide oversight to ensure there is proper screening/collection of all mail received by the office. Ensure there is prompt dispatch of all mail to the appropriate recipients.
• Provide oversight to ensure that meeting spaces are clean and functional.  Provide oversight to ensure there is orderliness, cleanliness and adequate security at the car parks, common areas, and office stores. Seek advice from the Regional Overseas Security Manager (based in Kinshasa) where relevant.
• Provide oversight to ensure that staff and visitors have an effective transport and Logistics provision, including hotel bookings, flight bookings, vehicle allocations, and preparation of weekly transport schedule, and other transport reports.

Lead on preparation of correspondences, reports, evaluation and justification on general administrative or specialized procurement tasks:

• Draft letters, memo, reports, take, and disseminate minutes of office weekly meetings.
• Source quotes and lead on evaluation of such quotes and bids for appointment of contractors.
• Ensure prompt collection of invoices from Service Providers and confirm that services have been provided as requested. 

Liaise co-ordinate with Kinshasa, Kigali and London on issues not possible to solve locally.

Line management:

• Line manage x1 A2(L) Office Manager and x1 A2(L) Political Officer.
• Ensure staff have clear objectives, that they have appropriate support available in order to achieve them, that appraisals are completed on time and to a high standard, that leave is coordinated across the team.
• General oversight of and support to the x3 house staff team, x2 G4S drivers and x7 G4S guards.

Resources managed:

• 3 household staff (contractors)
• petty cash account

• Written and verbal to Operational level English, French and Swahilli.
• Good working knowledge of Microsoft Office; driving license; clear writing skills, basic maths.