View Vacancy - Technical Works Assistant

Main purpose of job:

Co-ordinate with the Corporate Services Manager (CSM) and Technical Works Officer (TWO) with respect to day-to-day maintenance and programmed/future works projects within the Estate, providing the best possible service in accordance with FCO rules, Accommodation Policy and Corporate Services Charter. To ensure correct tendering and procurement procedures, good maintenance, housekeeping, stock control/inventories and value for money for the management of the Estate. Have an active role and lead on Health & Safety issues.

Roles and responsibilities: 

This is a key role in the busy Corporate Services Section supporting the Embassy Back Office. The Technical Works Assistant (TWA) will have both a managerial and administrative role in day to day operations.

The TWA works directly with the Corporate Services Team, UK based staff, landlords and Head of the Residence to plan and execute the overall management of properties and services, ensuring a high-service level response, while complying with policy, timing and budgetary restrictions.

Within the main responsibilities, the TWA will be required to:

• Identify, evaluate and suggest works in our Estate and coordinate with Estates team.
• Inspect and provide a full technical report with respect to properties.
• Advice on Health & Safety issues and make recommendations to the CSM.
• Supervise works and suppliers. Ensure Post has an efficient and professional Agreed Supplier List with the Procurement Hub in Mexico.
• Assist the Estates team in accommodation, as well as Chancery moves and inventories.
• Receive phone calls/e-mails from clients regarding emergency maintenance requests. 
• Control of the works request cycle (reactive and day to day maintenance) including: originating, receiving and registering work requests; acknowledgement and delegating works to relevant suppliers. 
• Prepare and monthly control the budget regarding Estates expenditures.
• Register information in Pyramid, particularly in works, projects and forward maintenance plan.
• Lead on the PCA (Post Compliance Assessment) for all the Estate, compiling property files an ensuring they are up to date regarding required documentation. 
• Housekeeping of Purchase Orders.
• Be an active member of the Post Housing Committee (PHC).
• Prism user: requisitioner, receipting goods and services.
• Drive our official vehicles to visit properties and/or to shops.
• GPC Card for general supplies, confirmation and payment.
• To perform/carry out minor works in properties.

• University Degree, Technical qualifications or student in the following fields: Architecture, Civil Engineering, Plumbing, Electricity, Health & Safety.
• Additionally, 2-3 years of work in similar positions are required.
• Good command of Microsoft Office tools and Internet.
• Driving licence.

Skills: People skills are the most important requirement for this position. More specific people skills encompass:

• The ability to communicate well with customers and with other team members;
• A polite, friendly and tactful manner, when handling complaints or enquiries or solving problems;
• Administrative, organisational and project management skills ;
• The ability to work under pressure and prioritizing;
• Good teamwork skills.