View Vacancy - Estates Officer X 3 (11/21 PTA)

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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates

Main purpose of job:

The British High Commission to South Africa oversees the UK Government’s operations in South Africa across the following locations:

  • The British High Commission Pretoria (BHC)
  • The UK Visas & Immigration Office in Pretoria
  • The UK Department for International Trade in Johannesburg (DIT)
  • The British Consulate General Cape Town

Its Corporate Services Team, based largely in Pretoria with some staff in the locations above, is responsible for delivering corporate services to support the work of the Mission.

The Estates Officer will work under the supervision of the Estates Manager and will help manage the British High Commission’s Offices and the properties where British Diplomats reside. The position acts as a facilities manager for a number of these properties, helping to ensure the effective management of the Estate whilst also demonstrating professionalism and delivering high quality customer service.

The jobholder will need to be willing to work flexibly to help others, take on different tasks where work pressures are heavy, cover leave absences and deal with emergencies. This can involve calls and work dealing with customers and contractors in the evenings and weekends, for which a mobile phone is provided.

Whilst the role is based in Pretoria, the jobholder can be expected to undertake periodic visits to the other Offices in South Africa, as listed above.

The Estates Officer plays a crucial role in:

  • Preparing our residential properties for occupation by our staff, which requires forward-planning, attention to detail and strong organisational and time-management skills
  • Dealing with on-going maintenance issues from the whole estate, requiring skills in administration, IT and multi-tasking numerous concurrent activities
  • Providing a professional service to our office staff and residents, for which a thorough understanding of customer service and good communications skills are essential
  • Managing the work of an in-house maintenance team and liaising with external suppliers of services

The role is ideally suited to an individual who:

  • Enjoys staff management duties and wants to develop management experience
  • Has strong administrative skills, and wants to develop experience in finance and requisitioning and running projects
  • Is a good communicator and people-person, who takes pride of good service and enjoys working in a busy team

Experience of facilities management / property management is a bonus.

Roles and Responsibilities: 

The below roles and responsibilities are general guidelines. They are not limited to the detail below and are subject to change from time to time with prior consultation if circumstances, structures, work pressures or priorities alter, or if absences need covering.

  • Organising the tasks required in managing a portfolio of residential accommodation; includes site visits, managing contractors, tracking progress and record keeping.
  • Organising the workload of (2) maintenance staff, for facilities management activites on the estate. Includes weekly planning / scheduling of work and ensuring staff have the correct information / tools for the works required.
  • Raising requisitions orders and receipting funds in Prism, dealing with finanical issues and budgeting requirements
  • Conducting ‘March In’ (assignment of accommodation) and ‘March Out’ (taking back possession of a property), ensuring all steps are completed to FCDO standards, complying with Health & Safety requirements, and maintaining strong customer service with our occupiers
  • Monitoring maintenance requests on a daily basis, ensuring that issues are addressed in line with Corporate Service Charter deadlines, and communicating with occupants and maintenance staff
  • Estates administration duties, including internal record-keeping on properties, suppliers, contractors, budget issues and asset registers. Management of property information such float lists, information sheets, inventories and property photos
  • Regular property visits, using experience / knowledge to observe and highlight any estate concerns as well as accompanying suppliers / contractors, for inspections and maintenance such as generator issues, electrical, plumbing or structural issues. Additionally, to observe and highlight any property concerns to the Estate Manager
  • The job holder will assist the EM in maintaining and co-ordinating all aspects of H&S Compliance in accordance with the UK H&S Compliance audits for all properties Assist the H&S Compliance Officer to ensure properties fulfil FCDO guidelines for safe occupation
  • Ensure that an accurate, up-to-date and complete inventory lists are maintained of all British High Commission properties at all times. The duties includes creating and/or updating the existing property files with standardised float and furniture inventory list

Resources managed:

  • Line Management of 2 Maintenance officers
  • Strong computer literacy
  • Multi-tasking, communication and time-management skills
  • Valid Driver’s licence
  • Administration Experience
  • Experience in property management / facilities management
  • Line management experience

Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
6 May 2021
A2 (L)
Permanent
Africa
South Africa
Pretoria
British High Commission
R 18,680.65
1 June 2021

The British High Commission pays in full for the Key Care Plus option on Discovery Health for staff including spouses/partners and dependants.

  • Once you have successfully completed your probation the British High Commission will contribute 9% of your monthly salary to a Provident Fund.
  • Annual leave entitlement of 25 days
  • Working hours per week of 36.5
  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • The British High Commission will never request any payment or fees to apply for a position.
  • Employees recruited locally by the British High Commission in Pretoria are subject to Terms and Conditions of Service according to local employment law in South Africa.
  • All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. 
  • The responsibility lies on the successful candidate to;
  • Obtain the relevant permit
  • Pay fees for the permit
  • Make arrangements to relocate
  • Meet the costs to relocation 
  • The British High Commission do not sponsor visas/work permits except where it may be local practice to do so. 
  • Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
  • Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note:  AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
  • Please log into your profile on the application system on a regular basis to review the status of your application.
Please be aware that you will only be able to apply to vacancies for Local Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.