View Vacancy - Estates Officer AO x 2 (11/22 KSH)

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

Main purpose of job:

 

This is an interesting and stretching position operating within the British Embassy Kinshasa’s (BEK) core Estates Management Team.  The position will focus on providing timely and effective administrative support to the Estates Team, with a specific focus on supporting direct property management of our staff accommodation.  It may also include providing support in the management of BEK’s warehouse.

To do this job well, you will need to build and maintain good relationships with BEK staff, with the Landlord’s technical maintenance staff and also with contacts for the procurement suppliers that we use. 

We are looking for a person who is:

·       Dynamic and enthusiastic about their job

·       Proactive and approachable

·       Patient and understanding in dealing with others

·       Focussed on good customer care

Able to apply their best judgement to work without constant supervision while knowing when to escalate issues when they arise

 

Roles and responsibilities / what will the jobholder be expected to achieve?:

 

We all have a responsibility to embrace the changes of the FCDO as it continuers to transform into single department, building the culture we want to see and delivering our cultural statement in how we behave towards others.  How we make decisions and how we achieve this transformation is everyone’s responsibility.

 

In your role as Estates Officer, you will be responsible for two main areas of work:

 

(a)    Financial Management

         i.        Arranging procurement of goods as authorised by our Head of Estates & Inventory or senior line Refmanagement, to be done in accordance with FCDO policies, and with a particular focus on ensuring and providing value for money;

        ii.        Monitoring property lease records - especially those for when payment of rents are due, bringing to the advance attention of the Head of Estates & Inventory, those that need renewal and allowing time for any negotiations that need to be completed before signature.

       iii.        Ensuring accurate records of deposits paid by BEK for all accommodation and managing negotiations when the deposits are due to be returned to BEK at the end of tenancy occupation.  

       iv.        Makling sure that copies of all leases that are signed are correctly filed, for audit purposes.

        v.        Inputting payments for rents and other goods or services directly related to the properties under your responsibility, onto our financial system for review by your line manager.

(b)    Estates Management

         i.       Acting as the first point of contact for all Estates’ queries and requests related to most of the residential accommodation and for the management of BEK assests at our warehouse.

 

        ii.       Completing inspections of vacated properties with the Embassy Maintenance Manager to agree works responsabilities (landlord / BEK Maintenance) and items that need/to be removed or exchanged, and making sure that all properties are ready for new occupants with all known issues resolved before accommodation is handed over to them. Also Includes  inventories of properties with occupants at the beginning and the end of postng.

       iii.       Ensuring guidances are followed to determine if maintenance requests that are received from staff should be referred to the property landlord or the Embassy Maintenance Team and communicate the request to them; following up to make sure that the work is completed well and keeping staff informed when maintenance works are to begin and the expected dates for completion.

       iv.        Referring to the Head of Estates and Inventory, any unusual requests or any work that is expected to be major and costly, for their agreement on any action(s) to be taken.

        v.       Ensuring that provision of suitable residential accommodation is provided for new UK-based staff within 2 weeks of their joining post or immediately upon arrival as long as 6 months’notice has been provided. Including invetories with occupants at the beginning and the end of postings

  

       vi.       Organising and attending quarterly meetings with the Landlord’s senior management team, including gathering feedback from tenants before the meetings and producing a meeting note afterwards.

 

      vii.        Possibly; management of the warehouse including completing inventory with records of each check) at least 2 times in a year and making sure that the security of our assets is well-maintained (except IT).

 

You will need to be flexible to assist with specific, discrete areas of work when required (for example, supporting the Embassy in the event of a crisis, or with planning for important visitors, etc.).

Resources managed (staff and expenditure):

 Some responsibility for budget management and procurement

·       Experience of building good internal and external relationships and working well across teams. 

·       An ability to be proactive and managing your own workload well – even when there is pressure. 

·       A flexible approach to your work in general, with experience of adapting quickly to changing priorities. 

·       Good organisational skills and the ability to complete your tasks on time. 

·       A working knowledge of all Microsoft Office suite of programmes (Outlook, Excel, Word, etc.).

·       Experience of working in a multicultural environment.

·       Familiar with HERA or similar systems.

Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
7 December 2022
Administrative Officer (AO)
Permanent
Africa
Democratic Republic of the Congo
Kinshasa
British Embassy
2
USD1, 111.10 paid 13 times per year, plus additional 30% of Monthly (Basic) Housing allowance paid 12 times per year & USD 189.95 Transport allowance paid 12 times per year
1 February 2022

Learning and development opportunities:

There are opportunities to undertake learning and development on the job.  This might include opportunities for formal training or job-shadowing etc.  Learning and development will be discussed with the successful applicant upon appointment, and delivered in partnership with our Human Resource Hub in Pretoria where appropriate.

Working patterns:

 The standard working schedule is 5 days per week, Monday to Thursday 08:00 to 16:00 and on Fridays, 08:00 to 14:00.  

Regular attendance at the office and visits to residential properties is required as part of this role.  We will try to be as accommodating as possible, but the nature of this role means that some flexible working patterns cannot be accommodated.  This role will also require some ad-hoc out of hours working when necessary.

 

PLEASE NOTE THIS ADVERT IS FOR 2 POSITIONS, ONE IS A PERMANENT ROLE AND THE OTHER IS A FIXED TERM ROLE. 

  • 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 Embassy will never request any payment or fees to apply for a position. 
  • Employees recruited locally by the British Embassy in Kinshasa are subject to Terms and Conditions of Service according to local employment law in Democratic Republic of Congo. 
  • 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 British Embassy does 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 Civil Service Success Profiles can be found on this link: https://www.gov.uk/government/publications/success-profiles
  • Please note:  AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
  • Reference checking and security clearances will be conducted on successful candidates.
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This opportunity is closed to applications.