View Vacancy - Technical Works Group Administrative Assistant AA (03/23 NR)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates

Main purpose of job:

The Technical Works Group (TWG) Officer will provide administrative support to the full TWG team to ensure compliance is upheld on work requests and projects.  The Officer will be responsible for requisitioning on behalf of the TWG team as part of the purchase to pay process. 

To ensure the efficient running of the Technical Works Group Office, including record keeping (financial, technical, leave records), general administration, scheduling of trainings and staff briefings, communicating with customers to ensure excellent customer service.

Roles and responsibilities:

General Administration – 40%

·       Office administration of the Gitanga office. Offering support to the Technical Works Group staff and supervisors.

·       Maintain a proper filing system for all documents and proper record keeping at the Gitanga office.

·       Ensure timely delivery of goods and services with the suppliers, escalating when/ where need be.

·       Administer casual wages, overtime and leave records for the Technical Works Group team.

·       Assistance to BHC Upper Hill staff visiting the Gitanga office.

·       Create a property cost file on the Shared Area to account for all TWG spending at each property for labour and materials carried out for Work Requests and refurbishment. This would give a running total of how much each property costs per year for maintenance. Transfer this to the FCDO Planon database when technically possible.

·       Filing of all the individual Works Requests once the material and labour costs has been recorded.

·       Create a Register for Day workers detailing names, trade, start date, finish date and pay and keep records of the time the Day worker has worked.

·       Support colleagues in TWG on how to record leave on internal HERA system.

·       Lead the team in material request form use ensuring all colleagues use the system appropriately for accurate inventory record keeping.

Customer Service – 40%

·       Support the General Foreman in the efficient distribution of tasks, balancing urgent requests with ongoing preventative maintenance and renovations

·       Team lead on tracking and updating the internal customer works request system (Kenquiry) ensuring calls are assigned, followed up on time and customers kept up to date on any changes

·       Ensure that TWG staff leave works forms in the property making clear what work has been undertaken

·       Contact customers in advance to ensure they are in the property and will allow access

·       Use radio/mobile phone communications with all staff working on the various property sites. Pass on messages and take messages.

·       Report back to the Customer Service Helpdesk on the progress of TWG tasks, allowing the Helpdesk to close calls and update customers.

Line Management – 20%

·       Line Management of: 1 x AA Carpenter and 1 x S1 TWG Driver

·       Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans

·       Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.

·       Support their work and career development within the High Commission

Line Management: 

·       AA Carpenter

·       S1 TWG Driver

·       High School Certificate/Diploma with a minimum of 2 years relevant experience or Bachelor degree with a minimum of 1 years of relevant experience.

·       Administration

·       IT Literate (Microsoft Word & Excel – expert level)

·       Knowledge of customer service

·       Good team player skills

·       Good communication skills, attention to detail and initiative, as well as good customer service skills

·       A flexible approach   and good team working skills

Contractor & Supplier Liaison

Accounting

Managing a Quality Service, Delivering at Pace, Leadership, Communicating and Influencing
27 January 2023
Administrative Assistant (AA)
Permanent
Africa
Kenya
Nairobi
British High Commission
KES 152,590.68
1 April 2023

Working patterns:

 

If the job is suitable for flexible working patterns, please provide details: Yes

 

The BHC Has a remote working policy.  Exact working patterns can be agreed upon hiring between the Line Manager and the Employee.

 

Hours of work are:

44 Hours a week

Monday to Thursday 0730 to 1730 (inclusive of 1 hour lunch break)

Friday 0730 to 1630

  • 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 Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
  • It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit.
  • 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 and appointment is subject to that clearance.
  • 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 Country Based 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.