View Vacancy - Estates & Assets Officer A2 (14/19 KPL)

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 Estates & Assets Officer will provide administrative support to the Estates and Maintenance team to enable the team to provide efficient and effective property management for the 1 HMG office buildings and compound, the Official Residence, and 29 residences. This role will carry out property management, support contract management and procurement, and maintain all the records and inventories pertaining to Estates and Maintenance.

 Property Management


  • Ensure that rents are paid on time and liaising with landlords. 
  • Prepare documentation for the residential induction process for all new UK based staff, and support Head of Estates with inductions. Carry out the verification of the properties assets during first arrival and departure. 
  • Ensure residential properties are furnished in accordance with the Accommodation Guidelines.  
  • Manage the cleaning process of curtains and soft furnishings during the refurbishment of a property.
  • Establish and manage the system for the temporary housing float.  Ensure the floats are well stocked and request for new items as required.
  • Compile and forward the yearly residential housing report to the Head of Estates, Health and Safety Officer and the Maintenance Manager after the yearly property inspection visit.  Record and manage all the relevant information relating to the residential and office inventories.
  • Manage the Estates and Maintenance imprest.  Ensure funds requested have the correct approval and are accounted for.

Support Contract Management and Procurement

  • Prepare and send out the maintenance schedules for the preventative maintenance contracts one week prior to the works.  Contracts include Fumigation and Cleaning.  Liaise with both UK based staff and the contractor to confirm schedule. 
  • Be the first point of contact for supplier deliveries. This will include liaising with suppliers, which fall under this function for example water deliveries, cleaning and rubbish collection. 
  • Be the first point of contact and provide oversight to the contract cleaners, ensuring that the cleaners adhere to the agreed Terms of Reference and maintain a high level of service. Compile and monitor a schedule of works for the cleaners.  Carry out monthly checks on the provision of cleaning materials and consumables.

Support Estates Officer to maintain files documents relating to preventative maintenance works.


  • Support the procurement function for goods and services below the £25,000 threshold for the Estates team with technical support from the Maintenance team. Carry market research for non-technical supplies.
  • Requisition and receipt on the accounting system.

Line Management Responsibilities and Administrative support


Provide direct line management of the 2 Cleaners. Ensuring that regular 1-2-1s take place. 


Re-cycling and Energy Saving

  • Manage the re-cycling system.  Arrange for the delivery or collection of paper, plastic and glass with the relevant companies.   
  • Take part in Greening activities, and distribution of minutes from the Greening Meetings.  

Resources managed (staff and expenditure):

Asset Management – BHC stores (except for electrical store), Furniture and equipment both residential and official

Line Management of 2 Cleaners

Provide oversight to the cleaning contract.

Manage the Estates and Maintenance Imprest

  • Excellent oral and written communication 
  • Evidence of dealing with a diverse range of stake holders
  • Organisational skills
  • Good attention to detail
  • Administration skills.
8 November 2019
Administrative Officer (AO)
Permanent
Africa
Uganda
Kampala
British High Commission
UGX 2,682,424
1 December 2019

Working Patterns:

Monday to Thursday 0830 to 1700 lunch break of one hour

Friday 0830 to 1300 no lunch break

Annual Leave:

All staff of the British High Commission are entitled to 25 days paid leave per year on commencement of employment. This increases to 30 days after five years continuous service. The leave year is 1 January to 31 December.

In addition to annual leave, the British High Commission observes a number of Ugandan and British public holidays each year. In line with FCO policy, this is generally up to a maximum of 14 days.

Learning and development opportunities

The British High Commission is committed to supporting learning and development of staff. Appropriate training and support will be given to the successful candidate.

  • Please complete the application form in full. Failure to do so may result in a determination that you do not meet the requirements for the position. 
  • Employees recruited locally by the British High Commission in Kampala are subject to the Terms and Conditions of Service according to local employment law in Uganda.
  • All applicants must be legally able to work in the country of application with the correct visa/status or work permit. 
  • Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
  • Reference and security clearances checks will be conducted.
  • Any questions you may have about this position will be answered during the interview, should you be invited.
  • 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
  • Successful candidates not resident in Uganda will be personally liable for costs and arrangements to relocate, including accommodation and work permits.   
  • Check your application and attachments before you submit your application, as you will not be able to make any changes once submitted.
  • The British High Commission will never ask you to pay a fee or money to apply for a position.
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.