View Vacancy - Estates Officer, Grade – AO, Mumbai

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

Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience-based segment and the behaviours and technical/ professional skills-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.’

Main purpose of job:

Effective estates and residential contract, inventory and estates related works to ensure FCDO policies are followed and value for money is achieved.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

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

  1. Ensure the residential and estates inventory and asset register is up to date, including the procurement and disposal of equipment and furnishings in line with FCO policy.
  2. Maintaining the inventory of office furniture in a secure and tidy condition, stocks at optimum levels to meet any contingency disaster but kept to the minimum according to audit guidelines.
  3. Ensure deep cleaning, snags are completed during change of officer in accommodation.
  4. Line manages the handyman. Plan and assign the day-to-day tasks for handyman/vendors based on work requests from staff and update them about progress/completion.
  5. Manage all documents such as PPM calendar, Master task list etc. related to maintenance, repairs carried out in office or leased apartments. PCA documents to be monitored and updated.
  6. Manage float items with regular update of float list and liaise with UKB staff for delivery and pick up of float.
  7. Processing, record keeping and making arrangement of payments including Utilities payments. Liaise with India Payable team for Supplier Maintenance Form, Purchase order, Distribution set etc and also liaise with GTPC, Manila to resolve any issue with regard to payment process.
  8. Ad hoc duties delegated by Estates manager.
  9. Co-ordinate duties of outsourced housekeeping staff.

Resources managed (staff and expenditure): One Handyman

Language requirements:
Language: English, Hindi and Marathi.
Level of language required:  Good proficiency in writing and speaking in English.

Learning and development opportunities (and any specific training courses to be completed):
Office will provide on the job training.

Essential on arrival:

  • At least 3 years' experience in facilities management / property management and involved in invoice processing, customer service.
  • Knowledge of basic procurement.
  • Worked in multi-cultural environment.
  • Good coordination with different vendors to complete the work on time as per agreed quality.
  • Good negotiation skills.
  • An innovative approach to problem solving and a positive attitude.
  • Excellent interpersonal and communication skills both in English, Hindi with a strong customer focus.
  • Good knowledge in Microsoft Excel.
  • A proven track record of delivering results to a higher standard with tight deadlines.
  • Flexible, resilient under pressure and decisive with a proven track of delivering results.
Desirable:  Willingness to work additional hours as necessary which will be compensated with time of in lieu.
Communicating and Influencing, Making Effective Decisions, Managing a Quality Service, Working Together
24 October 2023
Administrative Officer (AO)
Full-time, Permanent
40
South Asia & Afghanistan
India
Mumbai
British Deputy High Commission
1
INR
INR 53,642 per month plus 12% Provident Fund and 6% Superannuation fund
4 December 2023

For British High Commission candidates, the Country Based Staff BHC Terms & Conditions will apply.

For other than BHC candidates, salary will be all-inclusive of INR 53,642 per month plus 12% Provident Fund and 6% Superannuation fund.

Additionally, the BHC offers a great benefits package that includes annual domiciliary medical cover, plus a Group Hospitalisation Scheme with INR 500,000 floater cover for your immediate family. 

No relocation or any other related costs or assistance will be provided.

Please note - BHC does not deduct tax at source and employees are required to ensure that any requirements of local income-tax law are complied with in full. Employees who are not liable to pay local income tax on their Mission salary, e.g., some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.    

The BHC is recognised as a good employer, with a robust, fair and transparent performance management & appraisal system linked to increments and staff bonuses. We have a 5-day working week, plus annual leave, public holidays, maternity leave provision, special leave, paid sick leave provision; ample development opportunities, travel opportunities, a good organisational culture, and excellent work/life balance. 

Around half of our work forces are women.  We treat people with respect and equality and have a policy of zero tolerance for any form of discrimination, bullying, or harassment. 

This is a good opportunity to be part of a strong, diverse team, working in the biggest network that FCO has anywhere across the globe. We are aiming to make it the best.

Note: All applicants are required to mandatorily fill the complete online application form including the employment and educational details, experience segment and the behaviour-based questions. We will be thoroughly reviewing the application forms only for all the required details. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

To Apply: 

Please note applications without (a) and (b) will not be considered.

  1. Complete the Online Application Form
  2. Complete the Experience, Professional Skills and Behaviour based Segments in the Online Application Form

Internal candidates applying for this position need to inform their current line managers, else the applications will not be considered.

We will accept only online applications by 24th October 2023 (latest by 23:55 hours IST).

Please note that all the applicants will be required to strictly adhere to the security guidelines for British High Commission

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. 

Please note - Provident Fund Transfer in and out from EPFO is not possible as BHC PF is managed by a private PF trust governed by Indian Income Tax Act, 1961. The staff still has the option to transfer out and in from a privately held PF trust which are not governed by EPFO.

Applicants who do not have the required qualification & experience should kindly abstain from applying, as their applications will not be considered.

Only shortlisted candidates will be contacted, and no telephone enquires will be dealt with. Basis the scores, the candidate/s who did not score as highly as the successful candidate, might be placed on the reserve list. If during the reserve period of 6 months, the same or largely similar role becomes available, the role may be offered to the second or subsequent appointable candidates.

The appointment will be subject to Police Verification and other checks including references, medical, educational and professional.

We welcome all applications irrespective of age, race, colour, gender, disability, sexual orientation, religion, belief or creed. We are also open to applications from people who want to work flexibly.

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.