British High Commission Estates Officer Kenya Jobs
British High Commission Estates Officer Kenya Jobs
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, 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 and Commonwealth Office (Operations and Corporate Services)
Job Description (Roles and Responsibilities)
Main purpose of job:
The Estates Officer will provide administrative support to the full Estates team to ensure compliance is upheld on Estates work. The Officer will be responsible for requisitioning on behalf of the Estates team as part of the purchase to pay process. The Officer will also be responsible for the updating and maintain of the property database, Pyramid, for the Estates team. They will liaise with the UK Pyramid manager to uphold our compliance on property record keeping.
The Estates Officer will be responsible for making small purchases for the Estates Team where the government procurement card should be used. They will ensure all purchases using the card are in compliance with Financial policy.
The Officer will also be responsible for auditing and ensuring compliance with the Estates service delivery standards. They will work with the internal helpdesk team in updating clients on outstanding requests ensuring the Estates team is compliant with the SLAs and corporate charter.
They will assist the Health and Safety Officer in keeping accurate property compliance records and ensuring documentation is up to date and filed appropriately.
The Estates Officer will also line manager two S3 Furnishing Assistants.
Roles and responsibilities:
30% - Financial Compliance
Requisitioning for goods and services; Receiving and payment when Deputy Estates Manager is on leave and during periods of peak volume
Update the Estates Budget Holder on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting
Ensure compliance with procurement best practice using the government procurement card on small purchases. Responsible for reconciling and correct charging instructions within policy.
Support the Estates Manager in preparation for the Medium Term Financial Planning exercise using prior year actual spends to profile future requirements.
Ensure timely reconciliations and payment of goods and services through preparation of requisitions, or distribution sets for the Global Transaction Processing Centre in Manila. Distribution sets and payment uploaders to be reviewed monthly to reflect any changes in charging instructions.
Arrange for monthly meter reading for utility companies of all BHC properties
30% - Property Compliance
Maintain property files with up to date lease agreements and inventory records. Collaborate with the Furnishings Supervisor to ensure inventory records are updated and readily available.
Update Pyramid (internal property management software) with any changes in inventory records, property compliance records, and utility usage.
Ensure property compliance is upheld through timely returns to headquarters in London from Pyramid.
25% - Line Management
Line Management of two S3 Furnishings Assistants.
Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
Support their work and career development within the High Commission
10% - Service Delivery Compliance
Monitor Estates Compliance on the internal Customer Service Help Desk service requests. Monitor our delivery against set time frames and update clients of any changes or delays in service
5% - Health and Safety Compliance
Support the Health and Safety Officer in complete self-assessment checks on property compliance works
Support the Health and Safety Office on filing and record keeping to ensure documentation is available for audit checks
Essential qualifications, skills and experience
University Degree and/or College Diploma
Budget / Finance Experience
Office Support/Administration Experience
Strong Decision Making skills
Willingness to take initiative in own work
Proficient in computers
Desirable qualifications, skills and experience
Health & Safety Experience and/or Education
Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace
Type of Position
Type of Post
British High Commission
Starting monthly salary ()
1 February 2019
Other benefits and conditions of employment
Flexi working available in agreement with Line Manager.
How to apply
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 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 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 Apply by 17th December, 2018
For more information and job application details, see; British High Commission Estates Officer Kenya Jobs
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