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, Plannon, for the Estates team 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.

The Estates Officer will contract manage smaller value contracts such as equipment maintenance contracts, Dry-cleaning Services, Exercise Equipment Maintenance.  As well as deputising contract management for Fumigation and Waste Collection Services.  They will lead the estates team in the programme delivery of waste management; generator fuelling and fumigation services ensuring services are well planned and communicated to the clients.

The Estates Officer will also line manager one S1 Furnishings Team Driver and 1 S2 Furnishings Assistant/Driver.

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, uploaders, 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.

25% – Property Management and 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.
• Coordinate the signing and tracking of all property leases between the legal team, post, and the landlord/property agent team. Ensuring that all property files have a copy of all relevant lease documents.
• Update any changes in inventory records, property compliance records, and utility usage.
• Ensure property compliance is upheld through timely returns to headquarters in London from Plannon
• Lead on the issuance and maintenance of key processes ensuring that all arrival and departure key processes are followed.
• Arrange for monthly meter reading for utility companies of all BHC properties.

20% – Contract and Procurement

• Oversee the management of the Equipment maintenance contracts, dry cleaning services and the gym equipment service contract.
• Deputize on the contract management of the Fumigation, Waste collection, generator Fuelling and WI-FI installation contracts.
• Provide support during contract evaluation and moderation exercises as deemed necessary.

15% – Line Management

• Line Management of 1 S1 Furnishings Driver and 1 S2 Furnishings Assistant and 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

10% – Estates Cross Cutting Objective

• Lead on the property handover checks along with the Technical team.
• 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.

Resources managed:

• 1 S1 Furnishings Driver
• 1 S2 Furnishings Driver and Assistant

• University Degree and/or College Diploma
• Budget / Finance Experience of more than 1 year
• Office Support/Administration Experience
• Strong decision-making skills
• Willingness to take initiative in own work
• Proficient in computers