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View Vacancy – Estates Officer – (02/24 CPT)

British Consulate General

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View Vacancy – Estates Officer – (02/24 CPT)


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 (Residence and Support Staff)

Estates

Main purpose of job:

The British High Commission to South Africa oversees the UK Government’s operations in South Africa across the following locations:

•  The British High Commission Pretoria (BHC)

•  The UK Visas & Immigration Office in Pretoria

•  The UK Department for Business and Trade in Johannesburg (DBT)

•  The British Consulate General Cape Town

Its Estates team, based largely in Pretoria with some staff in the locations above, are responsible for delivering corporate services to support the work of the Mission.

The Estates Officer will work under the supervision of an Estates Manager and will help manage the British High Commission’s Offices and properties in the Cape Town area the position effectively acts as a facilities officer for the Consulate office, a number of residential properties and the British High Commissioner to South Africa’s Official Residence in Cape Town.

The jobholder will need to be willing to work flexibly to help others, contribute to Estates and Security work covering all British High Commission locations and staff throughout South Africa, take on different tasks where work pressures are heavy, cover leave absences and deal with emergencies.  This can involve calls and work dealing with customers and contractors in the evenings and weekends, for which a mobile phone is provided.

Whilst the role is based in Cape Town, the jobholder will be part of Estates team and the wider Corporate Services team, covering all of South Africa and will therefore need to work remotely to these other locations on a range of admin tasks.  The individual will likely need to travel to Pretoria occasionally (funded fully by the British High Commission).

The Estates Officer plays a crucial role in:

Preparing our residential properties for occupation by our staff, which requires forward-planning, attention to detail and strong organisational and time-management skills.

  • Dealing with on-going maintenance issues in offices and residential properties, requiring skills in administration, IT and multi-tasking numerous concurrent activities
  • Providing a professional service to our office staff and occupants of residential properties, for which a thorough understanding of customer service and good communications skills are essential
  • Managing the work of contractors which are engaged to deliver property and maintenance works

The role is ideally suited to an individual who:

  • Enjoys managing an operation and who takes pride in it running smoothly.
  • Has strong administrative skills, and wants to develop experience in finance and running projects
  • Is a good communicator and people-person, who takes pride in good service and enjoys working in a busy team

It is essential for the jobholder to have a valid driving licence as driving (in a company vehicle) to sites is required.

Experience of facilities management / property management would be a bonus.

Roles and Responsibilities / what will the job holder be expected to achieve:

The below roles and responsibilities are general guidelines. The role is not limited to the detail below and the responsibilities are subject to change from time to time with prior consultation if circumstances, structures, work pressures or priorities alter, or if absences need covering.

  • Organising tasks required in managing a portfolio of residential accommodation including site visits, managing contractors, tracking progress and record keeping.
  • Organising work to deliver facilities management activities in offices and properties including planning / scheduling of work and ensuring staff have the correct information about works and property issues.
  • Raising requisitions orders and receipting funds on the British High Commission’s finance portal dealing with financial issues and budgeting requirements and researching and assessing works quotes and costs.   These tasks include remote working for the British High Commission’s South Africa-wide Estates team by supporting budget and finance duties related to properties, offices and estates at other British High Commission locations.
  • Conducting property assessments, against periodic schedules or in response to issues arising, ensuring British High Commission standards are met, compliance with Health & Safety requirements, and a high standard of customer service for staff and residential occupants.
  • Monitoring maintenance requests, ensuring that issues are addressed in line with agreed standards and deadlines, and communicating with staff and residential occupants.
  • Administration duties, including internal record-keeping on properties, service suppliers, contractors, budget issues and asset registers.  Management of property information and inventories, including on the British High Commission’s IT systems.  These tasks include remote working for the British High Commission’s South Africa-wide Estates team by supporting admin duties related to properties, offices at other British High Commission locations.
  • Using experience / knowledge to observe and highlight any estates concerns, including accompanying contractors, related to property inspections and maintenance around generators, electrical, plumbing and other similar issues.  Assess health and safety standards at properties and offices and report on these to manager.
  • Liaise with landlords and building managers to ensure fire safety, and health and safety standards are met, including regular fire testing.  Reporting on these to managers based in Pretoria.
  • Provide a strong contribution, in addition to the above day-to-day tasks to the morale and team spirit of the local Corporate Services team, and other teams, in the British Consulate in Cape Town, especially related to learning and development, teamwork, collaboration and support to others, respect to colleagues, and diversity and inclusion.

Resources managed (staff and expenditure):

Oversee works funded by the British High Commission estates, including researching quotes, assessing these and ensuring costs offer good value for money, financial processes are managed effectively on the IT system and budgetary information is recorded, reported and maintained accurately.

  • Strong computer literacy
  • Multi-tasking, communication with customers and time-management skills
  • Valid Driver’s licence.  The jobholder must be able to drive
  • Administration Experience, including dealing with external contractors
  • Fluent in written and spoken English

  • Experience in property management / facilities management
  • Budgetary experience

Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together, Developing Self and Others

21 January 2024

Administrative Officer (AO)

Permanent

36.5 hours

Africa

South Africa

Cape Town

British Consulate General

1

R 296,469.38 (per annum) plus an additional On Call allowance of R4,941.16 paid 12 times a year

1 March 2024

Learning and development opportunities (and any specific training courses to be completed):

Full training is provided to the successful applicant for all job-related skills.  The British High Commission also offers a huge range of learning and development opportunities, including financial support through study grants.

Working patterns:

Site visits and engagement with contractors in weekly daytime working hours limit the opportunity for working from home, or other remote working, or fully flexible work patterns.

The jobholder must be able to drive given site visits etc.  A company vehicle is used for such journeys.

Occasional travel to Pretoria to meet managers, learn skills and build networks with colleagues.

The British High Commission pays in full for the Key Care Plus option on Discovery Health for staff including spouses/partners and dependants.

  • Once you have successfully completed your probation the British High Commission will contribute 9% of your monthly salary to a Provident Fund.
  • Annual leave entitlement of 25 days
  • Working hours per week of 36.5 hours

  • 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 Pretoria are subject to Terms and Conditions of Service according to local employment law in South Africa
  • All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit
  • The responsibility lies on the successful candidate to;
  • Obtain the relevant permit
  • Pay fees for the permit
  • Make arrangements to relocate
  • Meet the costs to relocation 
  • The British High Commission do not sponsor visas/work permits except where it may be local practice to do so
  • 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
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’.  If during the reserve period of 6/12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate”.

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.

Cape Town

To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/

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