This is an interesting and stretching position operating within the British Embassy Kinshasa’s (BEK) core Estates Management Team.  The position will focus on providing timely and effective administrative support to the Estates Team, with a specific focus on supporting direct property management of our staff accommodation.  It also includes the management of BEK’s warehouse.

Roles and responsibilities

you will be responsible for the following areas of work:

• Estates Management
  • Monitoring property lease records – especially those for when payment of rents are due, bringing to the advance attention of the Head of Estates, those that need renewal and allowing time for any negotiations that need to be completed before signature.
  • Acting as the first point of contact for all Estates’ queries and requests related to the residential accommodation under his/her care and for the management of BEK assets at our warehouse.
  • Completing inspections of vacated properties with the Deputy Estates Manager and Maintenance Manager to agree works responsibilities (landlord / BEK Maintenance) and items that need/to be removed or exchanged, and making sure that all properties are ready for new occupants with all known issues resolved before accommodation is handed over to them. Also Includes inventories of properties with occupants at the beginning and the end of posting (march in/out).
  • Ensuring guidelines are followed to determine if maintenance requests that are received from staff should be referred to the property landlord or the Embassy Maintenance Team and communicate the request to them; following up to make sure that the work is completed well and keeping staff informed when maintenance works are to begin and the expected dates for completion.
  • Referring to the Estates Manager, any unusual requests or any work that is expected to be major and costly, for their agreement on any action(s) to be taken.
  • Ensuring that provision of suitable residential accommodation is provided for new UK-based staff within 2 weeks of their joining post or immediately upon arrival as long as 6 months ‘notice has been provided. Including inventories with occupants at the beginning and the end of postings
  • Organising and attending quarterly meetings with the Landlord’s senior management team, including gathering feedback from tenants before the meetings and producing a meeting note afterwards.
  • Management of the warehouse including completing inventory with records of each check at least 2 times in a year and making sure that the security of our assets is well-maintained (except IT).
  • Updating properties records in Planon, the Integrated workplace system Management system
• Financial Management
  • Ensuring accurate records of deposits paid by BEK for all accommodations and managing negotiations when the deposits are due to be returned to BEK at the end of tenancy occupation.
  • Making sure that copies of all leases that are signed are correctly filed, for audit purposes.
• Other administration support
  • Arranging procurement of goods/services as authorised by our Head of Estates or senior line management, to be done in accordance with FCDO policies, and with a particular focus on ensuring and providing value for money.
  • Acting as a requisitioner/receiver in the system (raising requisition, receiving goods/services etc.)
  • Government Procurement Card Holder.
  • General support to the Estates Team and additional administrative duties; this may include project management, finance and budgeting, contract management and procurement.

You will need to be flexible to assist with specific, discrete areas of work when required (for example, supporting the Embassy in the event of a crisis, or with planning for important visitors, etc.).

• Experience of building good internal and external relationships and working well across teams.
• An ability to be proactive and managing your own workload well – even when there is pressure.
• A flexible approach to your work in general, with experience of adapting quickly to changing priorities.
• Language requirements: Fluent (both written and oral) in both English and French
• Good organisational skills and the ability to complete your tasks on time.
• A working knowledge of all Microsoft Office suite of programmes (Outlook, Excel, Word, etc.).
• Driving (valid licence) as officer will be required to visit different sites