Main purpose of job:

The Finance and Estates Manager is responsible for delivering effective financial management, estates operations, and compliance across the Post. The role ensures a safe, compliant, and well-managed platform through oversight of budgets, payments, HR/payroll processes, estates maintenance, and contractor performance.

The Finance and Estates Manager acts as the focal point for financial and estates matters, supporting the Head of Corporate Services. The role combines operational oversight, policy implementation, and strategic input to improve standards and processes across the portfolio, and also provides leadership to estates and reception staff, ensuring high-quality service delivery.

Roles and responsibilities:

1. Financial Management & Budgeting (20%)

• Manage Post budgets, including allocations, forecasting, and financial planning.
• Maintain accurate financial records and produce monthly forecasts in coordination with budget holders.
• Lead on financial reporting, identifying risks of under/overspend and recommending corrective actions.
• Prepare and manage spreadsheets and reporting tools to support decision-making.
• Coordinate and support monthly budget meetings (including preparation of papers and recording actions).
• Liaise with Directorate finance teams and external stakeholders as required.

2. Payments & Financial Operations (20%)

• Oversee payment processing, ensuring accuracy, compliance, and timely execution.
• Manage cash processes, including cash flow, PAG cash, reconciliations, and local banking activities.
• Conduct compliance checks and ensure adherence to financial controls and policies.
• Maintain audit-ready documentation and support internal/external audit processes.

3. HR & Payroll (10%)

• Deliver monthly payroll for locally employed staff, ensuring accuracy and compliance with local regulations.
• Maintain staff records and support HR compliance requirements.
• Provide advice on local labour regulations where required.

4. Estates Operations (30%)

• Oversee day-to-day estates management, including maintenance, repairs, and servicing of office and residential properties.
• Manage planned preventative maintenance schedules and reactive works.
• Supervise contractors and service providers (e.g. A/C maintenance contract).
• Act as primary liaison with building administration and landlords, managing leases and tenancy arrangements.
• Lead on furniture procurement, inventory management, and stock control.
• Maintain accurate estates data across systems (e.g. Planon).
• Support administrative onboarding of properties identified by PSM, including new lease agreements.
• Lead on offboarding of properties, including all outgoing works.

5. Compliance, Health & Safety (10%),

• Act as Health & Safety coordinator for Post, ensuring compliance with FCDO regulations and policies.
• Conduct and maintain hazard risk assessments (e.g. Working at Heights, Hot Works).
• Support Estates Technical visits (e.g. RTL, TWO) and lead on resulting Property Compliance Assessments (PCA) recommendations.
• Ensure estates-related compliance processes are maintained (e.g. audits, inspections, reporting tools such as Evotix).

6. Line Management and Leadership (10%)

• Line manage reception staff and handyman team (x2), ensuring effective workload planning and performance management.
• Foster a customer-focused service culture across Corporate Services.
• Coordinate workloads across estates and finance activities to ensure seamless service delivery.

Resources managed (staff and expenditure):

• Receptionist
• 2x Handyman/Driver
  

Essential on arrival:

• Demonstrable experience in financial management, budgeting, and payment processing.
• Strong organisational and analytical skills.
• Strong numeracy skills, and attention to detail.
• Strong communication skills, including briefing senior stakeholders.
• Ability to manage competing priorities and deliver under pressure.
• Excellent command of MS Excel.
• Good IT skills (MS Office and security systems).

Language requirements: 

Language: English and Spanish 

Level of language required: Advanced (written and spoken)