Summary
Date Posted: Wednesday, October 06, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Deputy Estates Manager B3 (31/21 NR) Maternity Cover
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.
Job Category
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory
Estates

Main purpose of job:
The Deputy Estates Manager will join the BHC Joint Corporate Services Team providing administrative and financial support to the Estates Team. The duties will include processing supplier payments and account reconciliation for a budget worth 30% of the overall post budget allocation covering rent, utilities, furniture and supplies. They will be the point of contact for suppliers in the preparation of properties for new arrivals ensuring service is rendered to agreed standard. They will support the Estates Manager in procurement of goods and services for the team achieving Value for Money. They will contract manage the stationery and kitchen equipment repairs contracts. They will line manage the Estates Officer ensuring inventory records, and property files are up to date.

Roles and responsibilities:
Finance:
• Work in conjunction with the Estates Managers to forecast and profile spends on budget lines, monitor expenditure and ensure compliance with procurement audit procedures with focus on Utilities and Stationery forecasts.
• Ensure timely reconciliations, receipts and payment for supplier purchases
• Conduct quarterly supplier statement reconciliation addressing any outstanding amounts on supplier statement within the quarter
• Maintain and update all supplier purchase orders, distribution sets and uploaders in compliance with set charging instructions
• Lead the Estates team on Financial Performance and Compliance Indicator (FPCI) score compliance addressing any Invoices on hold, Open Purchase Orders and GRNIs within allowable time frames

Customer Service:
• Respond to general inquiries raised for the Estates Team through the Estates Enquiries Mailbox
Procurement:
• Conduct receipting of goods and services in PRISM and processing of invoices.
• Contract Manage the Stationery and Kitchen Equipment Repairs contracts. Hold quarterly KPI meetings, maintain SRO functions with the suppliers for all requests and follow up ensuring the BHC Nairobi gets VFM from their goods and services
• Work with the soft furnishings supplier to coordinate for any repairs required in properties
• Conduct market survey’s identifying new suppliers in the market that the BHC may wish to invite for bidding of good or services supplied to the BHC.
Collaboration with Technical Works Group (TWG)
• They will ensure all works across the Estate are well coordinated with the Deputy Estates Manager – Technical Works. Ensuring customers are kept informed of works, schedules are set and adhered to and help provide solutions where issues arise.
Member of the Crisis Response Team
• Active member of the Logistics Manager Rota for Crisis Response ensuring all supplies, crisis room set up and field deployment needs are met through the Logistics team.
• This duty is on an as need basis.
Deputy Secretary to the Post Housing Committee
• In the absence of the Estates Manager the Deputy Estates Manager will act as Secretary to the Post Housing Committee, taking minutes, sharing updates on new arrivals needing housing allocation, updating on housing availability and advising on policies the PHC needs to follow.

Line Management
• The Deputy Estates Manager will line manager 2 x A1L and 1 x A2L members of the Estates Team. They will ensure the Furnishings team is operating to full capability and delivering against their objectives.
• They will also line mange the Estates Officer (A2) ensuring inventories, purchase orders and deliveries are on time and up to date.
• They will also line manager the A1L Gitanga Transition Support Officer, ensuring officers in the new building are suitably supported in the initial stages of occupancy and also ensure that all pending works are completed in line with post policies.
Resources managed :
1 A2 Estates Officer
1 A1 Gitanga Transition Support Officer
1 A1 Furnishings Supervisor
Essential qualifications, skills and experience
• Finance Experience
• Customer Service Experience

Desirable qualifications, skills and experience
• Line Management Experience
Required competencies
Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace

Other benefits and conditions of employment
Working patterns:
Hours of work are 36.25 hours per week
Monday – Thursday 0715-1530
Friday 0715-1230
Learning & Development
The British High Commission provides in-house training courses through the year.

Additional information
• Due to COVID 19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimize any disruption.
• 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 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 Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework  Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
• 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

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

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