Fresher Embassy Jobs – Estates & Assets Officer – British High Commission (BHC)
Job Title: Estates & Assets Officer
Organization: British High Commission (BHC)
Duty Station: Kampala, Uganda
Office Notice No.: 14/19 KPL
Starting Monthly Salary: UGX 2,682,424 gross
About US:
The British High Commission is the diplomatic liaison office that aims to develop and maintain close bilateral relations with Uganda, in accordance with British government policies. The British High Commission is responsible for the political relationship between the UK and Uganda, and we provide advice and guidance on political and governance issues. BHC provides assistance and documentary services to British nationals in Uganda. The UK Trade and Investment Section provides assistance to both British and Ugandan businesses.
Job Summary: The Estates & Assets Officer will provide administrative support to the Estates and Maintenance team to enable the team to provide efficient and effective property management for the 1 HMG office buildings and compound, the Official Residence, and 29 residences. This role will carry out property management, support contract management and procurement, and maintain all the records and inventories pertaining to Estates and Maintenance.
Key Duties and Responsibilities:
Property Management
- Ensure that rents are paid on time and liaising with landlords.
- Prepare documentation for the residential induction process for all new UK based staff, and support Head of Estates with inductions. Carry out the verification of the properties assets during first arrival and departure.
- Ensure residential properties are furnished in accordance with the Accommodation Guidelines.
- Manage the cleaning process of curtains and soft furnishings during the refurbishment of a property.
- Establish and manage the system for the temporary housing float. Ensure the floats are well stocked and request for new items as required.
- Compile and forward the yearly residential housing report to the Head of Estates, Health and Safety Officer and the Maintenance Manager after the yearly property inspection visit. Record and manage all the relevant information relating to the residential and office inventories.
- Manage the Estates and Maintenance imprest. Ensure funds requested have the correct approval and are accounted for.
Support Contract Management and Procurement
- Prepare and send out the maintenance schedules for the preventative maintenance contracts one week prior to the works. Contracts include Fumigation and Cleaning. Liaise with both UK based staff and the contractor to confirm schedule.
- Be the first point of contact for supplier deliveries. This will include liaising with suppliers, which fall under this function for example water deliveries, cleaning and rubbish collection.
- Be the first point of contact and provide oversight to the contract cleaners, ensuring that the cleaners adhere to the agreed Terms of Reference and maintain a high level of service. Compile and monitor a schedule of works for the cleaners. Carry out monthly checks on the provision of cleaning materials and consumables.
Support Estates Officer to maintain files documents relating to preventative maintenance works.
- Support the procurement function for goods and services below the £25,000 threshold for the Estates team with technical support from the Maintenance team. Carry market research for non-technical supplies.
- Requisition and receipt on the accounting system.
Line Management Responsibilities and Administrative support
- Provide direct line management of the 2 Cleaners. Ensuring that regular 1-2-1s take place.
Re-cycling and Energy Saving
- Manage the re-cycling system. Arrange for the delivery or collection of paper, plastic and glass with the relevant companies.
- Take part in Greening activities, and distribution of minutes from the Greening Meetings.
Resources managed (staff and expenditure):
- Asset Management – BHC stores (except for electrical store), Furniture and equipment both residential and official
- Line Management of 2 Cleaners
- Provide oversight to the cleaning contract.
- Manage the Estates and Maintenance Imprest
Qualifications, Skills and Experience:
- The ideal candidate for the British High Commission (BHC) Estates & Assets Officer job should hold relevant qualifications
- Excellent oral and written communication
- Evidence of dealing with a diverse range of stake holders
- Organisational skills
- Good attention to detail
- Administration skills.
- Competencies: Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace
How to Apply:
All suitably qualified and interested candidates who wish to join the British High Commission in the aforementioned capacity should apply by clicking on the link below.
Deadline: 8th November 2019