Estates Officer – British Embassy

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

Job Description (Roles and Responsibilities)

Application deadline:	14 November 2022
Grade:	Administrative Officer (AO)
Type of Position:	Fixed Term
Region	Africa
Country/Territory	Sudan
Location (City)	Khartoum
Type of Post	British Embassy
Salary	USD 1,170.23 per month plus USD 72 transport allowance
Start Date	1 December 2022

Main purpose of job:

As a core member of the Corporate Services team, the Estates Officer will provide an effective Corporate Estates platform by managing the operational delivery of estates, health and safety to ensure that the estate meets UK Health and Safety Standards and provides a safe and compliant platform for all staff. Supervise project works, maintenance and manage contractors, including outsourced resources. Identify and implement improvements that will improve the representation of the estates and promote the green agenda. 
The position acts as a facilities manager for the main British Embassy offices and 20 plus off-site rented UK Based staff accommodation in Khartoum, helping to ensure the effective management of the estate whilst also demonstrating professionalism and delivering high quality customer service.
The jobholder will need to be willing to work flexibly to help others, take on different tasks where work pressures are heavy and deal with emergencies. 
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.
• Follow up with on-going maintenance issues from the whole estate; requiring skills in administration, IT, financial management and multi-tasking numerous concurrent activities.
• Providing a professional service to our office staff and residents, for which a thorough understanding of customer service and good communications skills are essential

Roles and responsibilities: 

• Liaising with landlords/contracts and Estate Agents, arranging and holding meetings with landlords to negotiate leases, rents and any issues related to the properties.
• Update the Estates Budget Holder on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting.
  Line Management of Cleaners and Estate driver.
• Deal with march in/out of all UK staff on arrival and departure.
• Register information onto Planon system, particularly properties/UK staff core data, managing estates inventory and warehouse stocks.
• Prepare properties for occupation/release; carry out any necessary works before officers arrive and after they leave, keeping a clear communication with customers and suppliers.
• Work closely with Corporate Services Director to manage health and safety related issues, ensuring full compliance with UK and local legislation.
• Organising the tasks required in managing a portfolio of residential accommodation; includes site visits, managing contractors, tracking progress and record keeping
• Raising requisitions orders and receipting funds in HERA, dealing with financial issues and budgeting requirements.
• Estates administration duties, including internal record-keeping on properties, suppliers, contractors, budget issues and asset registers.
• Management of property information such float lists, information sheets, inventories and property photos.
• Regular property visits, using experience / knowledge to observe and highlight any estate concerns as well as accompanying suppliers/contractors for inspections and maintenance.
• Local and overseas purchase of items as required. Assist on gathering quotations, annual budget estimates and monitoring of expenditure.
• Organising furniture and other items disposals and other ad hoc Estate matters.
• Co-ordinating and arranging the movement of furniture and other items as required.
• Booking and requests for cleaners; co-ordination and tasking of cleaners day to day movements and duties; checking on cleaner’s work (maintaining standards).
• Overseeing pest control contract for entire Embassy estate including handling request for internal spraying; distribution of monthly pest control spraying schedule and safety instructions.
• Ensuring sufficient cleaning material and toiletry supplies are kept; maintaining a log of all cleaning material and toiletry supplies issued and re-stocked.
• Contacting external companies when required to deal with Estates issues.
• Utilities management, monthly consumption reports, liaison with NEC over faults.

Resources managed: 

Line management of 4 cleaners and 1 Driver 

Essential qualifications, skills and experience  

• University degree and/ or College diploma
• Strong Computer Literacy
• Multi-tasking, communication and time-management skills
• Administration Experience
• Customer focus
• Full driving licence

Language requirements: 

• Language: English and Arabic
• Level of language required: Fluent written and spoken 

Desirable qualifications, skills and experience  

•    Experience in property management / facilities management
•    Line Management experience 

Required behaviours  

Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together

Other benefits and conditions of employment  

Learning and development opportunities:

The successful candidate will have access to a wide range of learning and development opportunities in FCDO E-learning and opportunities for on-the-job learning and monitoring.

Working patterns:
0800-1600 Sunday to Wednesday and 0800-1430 on Thursday.  

Additional information  

1 Year Fixed term contract highly likely to become permanent subject to performance

• The British Embassy in Sudan is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
• Employees recruited locally by the British Embassy in Sudan are subject to Terms and Conditions of Service according to local employment law in Sudan.
• Reference checking and security clearances will be conducted.
• One Year Fixed Term contract subject to renewal based on performance.