Technical Works Group Office Administrator – 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  

Technology, Information and Digital Transformation

Job Description (Roles and Responsibilities)

Application deadline:	13 October 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
Start Date	1 December 2022

Main purpose of job:

The British Embassy in Khartoum is looking for a dynamic team player to take up the position of Technical Works Group Office Administrator. The TWG Section is the heart in the smooth running of the Embassy’s estate, the administrator will support the TWG office operations by maintaining the office systems, ensuring compliance and keeping up to date records.

Roles and responsibilities: 

PPM (Planned Preventative Maintenance) and RM (Reactive Maintenance)

Management of internal office and residential unplanned maintenance (RM) work requests

• Liaise with staff or residents to arrange access (if applicable) for TWG maintenance team staff to carry out the works request. Prioritise received works requests and assigning to Artisans.
• Work closely with TWG supervisor and TWS to ensure that the appropriate action is taken in a timely manner.
• Update works request spreadsheet and works request folder with hard copies to keep track of the status of work requests.

Management of internal office and residential Planned Preventative Maintenance (PPM) programme

• Schedule tasks within the offices as well as staff residential properties. Tasks include but are not limited to:
  -Testing of domestic fire alarms
  -Water temperature checks
  -Generator maintenance 
  -Air conditioning maintenance

Management of internal office and residential Planned Preventative maintenance (PPM) programme continued

• Manage and update the FCDO PCA (Property Compliance Assessment) files and folders, both hard as well as soft copies. PCA is the FCDO system used to ensure compliance to all relevant Health and Safety regulations and standards.
• Liaise with the TWG local supervisor to ensure that there is a constant supply of materials to enable all necessary works to be completed.

Budget and financial

• Request, raise, receipt and close Purchase Orders (Pos) on HERA (HR, Enterprise Resource and Accounting system), which is the FCDO accounting system that is used to carry out this and ALL digital financial tasks.
• Purchase Orders will be raised for many tasks undertaken by the TWG department, these will be for things such as:

            -The supply of materials and equipment by local suppliers.

            – The supply of material and equipment by UK suppliers.

            -The supply of services by local and UK contractors.

• Management of the TWG department cash float (Imprest). Reconcile the float as needed to replenish the cash, in any case report/ reconcile before the end of each month and report to the finance department POC.
• Processing TWG overtime and pass on to accounts team each month before the deadline date, (which will be shared by the finance team)
• To provide monthly financial performance reporting to the Technical Works Supervisor, Accountant and Head of Corporate Services, including updating the departments budget at the end of each month. To meet with stakeholders as needed to discus and update the status of the TWG budget.
• Upkeep records and filing for the Technical Works Group Section, to include staff leave, recording and updating on HERA system.
• General office and administrative duties as required.
• Act as interpreter for meetings and to local contractors and suppliers. 

Essential qualifications, skills and experience  

• Well-developed communication and interpersonal skills, have good organizational skills, and able to work to tight deadlines with a number of competing priorities.
• Ability to use MS Office;
• Proven ability to exercise good judgement with little or no supervision;
• Experience working in a fast paced environment while delivering excellent customer service

Language requirements: 

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

Desirable qualifications, skills and experience  

• Experience on administrative work, be fully computer literate.

Required behaviours  

Changing and Improving, Making Effective Decisions, 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 at the British Embassy Khartoum presents an exciting opportunity to be part of a dedicated team working to deliver UK objectives in Sudan. The officer will have access to a lively community of colleagues and Embassy facilities. 

Working patterns:  

0800-1600 Sunday to Wednesday and 0800-1430 on Thursday.  Additional information  

• All applicants must be able to work legally in Sudan with the correct visa/status or work permit
• The British Embassy in Khartoum is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Nonetheless, reference checking and security clearances will be conducted.  
• If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful