Fresher Embassy Jobs – Estates & Assets Officer – British High Commission (BHC)

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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.

Click
Here

Deadline: 8th November 2019

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