BRITISH EMBASSY (KINSHASA)
VACANCY NOTICE NO – 01/15 KSH
POSITION : ESTATES OFFICER (EMBASSY COMPOUND)
SECTION : BE KINSHASA
GRADE : A2 (L)
POSITION TYPE : PERMANENT
SALARY : $17,641
Main purpose of job:
Provision of timely and effective administrative support to the Estates Team within the British Embassy Kinshasa. The specific focus of the role is the Embassy building, the Residence, and other on-site accommodation.
The post-holder will also be expected to be patient and understanding in dealing with others and have a good customer care attitude.
Roles and responsibilities / what will the jobholder be expected to achieve?:
a) Office Environment
- i. Maintain an adequate supply of stationery; anticipate needs and order in advance to ensure an adequate but not excessive supply is always available;
- ii. Arrange for the ongoing proactive maintenance of office equipment, and the reactive dealing with maintenance needs that arise;
- iii. Work with the Executive Assistants to the Ambassador and DFID Head of Office in arranging events/entertainment related to special visits, meetings, retreats, conferences, etc
- iv. Manage the BEK office and on-site accommodations’ drinking water;
- v. Undertake assessments and maintain records of Embassy compound water and electricity usage; identify and propose possible ways to reduce usage in accordance with FCO policies;
- vi. Provide general administrative support to the Estates team, including electronic filing, scanning, etc.
- vii. Manage the Gardeners and Cleaners effectively, maximising attendance, producing rotas, and ensuring that the cleanliness of the Embassy is maintained to a good standard. Includes seeking feedback from staff on performance of the Cleaners and Gardeners.
b) Financial Management
- i. Arrange procurement of goods as authorised by the Head of Estates & Inventory or senior line management, to be done in accord with FCO policies, with particular focus on ensuring and providing value for money.
- ii. Undertake checking of all payments related to office management, inputting them into PRISM.
c) Estate Management
- i. To act as the first point of contact for all Estates queries and requests related to the Embassy, the Residence, and all other on-site accommodation.
- ii. Where appropriate ensure routine works requests are relayed to the Maintenance Team for action; follow up to ensure work is undertaken satisfactorily and keep staff informed of when maintenance visits will be done and on progress.
- iii. Refer to the Head of Estates and Inventory any unusual requests or any expected to be major and costly, before agreeing on action to be taken.
Ensure suitable accommodation provided for new UK-based staff within 2 weeks of their arrival at post, if taking on previously vacated property and no interim work required from previous tenant. Includes conducting an inspection of the property with maintenance manager and CLO to agree works and items needed/to be removed. Active management of this work so that properties are ready for new occupants without any known issues unresolved. Also includes “marching in” and “marching out” of occupants at beginning and end of postings.
Key competences required:
- Competence 1: Delivering a Quality Service
- Competence 2: Delivering Value for Money
- Competence 3: Changing and Improving
- Competence 4: Building Capability for All
Language requirements:
Language: English and French
Level of language required: Confidence English and fluent French.
Other skills / experience / qualifications:
Essential on arrival:
- 3-5 years’ administrative experience in an office environment
- Confident with Microsoft Office suite of programmes (Outlook, Excel, Word, etc)
Desirable: Familiar with PRISM or similar systems.
Learning and development opportunities:
Learning and development will be discussed with the successful applicant upon appointment, and delivered in partnership with the hub in Pretoria where appropriate.
NOTE:
- All applicants must be legally able to work in DRC with the correct visa/status or work permit.
- The British Embassy in Kinshasa is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
- Staff members recruited locally by the British Embassy in Kinshasa are subject to Terms and Conditions of Service according to local DRC employment law.
- Spouses/registered partners of UK Based Staff, are able to work within the British Embassy but their salary will be abated at the appropriate tax rates.
- 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. Note: Any questions you may have about this position will only be answered during interview, should you be invited.
To Apply
All applicants should submit a short (1 page maximum) covering letter stating why they are a suitable candidate for the position along with a copy of their CV in English, by email to: [email protected]
Internal applicants should also submit the above, with a copy of their most recent 24 months of appraisal evidence (i.e. two full appraisals, or however many abridged appraisals, minutes etc to make up two years’ worth of evidence) to the same email address.
Only electronic applications will be accepted.
The closing date is 22 March 2015 and no further applications will be accepted after this date.
All candidates: Please quote in the subject line, of your email, the Vacancy Notice No: 01/15 KSH, and position you are applying for.
Internal candidates, and spouses of diplomatic officers: Please quote in the subject line, of your email, the Vacancy Notice No: 01/15 KSH, and position you are applying for, and also indicate that you are an internal candidate, or spouse of a diplomatic officer.
