Estates Accommodation and TWG Officer

Essential qualifications, skills and experience:

• University Degree and/or College Diploma (with preference for business administration, procurement, accounts or logistics)
  
• Budget / Finance Experience
  
• Office Support/Administration Experience
  
• Strong Decision Making skills
  
• Willingness to take initiative in own work
  
• Contractor & Supplier Liaison
  
• IT Literate (Microsoft Word & Excel - expert level)
  
• Good communication skills, attention to detail and initiative, as well as good customer service skills
  
• Good team player skills
  

Desirable qualifications, skills and experience

• Inventory management
  
• Driving Capability with clean driving record
  

• The Estates Accommodation and TWG Officer will provide administrative support to the full Estates team to ensure compliance is upheld on work requests and projects. The Officer will be responsible for purchasing and payments on behalf of the Estates team as part of the purchase to pay process for spend below £25,000.
  
• The Officer will have inventory management responsibilities line managing the store keeper with ultimate responsibility for ensuring accurate record keeping, audit of storekeeper records, identifying and implementing safeguarding measures to avoid loss.
  
• Administratively, the job holder will support the Estates Manager on budget management, working with team leaders on the collating of data from low-value purchases and ensuring they are accurately forecasted for. They will also coordinate with the internal helpdesk team to ensure that all reported tasks are closed on time and ensure communication on task completion is well coordinated within the teams.
  

Payment Processing & Finance – 30%

• Support the Budget Holder by creating and upholding a tracking mechanism to monitor spending within the team. Provide accurate data reporting (including financial compliance monitoring), using the internal payment processing system, HERA
  
• Update the Estates Manager (Budget Holder) on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting for low value contracts
  
• Process payments for the Estates team ensuring accurate reconciliation against delivery notes or meter readings. Ensure timely payment processing following up any errors to ensure payments are validated within payment term periods
  

General Administration – 25%

• Update the wider Estates team on key meetings and communications for action. Support colleagues in participating in wider engagement sessions within the High Commission
  
• Lead on other administrative tasks as they arise
  
• Work with Finance and Procurement Teams in implementing store inventory control measures and ensure records are up to date and audited for compliance
  
• Lead on inventory and key controls within the Estates team ensuring there is suitable safeguarding of organizational assets within the technical team.
  

Procurement and Contract Management – 25%

• Lead requisitioner within technical teams for goods and services; assist in other “Purchase-2-Pay (P2P)” related tasks during periods of absence by other team members.
  
• Ensure compliance with procurement best practice using the government procurement card on small purchases. Responsible for reconciling and correct charging instructions within policy.
  
• Ensure requisitions are updated with the most recent charging instructions. Keep up to date on P2P changes to ensure accurate record keeping.
  

Line Management and Teamwork – 15 %

• Direct line management of AA Storekeeper
  
• Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
  
• Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.
  

Health & Safety Compliance – 5%

• Work alongside the Estates Admin Officer in conducting arrival induction meetings at newly arrived diplomatic officers’ accommodation, highlighting the key technical features of the property.
  
• Work with the Health and Safety Officer in ensuring house induction takes place with new arrivals, highlighting mandatory H&S checks to be done by the occupant during their posting.