Estates Admin Officer at Foreign & Commonwealth Office (FCO)

The Estates Administrative Officer will provide overall administrative support to the Estates team.  The officer will in addition be the Health & Safety Officer for post ensure documentation is kept to ensure compliancy scores are maintained.  The officer will share job assignments to the Furnishings Supervisor and support the Deputy Estates Manager on arrival and depart from post checks with UK Based officers.

Roles and responsibilities / what will the jobholder be expected to achieve?:

• Carry out monthly store checks for all stores at the BHC ensuring correct procedures have been followed and all paperwork corresponds.
• Carry out inspections of properties after the furnishings team has completed the cleaning and furnishing of properties in readiness for new occupants.
• Be responsible for ad-hoc payments for estates to local suppliers around Nairobi.
• Keeping stores tidy and ensuring old, obsolete or damaged furniture items are sent to auction. This Includes organising deliveries to the auction house and ensuring all the necessary paperwork is completed accurately for future audits.
• Arranging for monthly meter readings with the utility companies
• Liaise with Estates manager on purchasing of new curtains/white goods/furniture for upcoming property refurbishments.
• Secretary to the BHC Health and Safety Committee
• Conduct initial Health & Safety checks of all properties prior to new occupants moving in and subsequent routine checks
• Conduct health & safety checks at the main office
• Supervising and spot checking external contractors ensuring they are fully compliant with health and safety best practice while on BHC premises.
• Collation and filing of all Health and Safety documentation ensuring they are readily available for any audit on compliance with standards
• Lead on Health and Safety messaging in the BHC raising awareness on H&S in the mission
• Brief all new staff arrivals (UKB and LE) on health and safety best practices
• Management of the Health & Safety budget

Resources managed (staff and expenditure):

1 member of staff