Deputy Estates Manager at British High Commission Nairobi

Main purpose of job:

The Deputy Estates Manager will join the BHC Joint Corporate Services Team providing administrative and financial support to the Estates Team. The duties will include processing supplier payments and account reconciliation for a budget worth 30% of the overall post budget allocation covering rent, utilities, furniture and supplies.  They will be the point of contact for suppliers in the preparation of properties for new arrivals ensuring service is rendered to agreed standard. They will support the Estates Manager in procurement of goods and services for the team achieving Value for Money. They will contract manage the stationery and kitchen equipment repairs contracts. They will line manage the Estates Officer ensuring inventory records, and property files are up to date.

Roles and responsibilities:

Finance:

• Work in conjunction with the Estates Managers to forecast and profile spends on budget lines, monitor expenditure and ensure compliance with procurement audit procedures with focus on Utilities and Stationery forecasts.
• Ensure timely reconciliations, receipts and payment for supplier purchases
• Conduct quarterly supplier statement reconciliation addressing any outstanding amounts on supplier statement within the quarter
• Maintain and update all supplier purchase orders, distribution sets and uploaders in compliance with set charging instructions
• Lead the Estates team on Financial Performance and Compliance Indicator (FPCI) score compliance addressing any Invoices on hold, Open Purchase Orders and GRNIs within allowable time frames

Customer Service:

• Respond to general inquiries raised for the Estates Team through the Estates Enquiries Mailbox

 Procurement:

• Conduct receipting of goods and services in PRISM and processing of invoices. 
• Contract Manage the Stationery and Kitchen Equipment Repairs contracts. Hold quarterly KPI meetings, maintain SRO functions with the suppliers for all requests and follow up ensuring the BHC Nairobi gets VFM from their goods and services
• Work with the soft furnishings supplier to coordinate for any repairs required in properties
• Conduct market survey’s identifying new suppliers in the market that the BHC may wish to invite for bidding of good or services supplied to the BHC.

Collaboration with Technical Works Group (TWG)

• They will ensure all works across the Estate are well coordinated with the Deputy Estates Manager – Technical Works.  Ensuring customers are kept informed of works, schedules are set and adhered to and help provide solutions where issues arise.

Member of the Crisis Response Team

• Active member of the Logistics Manager Rota for Crisis Response ensuring all supplies, crisis room set up and field deployment needs are met through the Logistics team. 
• This duty is on an as need basis.

Deputy Secretary to the Post Housing Committee

• In the absence of the Estates Manager the Deputy Estates Manager will act as Secretary to the Post Housing Committee, taking minutes, sharing updates on new arrivals needing housing allocation, updating on housing availability and advising on policies the PHC needs to follow.

Line Management

• The Deputy Estates Manager will line manager 2 x A1L and 1 x A2L members of the Estates Team.  They will ensure the Furnishings team is operating to full capability and delivering against their objectives.
• They will also line mange the Estates Officer (A2) ensuring inventories, purchase orders and deliveries are on time and up to date.
• They will also line manager the A1L Gitanga Transition Support Officer, ensuring officers in the new building are suitably supported in the initial stages of occupancy and also ensure that all pending works are completed in line with post policies.

Resources managed :

1 A2 Estates Officer

1 A1 Gitanga Transition Support Officer

1 A1 Furnishings Supervisor

Essential qualifications, skills and experience  

• Finance Experience
• Customer Service Experience

Desirable qualifications, skills and experience  

• Line Management Experience

Required competencies  

Leading and Communicating, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace