Job Opportunities at British High Commission

Main Purpose of Job

The post-holder will support the United Kingdom Health Security Agency (UKHSA) Official Development Assistance (ODA) funded International Health Regulations (IHR) Strengthening Programme in Zambia. The IHR Strengthening Programme aims to contribute towards improving global health security through increased compliance with the International Health Regulations (IHR) in selected countries and regions in Africa and Asia.

The post holder will deliver a range of administrative, logistical and project co-ordination activity, on behalf of the IHR Strengthening Programme in Zambia, enabling the delivery of expertise on the ground. The post holder must be fluent in English, have excellent organisational prioritisation and coordination skills to meet complex logistical and operational deadlines. The post-holder will provide support to the UKHSA IHR Streagthening Programme team in Zambia to ensure the coordination and delivery of identified outputs, playing a crucial role in supporting the various projects within the workplan agreed with the Zambia National Public Health Institute/Ministry of Health, ensuring activities are delivered to time, within scope and resource allocation.

The post holder will be able to work using their own initiative to achieve results and will have strong communication skills, be able to work in a team and independently. He/she must also be able to engage effectively and develop excellent working relationships with a wide range of individuals and stakeholders at local, national and international levels. This post will be based in Lusaka with some travel to other areas of Zambia if relevant. Occasional international travel (eg to other countries in the sub region, or to the UK) may be required.

Roles and responsibilities

1.     Office Management

• Provide comprehensive administrative and logistical support to the IHR Programme in Zambia, including country lead and UKHSA technical teams
• Summaries correspondence, reports and compile letters, both routine and ad hoc, ensuring that deadlines are met
• Manage incoming correspondence and emails, including that of a confidential and sensitive nature, exercising independent judgement to initiate appropriate action
• Assess and priorities own workload within given timeframe, to meet project schedules
• Support projects by developing and identifying resources required, ensuring all materials and resources are current and appropriate
• Organize logistics support for incoming UKHSA teams, by liaising with hotels, training venues and transportation etc.
• Manage own workload and activities, including emails and diary management of other relevant team members,
• Participate in self-development to continually improve performance/systems and undertake development activities that are identified 

2. Project Support

• Trouble shooting any minor technical and operational issues. Alert Higher Project Support Officer to urgent/serious issues arising
• Write briefings and reports as required, compiling information from a range of sources and using judgement and analytical skills to evaluate options
• Identify errors or problems, take action as necessary to resolve and/or notify the Higher Project Support Officer.
• Monitor progress of defined aspects of specific projects and business processes, identifying problems or opportunities, take action as necessary and/or notify Higher Project Support Officer
• Plan and organize defined aspects of project delivery under the guidance of the Higher Project Officer.
• Track programme activity and support the project team to maintain oversight
• Regularly review procedures or systems to identify improvements, simplify processes and decision making, capturing changes in operational ways of working and incorporating these into the programme’s SOPs
• Assist with the orientation of UKSHA technical teams on arrival in Zambia providing local knowledge and understanding.
• Provide support to help UKHSA understand the cultural context of Zambia and provide feedback on our approach for cultural nuances.

3.     Communication and Stakeholder Engagement

• Communicate with a wide range of health and other professionals both locally, nationally, and internationally
• Provide an effective and professional service when liaising with colleagues, partners, stakeholders, and the public using tact and diplomacy to encourage effective working when dealing with any communication difficulties
• Liaise and negotiates with staff and other teams to support the efficient running of projects and business functions including communications
• Respond to enquiries from key stakeholders to provide information in line with agreed protocols and procedures
• Deputizes for the UKHSA team members including country lead at relevant meetings
• Maintain regular contact with key government ministries and key stakeholders in the absence of the other UKHSA country team members including Country lead to maintain project momentum and facilitate good work relationship, ensuring that actions agreed are on track.
• Manage/support the planning of meetings, high level events and conferences, working with the local service provider and Higher Project Support Officer.

The above is an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be expected by UKHSA. These responsibilities may be reviewed on an ongoing basis in accordance with the changing needs of the organization.

Essential qualifications, skills and experience  

• Minimum of three years previous experience in similar administrative role in public sector or with bilateral/multilateral organisations.
• Proven administrative experience, including complex diary management, arranging high profile meetings and events.
•  Experience drafting briefing papers, reports and presentations.
•  Knowledge of administrative procedures, project management and information analysis.
•  Excellent written and oral communication skills on complex matters, often requiring persuasion and influence.
•  Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
•  Adaptability, flexibility and ability to cope with uncertainty and change.
•  Ability to handle strictly confidential information from internal and external sources whilst always adhering to best practices of confidentiality.
•  Computer literate and proficient user of Microsoft programs such as Outlook, Word, Excel and SharePoint. 
•  An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems.

Desirable qualifications, skills and experience  

• Understanding of global health including the health challenges of low and middle-income countries.
• Experience of organizing events/conferences/ workshops
• Ability to analyse and interpret information and recommend appropriate actions.

Required competencies  

Seeing the Big Picture, Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace, Engaging Internationally

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Main purpose of job:

The Estates Officer will provide administrative support to the full Estates team to ensure compliance is upheld on Estates work.  The Officer will be responsible for requisitioning on behalf of the Estates team as part of the purchase to pay process.  The Officer will also be responsible for the updating and maintain of the property database, Pyramid, for the Estates team. They will liaise with the UK Pyramid manager to uphold our compliance on property record keeping.

The Estates Officer will be responsible for making small purchases for the Estates Team where the government procurement card should be used.  They will ensure all purchases using the card are in compliance with Financial policy.

The Officer will also be responsible for auditing and ensuring compliance with the Estates service delivery standards. They will work with the internal helpdesk team in updating clients on outstanding requests ensuring the Estates team is compliant with the SLAs and corporate charter.

The Estates Officer will contract manage smaller value contracts such as Dry-cleaning Services, Exercise Equipment Maintenance.  As well as deputising contract management for Fumigation and Waste Collection Services.  They will lead the estates team in the programme delivery of waste management; generator fuelling and fumigation services ensuring services are well planned and communicated to the clients.

The Estates Officer will also line manager one S1 Furnishings Team Driver.

Roles and responsibilities:

30% - Financial Compliance

• Requisitioning for goods and services; Receiving and payment when Deputy Estates Manager is on leave and during periods of peak volume
• Update the Estates Budget Holder on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting
• Ensure compliance with procurement best practice using the government procurement card on small purchases. Responsible for reconciling and correct charging instructions within policy.
• Support the Estates Manager in preparation for the Medium Term Financial Planning exercise using prior year actual spends to profile future requirements.
• Ensure timely reconciliations and payment of goods and services through preparation of requisitions, uploaders or distribution sets for the Global Transaction Processing Centre in Manila.  Distribution sets and payment uploaders to be reviewed monthly to reflect any changes in charging instructions.
• Arrange for monthly meter reading for utility companies of all BHC properties

30% - Property Compliance

• Maintain property files with up to date lease agreements and inventory records.  Collaborate with the Furnishings Supervisor to ensure inventory records are updated and readily available.
• Update Pyramid (internal property management software) with any changes in inventory records, property compliance records, and utility usage.
• Ensure property compliance is upheld through timely returns to headquarters in London from Pyramid.

25% - Line Management

• Line Management of two S3 Furnishings Assistants.
• Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans
• Support their work and career development within the High Commission

10% - Service Delivery Compliance

• Monitor Estates Compliance on the internal Customer Service Help Desk service requests.  Monitor our delivery against set time frames and update clients of any changes or delays in service

Resources managed:

Line Manager to 1 x S1 Estates Furnishings Team Driver

Essential qualifications, skills and experience  

·       Budget / Finance Experience

·       Office Support/Administration Experience

·       Strong Decision Making skills

·       Willingness to take initiative in own work

·       Proficient in computers

·       University Degree and/or College Diploma

Desirable qualifications, skills and experience  

• Facilities Management 

Required competencies  

Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace

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Main purpose of job:

The Furnishings Assistant will be responsible for the safe delivery, collection and moving of furniture and accessories within the office and the large residential Estate. The individual will support the Furnishings Team Driver when work demands require extra support in the movement of goods around the estate via van and canter. They will be responsible for the cleaning of properties before a new tenant moves in and general upkeep and cleaning of the furnishings stores.

Roles and responsibilities :

• Delivering of furniture and stationary around the British High Commission office, including setting up of meeting rooms as per Kenquiry (internal request system) details.
• Periodic driving of furniture canter and/or minibus with goods to BHC properties around Nairobi; taking care to ensure no damage is caused to the goods in transit.
• Delivering, moving, arranging and cleaning of furniture for official residential properties. Ensuring that care is taken while moving furniture and white goods. At all times recording/bar coding items as and when they leave/return. Including recording delivery/removal notes at all times.
• Deep cleaning and furnishing properties as per Foreign Commonwealth and Development Office guidance taking care of all H&S procedures.
• Preparation, delivery and collection of domestic float for both office and residences.
• Routine maintenance of the furnishings stores and surrounding areas ensuring they are orderly, clean and free from hazards.
• Working as part of a team in preparing properties for occupation.
• Reporting back to the furnishings supervisor any issues or items damaged missing from properties.
• Assisting other teams in the Mission with any heavy lifting, moves on an as need basis
• Deputising for the Furnishings Team Leader on a rotational basis with other Furnishing Assistants during periods of absence.

Essential qualifications, skills and experience  

1. ·       KCSE Certificate
2. ·       Valid BCE Driving Licence with 3 years’ experience driving a canter
3. ·       Good team player skills
4. ·       Attention to detail and initiative, as well as good customer service skills
5. ·       Proficient written and spoken English
6. ·       Heavy lifting capability (up to 45Kg)

Desirable qualifications, skills and experience  

Prior experience working in a warehouse or store room

Required competencies  

Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace