Job Vacancies at Foreign and Commonwealth Office

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

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HR Administrative Responsibilities 65%

• Update and maintain the WIBA and medical staff list quarterly in collaboration with the Regional HR hub;
• HR payroll functions, collating payroll paperwork ahead of 100% check by HR Manager;
• Act as Prism HR Administrator for locally engaged staff. Help new arrivals to set up their IT accounts and close down accounts of former staff;
• Maintaining local HR records and weeding files for departed staff;
• Manage the locally engaged staff medical contract and liaise with the contractor on individual member issues;
• Update and circulate Next of Kin details every six months;
• Update BHC staff lists including new arrivals/departures;
• Track new staff arrivals and departures, changes in personal circumstances i.e. promotions and resignations and inform Accounts Team by 15th of each month;
• Maintain workforce data and provide quarterly reports to the Post Operations Board;
• Updating geographical expenditure guide (hotels and other local facilities);
• Provide logistical support for Regional Learning and Development Team  (RLDT) training events.

Community Liaison Office Support 35%

• Information gathering and resource management for families, partners and officers (including those not yet at Post). This will include:
• Maintaining a list of spouse/partner employment opportunities at Post (including through the completion of the Diplomatic Service Families Association – DSFA Spouse and Partner Annual Employment Report);
• Children’s education: completing School (and Nursery) Information Sheets (of authorised schools at Post). Regular monitoring of those schools;
• Monitoring and oversight of adult education opportunities; care and training opportunities; single officer and foreign born spouse/partner issues; recreational facilities;
• Arrival and departure coordination;
• Providing guidance and support to UK-Based staff and partners on National Hospital Insurance Fund (NHIF) and National Social Security Fund (NSSF) requirements as employers of domestic staff;
• Co-ordinating the UKB staff and spouses Medivac database.