View Vacancy – Corporate Services Officer – Estates and Finance (04/24 GBE)

Roles and responsibilities:

General responsibilities 

50% Estate management 

• Ensure housing is provided for British diplomats on arrival in country, prepared to a good standard and fully equipped in line with the British High Commission (BHC) local housing policy.
• Manage and update the Estates Policy with the help of the Corporate Services Manager.
• Manage leases of BHC properties and ensure renewal at appropriate times.
• Proactive and reactive maintenance and building works (and associated contract management).
• Lead on Health and Safety issues (including building standards, workstation assessments and fire wardens); ensure security company has up-to-date names of residents of properties and their contact numbers; ensure residents have emergency numbers for security company and medical facilities, as well as key corporate services personnel; organize regular testing of water supplies to residences and the office
• Regularly review the condition of furniture in office and residential properties, drawing up rolling replacement plans as needed.
• Provide help desk assistance for works requests
• Manage and actively work on improving scores for London-set management ratings, as well as liaising with technical support leads based in Pretoria.
• Seek and assess feedback from stakeholders of the estates/maintenance service
• Complete and maintain of supplier details for estates matters

50 % Procurement and finance 

• Requisitioning and receipting of purchase orders. Responsible for tracking purchase orders and ensuring completeness of all processes related to purchase orders.
• Monthly preparation of payroll reports for the Corporate Services Manage (CSM).
• Preparation of supplier distribution sets, debit memos and supplier maintenance forms and submit then for checking and authorization. To constantly monitor invoices on hold or rejected payments and resolve with a financial hub in Manila.
• Responsible for weekly chasing supplier invoices and submissions to CSM for uploading.
• Responsible for monthly recurring suppliers card payments or other once off supplier payments when needed.
• Responsible for daily cash requests and preparing monthly cash accountancy report for CSM.
• Loading payments onto online banking system and sending monthly bank statements to the financial hub in Manilla

Resources managed:

• Small ad hoc purchases below £3000 related to office and residences’ management and maintenance
• Office issued mobile phone, laptop and corporate credit card used for local procurements.