Job Description (Roles and Responsibilities)  

Main purpose of job:

The Estates Accommodation and TWG Officer will provide administrative support to the full Estates team to ensure compliance is upheld on work requests and projects.  The Officer will be responsible for purchasing and payments on behalf of the Estates team as part of the purchase to pay process for spend below £25,000. 

The Officer will have inventory management responsibilities line managing the store keeper with ultimate responsibility for ensuring accurate record keeping, audit of storekeeper records, identifying and implementing safeguarding measures to avoid loss.

Administratively, the job holder will support the Estates Manager on budget management, working with team leaders on the collating of data from low-value purchases and ensuring they are accurately forecasted for. They will also coordinate with the internal helpdesk team to ensure that all reported tasks are closed on time and ensure communication on task completion is well coordinated within the teams.

Payment Processing & Finance – 30%

Support the Budget Holder by creating and upholding a tracking mechanism to monitor spending within the team. Provide accurate data reporting (including financial compliance monitoring), using the internal payment processing system, HERA

Update the Estates Manager (Budget Holder) on all purchases and changes in volumes, delivery dates to ensure financial compliance on forecasting for low value contracts

Process payments for the Estates team ensuring accurate reconciliation against delivery notes or meter readings. Ensure timely payment processing following up any errors to ensure payments are validated within payment term periods

Conduct Quarterly statement reconciliation with suppliers reconciling any outstanding issues within the same Quarter.

Maintain and update all supplier distribution sets and uploaders in compliance with correct templates and charging instructions.

General Administration – 25%

Update the wider Estates team on key meetings and communications for action. Support colleagues in participating in wider engagement sessions within the High Commission

Lead on other administrative tasks as they arise

Work with Finance and Procurement Teams in implementing store inventory control measures and ensure records are up to date and audited for compliance

Lead on inventory and key controls within the Estates team ensuring there is suitable safeguarding of organizational assets within the technical team.

Be the first line of escalation for complaint resolution from clients.  Help meditate on any concerns over delivery service and propose constructive solutions in line with policy but in a helpful manner to the client

Audit the Helpdesk Open support calls monthly and work with the Team leaders and Helpdesk colleagues to clear all backlog.

Monitor the shared mailbox and escalate queries to the correct members of the team.

Procurement and Contract Management – 25%

Lead requisitioner within technical teams for goods and services; assist in other “Purchase-2-Pay (P2P)” related tasks during periods of absence by other team members.

Ensure compliance with procurement best practice using the government procurement card on small purchases. Responsible for reconciling and correct charging instructions within policy.

Ensure requisitions are updated with the most recent charging instructions.  Keep up to date on P2P changes to ensure accurate record keeping.

Ensure timely delivery of goods and services with the suppliers and address delays or incomplete deliveries promptly for resolution.  Support the storekeeper by sharing details about expected delivery to ensure the accurate signing of delivery notes.

Payment authority by Government Procurement Card (GPC) for technical teams where goods valued below £3,000

Conduct first review of vendor invoices to ensure compliance with order and goods received

Contract Manage supplier contracts below £25,000 holding regular KPI meetings (frequency determined by contractor performance) to evaluate supplier performance. Address poor performance promptly within the contract clauses.

Work with post Procurement teams to initiate tenders and requests for quotations within agreeable timelines. 

Line Management and Teamwork – 15 %

Direct line management of AA Storekeeper

Ensure they have regular one-to-one meetings, have SMART objectives, strong Learning & Development plans

Provide regular constructive conversations setting out upcoming goals, review of recent performance and where the colleague is working well and where there is room for improvement.

Support their work and career development within the High Commission

With the support of HR, where there are incidents of poor performance or disciplinary issues within the line management chain, ensure prompt action is taken to support the colleague to improve and be given clear responses on the matter.

Work in tangent with the AO Estates Officer in joint delivery of arrival and departure checks and overall compliance with the Purchase to Pay process for goods valued under £25,000

Collaborate with other members in the team working on joint projects to deliver a compliant, responsive customer service

Health & Safety Compliance – 5%

Work alongside the Estates Admin Officer in conducting arrival induction meetings at newly arrived diplomatic officers’ accommodation, highlighting the key technical features of the property.

Work with the Health and Safety Officer in ensuring house induction takes place with new arrivals, highlighting mandatory H&S checks to be done by the occupant during their posting.

Support the H&S officer during periods of leave on administrative requests (i.e signage and PPE procurement)

Due to ongoing restructuring with the Estates team other duties may be tasked by the head of department.

Resources managed (staff and expenditure)

Line Management: 

AA Storekeeper

Possibility of other line management of Estates colleagues due to restructuring within the team

Essential qualifications, skills and experience  

University Degree and/or College Diploma (with preference for business administration, procurement, accounts or logistics)

Budget / Finance Experience

Office Support/Administration Experience

Strong Decision Making skills

Willingness to take initiative in own work

Contractor & Supplier Liaison

IT Literate (Microsoft Word & Excel - expert level)

Good communication skills, attention to detail and initiative, as well as good customer service skills

Good team player skills

Desirable qualifications, skills and experience  

Inventory management

Driving Capability with clean driving record