Estates Officer

Note: All applicants are required to mandatorily fill the complete online application form including the employment, educational details, behavioural and technical/ professional skills questions. We will be thoroughly reviewing the application forms only with all the required details and the shortlisting is not basis CV/ cover letter. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage.

Main purpose of job:

Effective estates and residential contract, inventory and estates related works to ensure FCDO policies are followed and value for money is achieved.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

• Ensure the residential and estates inventory and asset register is up-to-date, including the procurement and disposal of equipment and furnishings in line with FCDO policy.
• Maintaining the inventory of office furniture in a secure and tidy condition, stocks at optimum levels to meet any contingency disaster but kept to the minimum according to audit guidelines.
• Ensure deep cleaning, snags are completed during change of officer in accommodation.
• Line manage the handyman. Plan and assign the day-to-day tasks for handyman/vendors based on work requests from staff and update them about progress/completion.
• Manage all documents such as PPM calendar, Master task list etc. related to maintenance, repairs carried out in office or leased apartments. PCA documents to be monitored and updated.
• Manage float items with regular update of float list and liaise with UKB staff for delivery and pick up of float.
• Processing, record keeping and making arrangement of payments including Utilities payments. Liaise with India Payable team for Supplier Maintenance Form, Purchase order, Distribution set etc and also liaise with GTPC, Manila to resolve any issue with regard to payment process.
• Ad hoc duties delegated by Estates manager.
• Co-ordinate duties of outsourced housekeeping staff.

Language requirements:

• Language: English, Hindi and Marathi.
• Level of language required: Good proficiency in writing and speaking in English.

Essential Skills:

• At least 3 years’ experience in facilities management / property management and involved in invoice processing, customer service.
• Education Qualification: Bachelor's Degree or Diploma Certificate
• Knowledge of basic procurement.
• Worked in multi-cultural environment.
• Good coordination with different vendors to complete the work on time as per agreed quality.
• Good negotiation skills.
• An innovative approach to problem solving and a positive attitude.
• Excellent interpersonal and communication skills both in English, Hindi with a strong customer focus.
• Good knowledge in Microsoft Office (Word, Excel, PowerPoint etc.)
• A proven track record of delivering results to a higher standard with tight deadlines.
• Flexible, resilient under pressure and decisive with a proven track of delivering results.

Desirable Skills:

• Experience in compliance related activities & documentation.
• Willingness to work additional hours as necessary which will be compensated with time off in lieu.
• Experience working in diplomatic mission / international organisation and/or multinational companies.

Deadline to submit the application: 15th January 2025 (latest by 23:55 hours IST)