The British High Commission, Pretoria oversees the UK Government’s operations in South Africa across the following locations:

• British High Commission, Pretoria (BHC)
• UK Visas & Immigration Office (UKVI), Pretoria
• UK Department for Business and Trade (DBT), Johannesburg
• British Consulate General, Cape Town

The BHC Corporate Services team, based largely in Pretoria with some staff in Johannesburg and Cape Town, is responsible for delivering corporate services to support the work of the mission.

The Estates Officer (Stores) will work with an Estates Manager, helping manage the offices and residential properties occupied by diplomatic staff. The job holder will act as a Facilities Manager for some of these properties, helping to ensure the effective and efficient management of the Estate, demonstrating professionalism, and delivering a high quality, energetic customer service.

This Estates Officer (Stores) plays a crucial role in:

Furniture Storeroom management, oversight of stock control using a web-based App and disposal of furniture in line with BHC policy. Maintaining compliance documentation and updating Storeroom Standard Operating Procedures (SOPs).

Preparing residential properties for occupation by diplomatic staff, requiring forward-planning, close attention to detail and strong organisational and time-management skills.

Dealing with on-going maintenance issues across the BHC Estate, requiring multi-tasking numerous concurrent activities.

Providing a professional customer service to BHC staff and residents, requiring excellent written and oral communication skills.

Managing two Maintenance Assistants, liaising with external suppliers and contractors, complying with BHC procurement policies.

The job holder will be required to work flexibly to help colleagues, take on a range of administrative tasks where work pressures are heavy, cover leave absences and respond to emergencies.

Whilst the role is based in Pretoria, the job holder will be required to undertake short periodic visits to offices in Johannesburg and Cape Town.

The following roles and responsibilities are general guidelines for Estates Officers. The roles listed are not exhaustive and are subject to periodic change with prior consultation, subject to operational needs.

• Ensure that an accurate, up-to-date and complete inventory lists are maintained of all BHC properties, updating property files with standardised float and furniture inventory lists, disposal of furniture in line with BHC policy. (60%)
• Organising tasks required to manage owned and leased residential properties; including site visits, managing and escorting contractors, tracking progress and record keeping. (5%)
• Organising the workload of two Maintenance Assistants, for facilities management activities on the Estate. Includes weekly planning / scheduling of work and ensuring staff have the correct information, tools and training required. (5%)
• Raising requisitions, purchase orders and receipting jobs on the BHC Hera finance system, dealing with financial issues and budgeting requirements. (5%)
• Conducting ‘March In’ (assignment of accommodation) and ‘March Out’ (taking back possession of a property), ensuring all steps are completed to FCDO standards, complying with Health & Safety requirements, and maintaining strong customer service with customers. (5%)
• Monitoring maintenance requests from customers on a daily basis, ensuring that issues are addressed in line with Charter deadlines, and communicating with customers promptly and effectively (5%)
• Estates administration duties, including internal record-keeping on properties, suppliers, contractors, budget issues and asset registers. Management of property information such float lists, information sheets, inventories and property images. (5%)
• Regular property visits, using experience / knowledge to observe and highlight any estate concerns as well as accompanying suppliers / contractors, for inspections and maintenance such as generator issues, electrical, plumbing or structural issues. Highlighting property concerns to the Estate Manager. (5%)
• Assist Estates Manager maintain and co-ordinate compliance with UK Health & Safety audits for all properties, ensuring  properties are safe to occupy. (5%)