View Vacancy – MOR – Estates Officer, Finance & Compliance (AO)

The British Embassy Rabat has a vacancy for an Estates Officer, Finance & Compliance, job grade Administrative Officer (AO).

The Estates Officer (Finance and Compliance) will be responsible for Estates-related finances and procurement and the working-level oversight of major and compliance-related works. The successful candidate will report to the Estates Manager and is part of the Morocco Network Corporate Services team.

The Estates Officer (Finance and Compliance) is a confident self-starter, with excellent organisation skills, who projects a professional image and builds networks to help get the job done. The successful candidate will provide a very high level of customer service, be a good communicator and maintain transparent and accurate financial records. With the leadership of the Estates Manager, the successful candidate will work in close collaboration with the Estates team to ensure the effective management of Embassy Estates and procurement.

The Estates Team of the Morocco Network is responsible of Residential and non-Residential maintenance and provision of safe and secure official accommodation.

Duties and responsibilities:

Finance

• Main Estates Team requisitioner/receiver on the FCDO accounting system HERA.
• Main point of contact on managing officially provided landlines and mobile phone contracts, monitoring consumption and reviewing policy.
• Liaising with UKB Staff on internet subscriptions.
• Main liaison with the Procurement and Finance hub in Manila.
• Report to the Estates Manager on maintenance and Health and Safety budget spend.
• Manage the creation and handling of suppliers on the Embassy’s payments systems.
• Regularly review and update the Estates Team’s list of approved suppliers.
• Carry out and document the annual market testing for frequently used suppliers of low value goods and services. Identify suppliers that accept card payments.
• Manage suppliers’ payment queries.

Compliance: Properties and Offices

• Implementation of Health and Safety compliance and remedial works from Post Compliance Assessment report (PCA), electrical inspection, security, lift inspection reports and preventive maintenance for Rabat, Casablanca and Marrakech.
• Oversight of scheduled works as part of the Facilities Management contract.
• Prepare visit programmes of technical officers
• Update and keep records and file documentation for the visits of Technical Works Supervisor (TWS) and Regional Technical lead (RTL)
• First aid supplies: purchase, replenishment and monitoring of stock. Act as a First Aid coordinator by ensuring first aid kits across the network are accounted for.

Other

• Back up Estates Officer (Maintenance and Accommodation).
• Provide ad hoc administrative support to Corporate Services team.
• Minute taking.
• Maintain accurate records of the Embassy cleaning material stock.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future and this would be at the discretion of the line manager or head of section. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis.

Key behaviours required:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Developing self and others – Focus on continuous learning and development for self, others and the organisation as a whole.
• Working Together – Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.

• Excellent communication and customer service skills.
• Very good writing skills in English and French. A test will be carried out to test the level of writing in French and English.
• Experience in processing invoices and payments.
• A confident self-starter, with excellent organisation skills, who projects a professional image and builds networks to help get the job done.
• Ability to work independently and to take the initiative as well as being able to work well with others.
• A good working knowledge of Ms Teams, Outlook, excel and word.