Deputy Estates Manager Job vacancy at Foreign and Commonwealth Office

  • Published date: September 17, 2019
  • Category: Real Estate & Property Management
    • Location: Nairobi, Nairobi
  • Jop type:
  • Salary: Ksh Not mentioned
  • Company name: Jobs in Kenya

Job Description

Deputy Estates Manager Job vacancy at Foreign and Commonwealth Office 

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Foreign and Commonwealth Office (Operations and Corporate Services)


Main purpose of job:

The Deputy Estates Manager will join the BHC Joint Corporate Services Team providing administrative and financial support to the Estates Team. The duties will include processing supplier payments, account reconciliation and VAT processing for a budget worth 40% of the overall post budget allocation covering rent, utilities, furniture and supplies.  They will be the point of contact for suppliers in the preparation of properties for new arrivals ensuring POs are raised in time and service is rendered to agreed standard. They will support the Estates Manager in procurement of goods and services for the team achieving Value for Money. They will manage the Estates Officer ensuring inventory records, and property files are up to date.

Roles and responsibilities


  • Work in conjunction with the Estates Managers to forecast and profile spends on budget lines, monitor expenditure and ensure compliance with procurement audit procedures;

  • Coordinate bid preparation for the Medium Term Financial Planning exercise on rental budget, furnishings, maintenance, security and utilities budgets;

  • Ensure timely reconciliations, receipts and payment for supplier purchases

  • Lead on team VAT exemption applications ensuring all exemptions are applied for, received and delivered to suppliers in a timely fashion.

  • Conduct quarterly supplier statement reconciliation addressing any outstanding amounts on supplier statement within the quarter

  • Maintain and update all supplier purchase orders, distribution sets and uploaders in compliance with set charging instructions

  • Manual invoice PAGs and Suppliers for outstanding accounts receivable

  • Lead the Estates team on Financial Performance and Compliance Indicator (FPCI) score compliance addressing any Invoices on hold, Open Purchase Orders and GRNIs within allowable time frames

Customer Service:

  • Respond to general inquiries raised for the Estates Team through the Estates Enquiries Mailbox


  • Preparation of requisitions and receipting of goods and services in PRISM

  • Contract Manage the Soft Furnishing, and Stationery Contracts. Hold quarterly KPI meetings, maintain SRO functions with the suppliers for all requests and follow up ensuring the BHC Nairobi gets VFM from their goods and services

  • Work with the soft furnishings supplier to coordinate for any repairs required in properties

  • Conduct market survey’s identifying new suppliers in the market that the BHC may wish to invite for bidding of good or services supplied to the BHC.

Secretary to the Estates Board

  • Set agendas, seek papers from board members and record keep for the Estates Board

  • Meet quarterly with the board chair to identify keys issues that need to be addressed by the board

  • Prepare quarterly updated to the Post Operation Board on Estates Boards matters for presentation by the chair

Resources managed:

1 A2 Estates Officer

1 S1 Estates Driver & Attendant

  • Finance Experience

  • Customer Service Experience

  • Management Experience

Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace




How to Apply

Submit your CV and Application on Company Website : Click Here

Share by email Share on Facebook Share on Twitter Share on Google+ Share on LinkedIn Pin on Pinterest

Apply Now

Related jobs

  • Property Management Officer Jobs vacancy in Kenya 2019
    Jobs in Kenya

    Property Management Officer Jobs vacancy in Kenya 2019 Career Employment Property Management Officer Nairobi Kenya July 2019   Property Management Officer Job Responsibilities: Maintains property rentals by advertising and filling vacancies; neg...

    July 5, 2019

    Ksh Not mentioned

    Apply Now

  • Coffee Chain Manufacturing Shift Manager Job in Nairobi, Kenya 2019
    Jobs in Kenya

    Coffee Chain Manufacturing Shift Manager Job in Nairobi, Kenya 2019 Career Employment Shift Manager Nairobi Kenya June 2019   Vacant Position: Manufacturing Shift Manager Location: Nairobi, Kenya Industry: Hospitality Industry Our Client, a Lead...

    June 3, 2019

    Ksh Not mentioned

    Apply Now

  • Regent Group Property Manager Job vacancy in Kenya 2019
    Jobs in Kenya

    Regent Group Property Manager Job vacancy in Kenya 2019 Career recruitment Property Manager Nairobi Kenya June 2019  Regent Group Job Advert: Property Manager Reporting to the Portfolio manager, the Property Manager will ensure rent collection f...

    May 30, 2019

    Ksh Not mentioned

    Apply Now