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

Finance:

• 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

Procurement:

• 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