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 identity, 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.

Job Category : Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory : Estates
Job Description (Roles and Responsibilities) :

This is an interesting and stretching position operating within the British Embassy Kinshasa’s (BEK) core Estates Management Team.  The position will focus on providing timely and effective administrative support to the Estates Team, with a specific focus on supporting direct property management of our staff accommodation.  It also includes the management of BEK’s warehouse.

Roles and responsibilities

you will be responsible for the following areas of work:

Estates Management

  • Monitoring property lease records – especially those for when payment of rents are due, bringing to the advance attention of the Head of Estates, those that need renewal and allowing time for any negotiations that need to be completed before signature.
  • Acting as the first point of contact for all Estates’ queries and requests related to the residential accommodation under his/her care and for the management of BEK assets at our warehouse.
  • Completing inspections of vacated properties with the Deputy Estates Manager and Maintenance Manager to agree works responsibilities (landlord / BEK Maintenance) and items that need/to be removed or exchanged, and making sure that all properties are ready for new occupants with all known issues resolved before accommodation is handed over to them. Also Includes inventories of properties with occupants at the beginning and the end of posting (march in/out).
  • Ensuring guidelines are followed to determine if maintenance requests that are received from staff should be referred to the property landlord or the Embassy Maintenance Team and communicate the request to them; following up to make sure that the work is completed well and keeping staff informed when maintenance works are to begin and the expected dates for completion.
  • Referring to the Estates Manager, any unusual requests or any work that is expected to be major and costly, for their agreement on any action(s) to be taken.
  • Ensuring that provision of suitable residential accommodation is provided for new UK-based staff within 2 weeks of their joining post or immediately upon arrival as long as 6 months ‘notice has been provided. Including inventories with occupants at the beginning and the end of postings.
  • Organising and attending quarterly meetings with the Landlord’s senior management team, including gathering feedback from tenants before the meetings and producing a meeting note afterwards.
  • Management of the warehouse including completing inventory with records of each check at least 2 times in a year and making sure that the security of our assets is well-maintained (except IT).
  • Updating properties records in Planon, the Integrated workplace system Management system.

Financial Management

  • Ensuring accurate records of deposits paid by BEK for all accommodations and managing negotiations when the deposits are due to be returned to BEK at the end of tenancy occupation.
  • Making sure that copies of all leases that are signed are correctly filed, for audit purposes.

Other administration support

  • Arranging procurement of goods/services as authorised by our Head of Estates or senior line management, to be done in accordance with FCDO policies, and with a particular focus on ensuring and providing value for money.
  • Acting as a requisitioner/receiver in the system (raising requisition, receiving goods/services etc.)
    Government Procurement Card Holder.
  • General support to the Estates Team and additional administrative duties; this may include project management, finance and budgeting, contract management and procurement.
  • You will need to be flexible to assist with specific, discrete areas of work when required (for example, supporting the Embassy in the event of a crisis, or with planning for important visitors, etc.).

Essential qualifications, skills and experience :

  • Experience of building good internal and external relationships and working well across teams.
  • An ability to be proactive and managing your own workload well – even when there is pressure.
  • A flexible approach to your work in general, with experience of adapting quickly to changing priorities.
  • Language requirements: Fluent (both written and oral) in both English and French
  • Good organisational skills and the ability to complete your tasks on time.
  • A working knowledge of all Microsoft Office suite of programmes (Outlook, Excel, Word, etc.).
  • Driving (valid licence) as officer will be required to visit different sites

Desirable qualifications, skills and experience :

  • Experience of working in a multicultural environment.
  • Familiar with HERA or similar systems.

Required behaviours : Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together

Application deadline : 10 March 2024
Grade : Administrative Officer (AO)
Type of Position : Full-time, Permanent
Working hours per week : 36
Region : Africa
Country/Territory : Democratic Republic of the Congo
Location (City) : Kinshasa
Type of Post : British Embassy
Number of vacancies : 1
Salary Currency : USD
Salary : USD 1,204.57 per month
Start Date :1 April 2024

Other benefits and conditions of employment : The standard working schedule is 5 days per week, Monday to Thursday 08:00 to 16:00 and on Fridays, 08:00 to 14:00.  

Regular attendance at the office and visits to residential properties is required as part of this role.  We will try to be as accommodating as possible, but the nature of this role means that some flexible 

Additional information : 

  • Please complete the application form in full as the information provided is used during screening.
  • Please check your application carefully before you submit, as no changes can be made once submitted.
  • The British Embassy will never request any payment or fees to apply for a position.
  • Employees recruited locally by the British Embassy are subject to Terms and Conditions of Service according to local employment law.
  • All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
  • The responsibility lies on the successful candidate to:
  • The British Embassy does not sponsor visas/work permits except where it may be local practice to do so.
  • Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
  • Information about the Civil Service Success Profiles can be found on this link:
  • Reference checking and security clearances will be conducted on successful candidates.
  • Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate. 

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