Estates Assistant

hace 4 días

Bogotá, Colombia Foreign, Commonwealth & Development Office A tiempo completo
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 Corporate Services Support, Estates Job Description (Roles and Responsibilities)

Main purpose of the job:

The main purpose of the Estates Assistant role is to support all the management and maintenance processes of the Estates and Facilities portfolio for the British Embassy, and to provide broader assistance to the Estates team assignments most of them on a short-term basis and at high pace. This includes, but not limited to tasks such as administrative duties, co-coordination of maintenances, property visits and inventory, customer service, accompaniment of contractors, development of small projects.

Operate in structured work environments undertaking work in relation to administrative, operational or process issues where necessary judgements can usually be made on the basis of clearly defined processes or procedures, (ii) Deal with basic, straightforward enquiries or queries, (iii) Be responsible for a wider range of administrative and operational tasks, undertake work in relation to transactional operations which are well defined, though limited in the main to straightforward, administrative or clerical tasks. This position reports to Estates Officer higher grading. 

This role is initially for 6 months with the possibility of extension. 

Roles and responsibilities:

Assists in office administrative duties (50%)

Manages correspondence, Arranges meetings, appointments, and other events, Maintains filing systems, Has a high data entry or administrative content but also some casework and customer handling, Sets up spreadsheets and databases, Updates databases, undertaking routine input and scanning data onto systems or databases, Produces basic research analysis within well-defined subjects, Files correspondence and casework, Deals with a range of straightforward day-to-day enquiries, Drafts reports, Liaises with residents through the Estates Work Order/Queries System, Handles inquiries from residents, ensuring compliance with regulations and policies, Provides administrative support in recurrent H&S, Accommodation, and Maintenance programs, Makes decisions within defined limits of established rules and regulations.

Assists in operational duties (50%)

Uses HERA system with devolved purchasing responsibility, Liaises with contractors, Processes invoices, Acts as the Estates Work Order Clerk, distributes to subject’s responsible, Does follow up of Work Orders until close completion, Provides statistics for decision making to senior grades, Coordinates works with contractors, security, building managers, and handymen, Is responsible of creating and updating DS forms for utilities and DM when is required Provides support in market analysis and in getting quotes for special projects, Runs predefined reports to extract data for senior grades, Provides diary management for senior grades. Follow the organization and keep control of the apartments and properties keys In absence of accommodation officer or maintenance officer, support with furnish, clean and check the apartments to be handled before the family arrival. In absence of H&S officer, support with H&S function. Other Ad-Hoc functions related to the scope of role

Resources managed (staff and expenditure):

Estates Inventory

Cash box

Essential qualifications, skills and experience

Essential on arrival:

Customer service experience; Ability to work as part of a team and autonomously;  Strong communication skills and a commitment to customer service; Proficiency in Microsoft packages such as word, excel and PowerPoint;  Excellent typing skills, ability to type quickly and accurately to efficiently handle correspondence and documentation; Strong organisation and time management skills, with excellent attention to detail;  Good ability to multitask and prioritise. 

Must have the legal status to live and work in Colombia.

Language requirements:  

Language: Spanish and English

Level of language required: Minimum B1 (under international qualification CEFRL or equivalent). 

Desirable qualifications, skills and experience

Desirable: 

Knowledge of Hera system - Oracle or similar;  Previous experience in Logistics and Real Estates - Facilities;  Previous knowledge on Health & Safety for Real Estate and Facilities portfolios.  Required behaviours Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together Application deadline 13 October 2024 Grade Administrative Assistant (AA) Type of Position Full-time Working hours per week 35 Region Latin America and Spanish speaking Caribbean Country/Territory Colombia Location (City) Bogota Type of Post British Embassy Number of vacancies 1 Salary Currency COP Salary 3,769,178 Type of Salary monthly Start Date 18 November 2024 Other benefits and conditions of employment

Working Hours : 35

Monday to Thursday 8:30am - 05:00pm
Friday 8:30am – 1:30pm

The British Embassy in Colombia has a flexible working policy. Staff are expected to work flexible hours, depends on requirements.

Learning and development opportunities:

The British Embassy in Colombia offers a wide range of learning and development opportunities throughout the year.

Successful candidate will have access to some internal training and job shadowing, as well as the opportunity (depending on interest and availability) to work on cross-embassy teams or projects.

The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns (dependent upon position), and an enriching learning and development opportunities.

Employees who are not liable to pay local income tax on their Mission salary, e.g. some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount. 

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