The British High Commission in Nairobi is inviting applications for the position of Estates Accommodation and Technical Works Group (TWG) Officer at the Administrative Officer (AO) level. This opportunity offers a rewarding career path for candidates with strong experience in procurement, finance, administrative operations, and contract management, alongside excellent interpersonal and organizational skills.
As part of the Foreign, Commonwealth and Development Office (FCDO), the British High Commission is committed to creating a working environment that supports and promotes diversity, equality, and inclusion. The organization encourages applications from individuals of all backgrounds and offers family-friendly, flexible working arrangements where possible.
This is a fixed-term position for six months, with the potential for renewal based on performance and operational needs. The successful candidate will be based at the British High Commission in Nairobi, Kenya, and will work 36.25 hours per week, earning a monthly gross salary of KES 199,553.07, subject to local tax and statutory deductions.
Position Overview
Job Title: Estates Accommodation and TWG Officer (AO)
Grade: Administrative Officer (AO)
Location: Nairobi, Kenya
Number of Vacancies: One (1)
Working Hours: 36.25 hours per week
Contract Type: Fixed term, with a possibility of renewal
Start Date: 1 September 2025
Application Deadline: 17 July 2025
Salary: KES 199,553.07 per month (gross, subject to statutory deductions)
Main Purpose of the Role
The Estates Accommodation and TWG Officer will be responsible for providing administrative, financial, procurement, and contract support to the Estates team. The position plays a key role in ensuring that the team’s operations, including inventory management and supplier coordination, run efficiently and comply with internal regulations.
This role includes direct line management of the Storekeeper and involves maintaining internal controls, supporting low-value procurement, overseeing supplier performance, and ensuring that projects and tasks are completed within established timelines.
Key Responsibilities
The Estates Accommodation and TWG Officer will perform a variety of duties across several functional areas:
1. Payment Processing and Finance (30%)
- Support the Estates Manager (Budget Holder) with tracking and monitoring team expenditure.
- Use the HERA internal system for accurate data reporting, including financial compliance monitoring.
- Process payments, ensuring all reconciliations match delivery notes or meter readings.
- Liaise with suppliers to conduct quarterly statement reconciliations and resolve outstanding issues.
- Maintain and update supplier information, ensuring accuracy in distribution sets and charging instructions.
- Report to the Estates Manager on purchase updates, including delivery timelines and volume changes to aid in precise forecasting.
2. General Administration (25%)
- Coordinate communication and key meetings within the Estates team.
- Lead administrative tasks as assigned and support other teams in engagement initiatives within the High Commission.
- Work with the Finance and Procurement teams to implement inventory control measures and audit compliance.
- Monitor and maintain inventory and key control systems, safeguarding organizational assets.
- Serve as the first escalation point for client complaints and work to mediate and resolve issues constructively and in line with policy.
- Perform monthly audits of Helpdesk open support calls and ensure prompt closure with team collaboration.
- Manage the shared mailbox and direct queries to the relevant team members.
3. Procurement and Contract Management (25%)
- Act as the lead requisitioner within technical teams and support the “Purchase-to-Pay” process.
- Reconcile government procurement card (GPC) transactions and ensure accurate charging instructions are applied.
- Keep all requisitions up to date with current policies and changes.
- Coordinate delivery of goods and services with suppliers, ensure proper receipt documentation, and notify the storekeeper in advance.
- Exercise payment authority for goods below £3,000 using the GPC.
- Review vendor invoices to ensure they align with the goods and services ordered and received.
- Manage supplier contracts under £25,000, organize KPI review meetings, and address any performance issues promptly.
- Collaborate with the Procurement team to initiate tenders and handle quotation requests as per timelines.
4. Line Management and Teamwork (15%)
- Provide direct supervision to the Storekeeper and ensure regular one-on-one check-ins, SMART objective setting, and personal development plans.
- Conduct ongoing performance reviews and address both positive contributions and areas needing improvement.
- Support the professional growth of team members through constructive feedback and HR-guided interventions in case of performance concerns.
- Collaborate with the AO Estates Officer to jointly conduct arrival and departure checks and uphold compliance on goods purchases.
- Participate actively in joint team projects to ensure efficient, compliant customer service delivery.
5. Health and Safety Compliance (5%)
- Conduct arrival induction sessions for newly arrived diplomatic officers, introducing technical features of their housing.
- Work with the Health & Safety Officer to conduct mandatory safety briefings and highlight checks required by new occupants.
- Assist with health and safety administrative duties during periods of absence, including signage placement and PPE procurement.
Resources Managed
- Direct Reports: One AA Storekeeper, with the possibility of managing additional Estates staff subject to departmental restructuring.
- Budgetary Oversight: Responsible for processing and overseeing expenditures under £25,000 in compliance with internal financial controls.
Essential Qualifications, Skills, and Experience
Applicants must meet the following criteria:
- A university degree and/or college diploma, preferably in business administration, procurement, accounts, or logistics.
- Proven experience in budgeting and financial tracking.
- Strong office support and administrative background.
- Demonstrated decision-making abilities and willingness to take initiative.
- Experience in dealing with contractors and suppliers.
- High proficiency in Microsoft Word and Excel.
- Excellent communication skills, attention to detail, initiative, and strong customer service orientation.
- Effective team collaboration skills.
Desirable Qualifications and Experience
While not mandatory, the following are considered advantageous:
- Experience in inventory management.
- Valid driver’s license with a clean driving record.
Required Behaviours
Candidates should demonstrate the following Civil Service success profile behaviours:
- Communicating and Influencing
- Delivering at Pace
- Making Effective Decisions
More information on the UK Civil Service Success Profiles can be found on:
https://www.gov.uk/government/publications/success-profiles
Additional Information
- This is a locally recruited role; candidates must have the legal right to live and work in Kenya without the need for a work permit.
- The base salary is subject to local income tax and statutory deductions. Individuals not liable for income tax may have their salary adjusted accordingly.
- All applications must be completed and submitted via the official tal.net recruitment platform. Applications submitted through any other channel will not be accepted or processed.
- The British High Commission will never request payment at any stage of the application process.
- Shortlisted candidates will be subject to reference checks and security clearance before appointment.
- Candidates placed on the reserve list may be contacted for similar roles within 12 months.
- Please regularly log into your tal.net profile to monitor your application status and communications regarding the recruitment process.
This position presents an exciting opportunity for a motivated, organized, and detail-oriented individual to work in a high-performing, multicultural diplomatic environment. The Estates Accommodation and TWG Officer plays a crucial role in ensuring the smooth running of the British High Commission’s internal services while contributing to the overall mission of the FCDO in Kenya.
If you meet the requirements and are ready to join a dynamic and supportive team, we encourage you to apply by the deadline.
