Technical Works Group Officer
Main purpose of job:
- The Technical Works Group (TWG)
Officer will provide administrative support to the full TWG team to ensure
compliance is upheld on work requests and projects. The Officer will
be responsible for requisitioning on behalf of the TWG team as part of the
purchase to pay process.
- The Officer will responsible for
the management of the stores, ensuring accurate record keeping, audit of
storkeeper records, identifying and implementing safeguarding measures to
avoid loss.
- The Officer will be responsible
for making small purchases for the TWG Team where the government
procurement card should be used. They will ensure all purchases
using the card are in compliance with Financial policy.
- The Officer will undertake
contract management for low value contracts (less than £10,000) ensuring
all purchase to pay processes are follows, consistent contract management
and communication takes place with contracted suppliers. They will
liaise with the Procurement Team to ensure all Requests for Quotation and
Contract Award follow appropriate timelines and meet the teams needs.
- The Officer will support the
Deputy Estates Manager on budget holder duties, working with team leaders
on the collating of small purchases and ensuring they are accurately
forecasted for.
The TWG Officer will also line manage the following TWG
staff:
- AA Storekeeper
- AA Administrative & Accounts
Officer TWG
Roles and
responsibilities:
General
Administration – 25%
- Induction of new arrivals on
their property from TWG
- Oversee the inventory controls of
the TWG stores and ensure all inventory records are up to date at all
times
- Work with Finance and Procurement
Teams in implementing store inventory control measures and ensure records
are up to date and audited for compliance.
Procurement
Support – 25%
- Requisitioning for goods and
services; Receiving and payment when Deputy Estates Manager is on leave
and during periods of peak volume
- Update the Deputy Estates Manager
(Budget Holder) on all purchases and changes in volumes, delivery dates to
ensure financial compliance on forecasting for low value contracts
- Ensure compliance with
procurement best practice using the government procurement card on small
purchases. Responsible for reconciling and correct charging instructions
within policy.
- Support the Deputy Estates Manager
in preparation for the Medium Term Financial Planning exercise using prior
year actual spends to profile future requirements.
- Ensure timely reconciliations and
payment of goods and services through preparation of requisitions,
uploaders or distribution sets for the Global Transaction Processing
Centre in Manila. Distribution sets and payment uploaders to be reviewed
monthly to reflect any changes in charging instructions.
- Assist Budget Holder for TWG –
Monitor expenditure on Technical Works Group projects and providing
accurate reporting (including financial compliance monitoring), using the
HERA system
- Payment Lead for TWG – receive
goods and services on HERA and forward the invoices to the Finance Team
- Ensure timely delivery of goods
and services with the suppliers, escalating when/ where need be.
- Maintain and resolve TWG FPCI
scores issues
- Payment authority by GPC for TWG
- Contract Manager for TWG
framework contracts
- Lead on small value (<£10,000)
tenders for TWG
- Conduct first review of vendor
invoices to ensure compliance with order and goods received
Customer Service – 15%
- Be the first line of response for
complaint escallations from customers through TWG personnel. Help mediate
any concerns over TWG service delivery and propose constructive solutions
in line with policy but in a helping manner to the client.
- Audit the Helpdesk Open support
calls monthly and work with the AA TWG Administrative and Finance Officer
to clear all backlog.
Health
and Safety Compliance – 10%
- Conduct arrival at post checks
for new arrivals on behalf of the TWG team to ensure officers are well
versed on the technical set-up of their property.
- Work with the Health and Safety
Officer in ensuring house induction takes place with new arrivals,
highlighting mandatory H&S checks to be done by the occupant during
their posting.
Line
Management – 25%
- Line Management of: AA
Administrative & Accounts Officer TWG and AA Storekeeper
- Ensure they have regular
one-to-one meetings, have SMART objectives, strong Learning &
Development plans
- Provide regular constructive
conversations setting out upcoming goals, review of recent performance and
where the colleague is working well and where there is room for
improvement.
- Support their work and career
development within the High Commission
Resources
managed (staff
and expenditure):
Line Management:
- AA Storekeeper
- AA Administrative & Accounts
Officer TWG
Financial
management:
- All contracts valued less than
£25,000 and deputise contract management for over £25,000
Essential
qualifications, skills and experience
- University Degree and/or College
Diploma
- Budget / Finance Experience
- Office Support/Administration
Experience
- Strong Decision Making skills
- Willingness to take initiative in
own work
- Accounting
- Contractor & Supplier Liaison
- IT Literate (Microsoft Word &
Excel – expert level)
- Knowledge of customer service
- Good team player skills
Desirable
qualifications, skills and experience
- Storekeeping experience
- Driving Capabilty with clean
driving record
- Good communication skills,
attention to detail and initiative, as well as good customer service
skills
- A flexible approach and
good team working skills
How to Apply