Estates and Procurement Manager

British High Commission Pretoria; Pretoria; On-site; ZAR 600,000 - 750,000; Full time

Job summary

The British High Commission Pretoria is seeking an Estates and Procurement Manager to oversee day-to-day facilities operations while managing procurement across multiple locations. Responsibilities include ensuring compliance, managing a budget of £2 million, and leading procurement activities while fostering a culture of accountability and efficiency.

Qualifications

• At least 2 years hands-on procurement experience.
• Facilities management experience required.
• Ability to handle multiple projects simultaneously.

Responsibilities

• Lead procurement activities ensuring compliance with UK Government guidelines.
• Assist in the implementation of the Post Estate Strategy.
• Manage the Estates team and provide performance management.

Skills

Accuracy

Communication

Attention to Detail

Time Management

Organizational Skills

Project Management

Education

Qualification in procurement

Tools

MS Excel

MS Teams

Microsoft Outlook

Job description

Main purpose of job:

Reporting to Head of Estates, to work in Pretoria as an Estates and Procurement Manager to oversee day-to-day facilities operations while leading procurement for a large multilocation department. Assist in the management and maintenance of a large portfolio of owned and rented properties including the British High Commission (BHC) offices in Pretoria, Johannesburg and Cape Town, the High Commissioner’s Residence in Pretoria and Cape Town, several residential compounds in Pretoria and standalone residential properties in all three locations, ensuring that all diplomatic staff are housed in safe, secure accommodation in line with UK Government policy.

This role also ensures all purchasing aligns with UK government procurement policy, maintains compliance, and delivers value for money. The postholder will manage central procurement logs, conduct spot audits, and ensure accurate documentation of all processes. They will coach and train staff on procurement procedures, fostering a culture of accountability and continuous improvement. Working closely with internal teams and suppliers, the manager will ensure efficient service delivery, uphold standards, and support strategic estates planning through robust procurement management and operational oversight.

Duties & Responsibilities:

Procurement 40%

• Lead all procurement activities within the Estates team, ensuring compliance with UK Government Public Procurement guidelines and the Purchase to Pay (P2P) process
• Collaborating with the technical works team in drafting of scope of works and specifications to be contracted
• Review and edit procurement documentation for accuracy, consistency, and compliance prior to submission and approval
• Act as the central point of contact for completing and submitting Supplier Maintenance Forms (SMFs), reviewing and approving supporting documentation for new supplier requests to be added to the FCDO procurement system
• Attend monthly meetings with the Regional Procurement Hub to track contract pipelines and follow up on required actions
• Monitor contract lifecycles, ensuring timely KPI meetings, and initiate procurement processes or contract variations as needed
• Oversee Government Procurement Card (GPC) spend, ensuring policy compliance, proper benchmarking, and adherence to financial thresholds
• Analyse procurement data to ensure value for money, including verification of three-quote requirements and supplier benchmarking
• Provide training and guidance to Estates staff on procurement procedures, conduct spot audits, and manage central logs of procurement processes

Operational Management 30%

• Assist the Estates team in the implementation of the Post Estate Strategy, including forecasting housing needs, ensuring timely preparation of staff accommodation, and maintaining compliance with FCDO housing policy
• Oversee estates projects and maintenance activities engaging with the Planned Preventative Maintenance schedule, ensuring properties and offices meet health, safety, and compliance standards
• Maintain accurate estate records and inventories, and manage estates stores, assets, and stock controls efficiently
• Coordinate and support official event setups in collaboration with internal teams and contractors
• Manage relationships with landlords, contractors, and suppliers, ensuring quality service delivery and value for money
• Monitor and report on estates performance to senior leadership, using data insights to drive improvements
• Assist Head of Estates on budget planning and expenditure, ensuring compliance with procurement policies and approval thresholds
• Provide stakeholder engagement and customer service, gathering feedback and ensuring transparent communication across the department

Line Management 15%

• Ensure there is communication and coordination of works across teams
• Line management of Estates Officers and Estates Assistants
• Set goals, effectively performance manage, engage fully in End of Year review processes and provide coaching to the Estates team
• Foster a collaborative and accountable team culture through coaching, mentoring, and clear communication of priorities and expectations
• Oversee the work of contractors and outsourced service providers, ensuring compliance with service level agreements, quality standards, and health and safety requirement

General Administration 15%

• Identifying risks within the delivery model for the estates. Mitigating against fraud risks. Ensure the team are maintaining proper records and inventories of all estates and stores/ stock related activity
• Other general corporate service team tasks as required to assist covering absences and demanding periods

Resources managed (staff and expenditure):

• Line Management of the members of the Estate team
• Together with the Head of Department help ensure effective spend against a maintenance budget of £2 million

Essential qualifications, skills and experience

• At least 2 years hands-on procurement experience
• Hold a qualification in procurement
• Facilities management experience
• Strong emphasis on accuracy and details
• Effective oral and written communication skills
• Strong attention to detail
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Proficient to intermediate in MS Excel, MS Teams and Microsoft Outlook
• Good time management and organizational skills

Desirable qualifications, skills and experience

• Contract Management Experience
• Qualification from other Professional Procurement Organisations
• Project Management and property maintenance experience