View Vacancy - Estates Officer

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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates

The British Embassy Beirut has a vacancy for the position of Estates Officer, Grade – A2 (L).

Main purpose of job:

The Estates Officer will have an oversight of facilities management as well as planned and preventive maintenance of the Embassy and Main Residence together with a designated portfolio of UK Based staff accommodations. The EO will also work closely with various Foreign Commonwealth and Development Office (FCDO) and One HMG teams on upcoming Estates related projects. To lead on the maintenance schedule flat visits as well as on health and safety visits in flat when necessary.

Roles and Responsibilities:

Estates activities (60%)

  • Managing UK Based staff accommodation to ensure compliance with FCDO standards and policies.
  • To have oversight of Inventories for the Embassy, HMA Residence and UK-based flats portfolio.
  • To lead on municipality tax exemption for all flats, Residence and Embassy, liaise with Municipality and local authorities for the constant follow up of exemption process and process the yearly municipality payments.
  • To lead on March In/March out process/material and staff arrival/departure list.
  • To have oversight of ad hoc and periodic maintenance for the OHMG/MOD properties portfolio of accommodation.
  • To lead on TWO, TWS inspection visits schedule as well as all related visits with the coordination of UKBS members.
  • To be second point of contact for all UK Based staff accommodation maintenance issues.

 

FCDO Guidance, Budgets, databases and tracking tools (20%)

  • To be familiar with FCDO Accommodation Policy; Financial and Procurement best practice including additional guidance and policies.
  • To liaise with Embassy suppliers on financial quotations and scope of works implementing new contracts for the defined property portfolio;
  • To work with regional financial and procurement hubs in Manila and FCO London/Milton Keynes on supplier set up and associated spend; To lead and maintain up to date all the procurement measures within the Estates team (updating contract data, scheduling to renew contract and for Due Diligence interviews)
  • To use the FCDO financial tracking tool ‘Prism’ and dashboards to track and observe supplier spend control limits for the areas responsible in accordance with best practice;
  • To requisition and receive using the FCO Prism financial tool;
  • To assist in daily Procurement through holding the General Procurement Card;
  • To use the FCDO Housing Pyramid Tool for input of existing rents, common charges for the assigned property portfolio (note: Input of new hiring’s; rental and common charges and removal if given back will be undertaken by the EM; the ESO will input maintenance related information across the entire property portfolio.)

 

Inter and wider Embassy Liaison (15%)

  • Assistant Logistics Officer for Crisis Contingency Planning: Set up of Post Operations Centre and Evacuation Handling Centres when required included test exercises and satellite phones;
  • Help in Setting up of Fall Back Locations (FBL) and provision of contingency items;

 

Learning & Development (5%)

  • To ensure mandatory e-learning modules are undertaken and other pre-requisite financial training.
  • To innovate, focus on change and improvement of self and across the EO’s area of responsibility.
  • To take responsibility and ownership of key tasks/deliverables across EO areas of responsibility.

Resource Managed:

  • Embassy store inventory;
  • UKBS flat furniture inventory;
  • Schedule for UKBS flats inspections/works visits.

Key Competences required for the job:

  • Making Effective Decisions – Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice.
  • Collaborating and Partnering – People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Delivering at Pace – Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
  • Changing and Improving - It’s about being open to change, suggesting ideas for improvements to the way things are done, and working in smarter and, more focused ways.
  • Managing a Quality Service - Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
  • Delivering Value for Money - The efficient, effective and economic use of taxpayers’ money in the delivery of public services. Seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay.

Essential:

  • Fluent communication skills in English and Arabic (both spoken and written).
  • At least 4 years of work experience in business administration; corporate services or similar field;
  • Candidate holds minimum of a Bachelors’ degree;
  • Ability to work under pressure using own initiative but following compulsory rules and procedures;
  • Excellent self-management skills and attention to details;
  • Innovative, strong communication skills, customer focus and team player;
  • Project Management experience;
  • IT competency (Word, Outlook, Excel, databases)
  • Regular driving license with willingness to progress to Official driving license as to self-drive Embassy vehicles.

Skills:

  • Professionalism - Work with high sense of honesty, integrity, impartiality and objectivity.
  • Engage People – Communicate with clarity, conviction, integrity and enthusiasm, collaborate with others and build capability for all.
  • Set Direction – Understand of how own role fits and support organisational objectives. Use sound judgement, evidence and knowledge to arrive to accurate, professional and expert decisions and advice. Seek opportunities to create effective change.
  • Deliver Results – Deliver objectives and strive to improve the quality of service taking account of diverse customers’ needs and requirements. Focus on timely performance, taking responsibility and accountability for quality outcomes. Ensure effective and efficient use of taxpayers’ money.
  • IT – Expertise in using Microsoft Office (Word, Excel, PowerPoint, Outlook).

Desirable:

  • Commitment to learning and development.
2 December 2020
Administrative Officer (AO)
Full-time, Permanent
40
Middle East & North Africa
Lebanon
Beirut
British Embassy
1
USD
1,958
2 January 2021

Working Hours and Remuneration:

Conditioned working hours are 40 hours gross per week. The Embassy is committed to ensuring that you are able to maintain a suitable work-life balance. Leave entitlement is 20 days (pro rated) plus 14 public holidays.

Some flexibility in working hours will be permitted subject to negotiation and agreement. The successful candidate will be required to attend set weekly meetings and some internal and external events possibly after working hours.

The embassy offers an attractive working environment and remuneration package of $ 1,958 monthly for this role. However, for third country nationals and UKB staff spouse/partners employed by the Embassy, you are not liable to pay Lebanese income tax, your salary will be abated by an amount equivalent to the Lebanese tax that would otherwise be payable (if appropriate). This is called salary abatement. 

The embassy offers a competitive remuneration package in line with local labour law (including transport, family, education allowances, and medical insurance coverage).

This role is offered on a Full Time, Permanent basis. The successful candidate will be subject to a 90 days probationary period. The appointment is also subject to satisfactory local and UK security clearances.

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

  • Receive the appropriate level of security clearance;
  • Have (or be willing to personally obtain) the right to live and work in Lebanon. The successful candidate's residence permit and work permit, and any related expense to obtain them, will be their own responsibility.

Application Process:

Interested candidates must attach the following documents along with the completed online application form:

  • An updated Curriculum Vita (CV)
  • A covering letter

** (Your application must include the above attachments and must include examples of when you have demonstrated the competencies outlined above in the cover letter. Applications that do not include this information will be rejected).

 

All applications must be received before 23:55 (Beirut Time) on 02 December 2020.

 

Applications received after the stated deadline will not be considered.

Interviews will be held at the British Embassy Beirut Office or remotely via MS Teams. Due to the large amount of applications we receive only those shortlisted for assessment/interview will be contacted. 

The start date mentioned in the advert is an assumed start date and the successful candidate will be required to undergo security vetting procedures.  Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

 

The British Embassy is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.  Staff recruited locally by the British Embassy is subject to Terms and Conditions of service according to local Lebanon employment law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.