View Vacancy - Estates and Facilities Manager EO (19/22 ACC)
Main purpose of job:
Manage the estates owned and rented by the British High Commission to deliver value for money in line with FCO policy.
Manage the office facilities, including Health and Safety Compliance, Maintaining Capital Asset Register and liaising with Technical Works Group (TWG) to ensure maintenance issues are addressed swiftly.
Roles and responsibilities:
Estates:
- Coordinate the activities of Post Housing Committee
- Source new UK-based staff accommodation in line with Housing policy (manage staff expectations)
- Ensure all housing are made ready for new arrivals and for landlords at the end of tenancy
- Liaise with Corporate Services Help Desk for all UK based incoming staff for accommodation
- Inspect new properties to ensure they meet all FCDO regulations
- Health and Safety compliance for all properties
- Carryout March-in and March-out
- Liaise with TWG on any refurbishment of properties
- Implement all Housing Policy documents
- Manage all furniture and white goods from purchasing new ones to replacing faulty ones
- Manage all leases
- Manage the Estate and Maintenance Budgets
- Ensure all Estates purchases are completed in line with the FCDO procurement Processes.
- Manage all complaints from landlords in line with agreed lease terms
- Deal with any issues from staff about properties or the compounds
- Manage all ground leases and ensure payments are done in the UK
- Liaise with Estates Securities and Network Division in London on any estates issues
- Update Pyramid database on all the Mission’s owned and rented properties
- Ensure all utility bills are paid and record maintained in line with FCDO process for expenditure
- Complete Annual Consolidated Certificate of Accounts (ACCA)
- Line Manage estates officer, special projects officer, cleaners and messengers
- Day to Day business and questions and being proactive
- Authorise Corporate Credit Card (CCC) and Government Procurement Card Cards (GPC) expenditure
Facilities:
- Manage all Office Buildings
- Manage all BHC amenities, write policy for them and keep access records
- Report any faults and liaise with TWG to ensure they are fixed
- Pay all ground rents
- Pay all utility bills and keep records of any expenditure
- Update Capital Asset Register
- Complete ACCA
- Ensure Health and Safety Compliance for all offices
- Pay all utility bills
- Manage any office moves and refurbishments
- Point of Contact for any issues
- Manage cleaning supplies and office stores
- Authorize CCC & GPC card expenditure
Procurement:
- Oversee any office procurement including writing of tenders or contracts in line with FCO policy
- Liaise with Procurement hub on any tenders or contracts over £25,000
- Liaise with PSAB on all tenders or contacts over £85,000
- Answer questions from PAGs on procurement policy.
Resources managed (staff and expenditure):
Manages the following staff:
- Special Projects Officer
- Estates and Facilities Officer
- Cleaners
- Messengers
- Also manages the Estates and Technical Works budget.
- Professional qualification in Estates Management or related field.
- Prioritise well, working between teams, assuming responsibility for tasks with minimum supervision.
- Have excellent judgement and emotional intelligence, with clear self-awareness and an understanding of verbal and non-verbal communication.
- Be approachable, open, pro-active when required, honest, caring, friendly and a good listener.
- Be comfortable in possession of sensitive or personal information, and the associated need for discretion.
- Have experience of, or a willingness to learn quickly about, the UK and Ghanaian cultures.
- Observe the Foreign, Commonwealth and Development Office’s diversity and equality policies.
- Resilience, proactive, and flexible.
- At least three years relevant experience in Managing Estates or Operations.
- Facilities Management experience
- Relationship Management experience (dealing with Landlords)
Learning and development opportunities:
The British High Commission in Ghana takes learning and development seriously. The successful candidate will have the opportunity to develop many core and transferable skills through both formal and informal learning and development opportunities. Members of staff are encouraged to make use of the learning and development opportunities that the office has to offer.
- All applicants must be legally able to work in Ghana with the correct visa/status or work permit.
- The successful applicant will demonstrate that they meet the requirements under Ghanaian law to work in Ghana.
- The British High Commission in Accra is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
- Staff recruited locally by the British High Commission in Accra is subject to Terms and Conditions of Service according to local Ghanaian employment law.
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- Reference checking and security clearances will be conducted.
This opportunity is closed to applications.