View Vacancy - Facilities and Operations Manager (GEO24.139)

The British Embassy in Tbilisi is part of a worldwide network, representing British political, economic and consular interests overseas and we are now looking for a dynamic Facilities and Operations Manager to join our Corporate Services team. The Corporate Services team is responsible for the efficient and cost-effective running of the British Embassy, in line with the policies and best practices of the UK’s Foreign, Commonwealth & Development Office (FCDO), and with local legal requirements.  

Main purpose of job:

Our Facilities and Operations Manager will be responsible for the day-to-day management of the Embassy’s facilities and operations portfolio, with particular focus on Health and Safety (H&S).

This includes:

• Responsibility for the Embassy’s compliance with Health & Safety policy set by the UK Foreign, Commonwealth & Development Office (FCDO) for its diplomatic missions overseas;

• Ensure that the Embassy’s estate is maintained in line with Health & Safety requirements, and that works are carried out according to an acceptable standard;

• Promote a Health & Safety culture within the Embassy and being responsible for Health & Safety risk assessment and management;

• Leading on the Embassy’s policy for official transport; 

• Liase with UK and local contractors involved in estate projects; 

• Ensure that all the elements of the Embassy’s operations for which they have responsibility, are managed sustainably and that every effort is made to reduce the Embassy’s carbon footprint.

Our Facilities and Operations Manager will have line management responsibility for the 3 Embassy drivers and possibly other team members in the Corporate Services team.

The jobholder will be expected to understand issues quickly and deliver high-quality outcomes efficiently and effectively. The jobholder will be a natural team leader, well organised, and driven by a continuous desire to improve. The Facilities and Operations Manager will be able to accept the responsibility of the role and delegate effectively. A clear communicator who will strive to deliver the best possible service to customers both inside and outside the Embassy. Comfortable operating at all levels, and confident in representing the Embassy in contract and supplier negotiations.

As well as being a team player, the Facilities and Operations Manager will demonstrate high levels of personal autonomy, liaising closely with the line manager, who is the Embassy’s Head of Corporate Services, and the different teams based at the British Embassy. 

What will the jobholder be expected to achieve?

Health & Safety 45%

• Maintain a safe, compliant and supportive working environment for all staff and diplomatic families.
• Oversee Health & Safety activity, owning policy, guidance and monitoring standards.
• Responsible for completion of the Embassy’s annual compliance assessments with support from the Embassy’s Technical team.
• Work closely with the Corporate Services team and Technical works staff to manage Health & Safety related issues to ensure full compliance with UK and local legislation.
• Manage all Health & Safety policy implementation, training and meeting maintenance standards through conducting thorough risk assessments.  
• Be the appointed Health & Safety co-ordinator. 
• Promote a positive Health & Safety culture at the Embassy through ensuring staff have the right information and tools to adopt Health & Safety behaviours.
• Ensure that a proactive risk management approach is taken to all work, events and activities, and responsibility for preparing risk assessments, ensuring compliance with UK and local standards.
• Undertake due diligence to ensure that all contractors and suppliers fulfil statutory obligations.
• Prepare and respond to any audit and assessment requests, ensure compliant record keeping.

Facilities/Operations/Estates Management 30%

• Work closely with Technical works staff and wider Corporate Services team to plan, budget and oversee estates projects using a forward maintenance register and other FCDO processes.
• Manage, monitor and plan Embassy space usage, including the allocation and set-up of working areas and hot desk facilities.
• Work closely with the Embassy’s Estates Officer on the allocation of residential accommodation to diplomatic staff. Act as Secretariat for the Embassy’s Housing Committee and support the Estates Officer in addressing queries and concerns about accommodation when required.
• Liaison with FCDO Estates Directorate (based in London) over estate projects.
• Plan, measure and monitor estates performance against set targets, preparing reports as required.
• Manage operational contracts such as catering, grounds maintenance and cleaning.
• Support the Embassy’s crisis preparedness in terms of logistics and operations.

Transport Policy 5%

• Responsibility for transport policy and managing the Embassy’s fleet of official vehicles, including developing accurate forecasts of maintenance requirements and ensuring value-for-money servicing of vehicles
• Drawing-up transport plans for visits to Georgia by UK Ministers or other senior figures.

Environmental 5%

• Work closely with the Greening Committee to identify and implement ways to reduce the Embassy’s environmental impact and carbon footprint, while ensuring that the Embassy premises operate as efficiently as possible.
• Responsibility for the Embassy’s implementation of FCDO policy on air pollution. 

Line Management 10% 

Team Support 5%

• Support other members of the Corporate Services team as required.
• Responsible for estates contingency plans and act as the coordinator in crisis situations.

• Full professional proficiency in English (C1 level according to CEFR*).
• 4-5 years of professional working experience within an international, governmental, or large multi-cultural organisation. 
• Proven ability to lead, manage and motivate staff to achieve goals of the organisation.
• Experience in managing building operations.
• Previous line management experience.
• Knowledge of safety and workplace standards and experience of managing and delivery policy and activity i.e. risk assessment writing and review.
• Proven background of successfully generating, monitoring and achieving health & safety objectives.
• Strong communication and customer service skills, ability to influence and build exceptional working relationships across all levels, confident in challenging unacceptable Health & Safety behaviours.
• Resilient; able to deal with pressure and work flexibility to deal with competing demands.
• Self-motivated, practical and flexible with a positive outlook and can-do attitude.
• Project management experience.
• Proficient knowledge of MS Office 365 packages (especially Outlook, Excel, Word and MSTeams)