View Vacancy - Corporate Services Officer, Port of Spain
Main purpose of job:
This is a varied and pressured job working in a team that sits at the heart of the British High Commission in Port of Spain. It involves managing a broad portfolio of work, dealing with both immediate demands, and managing long term, on-going works. Attention to detail, facilities management and customer service are core to the role. Responsibilities include: Managing Post’s estate owned office compound, and four other properties, both leased and owned, including the historic Residence; managing our Facilities Management Company in line with contract SLA and KPI’s and in compliance with FCDO health, safety and security standards; managing our reactive maintenance works and Estates Security Department (ESD) major works budgets; managing relationships with external stakeholders including landlords and works contractors; managing the internal Estates Team and supporting the Corporate Services Manager (CSM). The job holder will also be responsible for maintaining Post’s IT platform and telecoms contract, providing effective IT support and supporting delivery of major change projects (e.g. ICT and Tech Overhauls), including through developing strong working relationships with the IT Helpdesk, Secure Technical Services Officer and local telecoms company.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Management
• Line Manage Facilities Technician, including setting work plans, ensuring processes are followed and a quality service delivered.
• In conjunction with the Corporate Services Manager work to build strong capabilities within Corporate Services Team through effective leadership and performance management.
• Deputize for the CSM during absences, including approving spend to appropriate delegated authority levels, and providing briefings to Post’s senior leaders.
Estates and IT
• Manage relationships and contracts with suppliers of key services to the High Commission (e.g. utilities, telephones and office machinery). Responsible for managing the supplier database, reviewing it periodically in cooperation with the regional Procurement Hub.
• Lead on developing and implementing Technical Works 5-year plan, through robust tender procedure and in coordination with the Technical Works Officer and ESD.
• Oversee the Facilities Management contract, ensuring effective day-to-day estates maintenance and project delivery. Conduct monthly KPI meetings to ensure contractual obligations are being maintained.
• First point of contact for estates planning (e.g. accommodation, estates projects, furniture and maintenance purchases, minor refurbishments etc.).
• Oversee Health & Safety (H&S) compliance at the High Commission. Provide H&S advice to CSM and post leadership in line with FCO guidance.
• Maintain Post’s IT platform and provide support to users, including through robust inventory management.
• Crisis preparedness and response in support of the Crisis Management Plan.
Finance and Procurement
• Lead on procurement of goods and services for the High Commission estate and IT platform, including tenders. In cooperation with the Procurement Hub, ensure procurement follows appropriate guidelines, and provides value for money.
• Monitor and forecast spend against Maintenance, IT and Furniture and Fittings budgets.
• Provide regular communication and guidance to staff on latest organisational policies on procurement, Health & Safety, Mobile Phones, and IT to ensure compliance.
• Support high value contract tendering and management of projects ensuring robust contract monitoring is in place and value for money achieved.
• Oversee contract renewal tendering processes and act as liaison between the service providers and office.
Colocation
• Ensure Post’s obligations as landlord to the German Embassy are consistently met in support of the long-term colocation arrangement.
• Be the first point of contact for issues concerning the estate for the German Embassy, developing relationships with their administrative teams to ensure there are proper line of communications and projects are planned in consultation where required.
• Ensure our German colleagues are fully aware of Health and Safety and Emergency procedures and that they are equipped and briefed on the roles they play in these procedures. Be the first point of contact on H&S matters for them.
Resources managed (staff and expenditure):
1 x Facilities Technician (S2)
Facilities Management Company
Maintenance, furniture and IT budgets
Post’s estates, furniture and IT inventories
Essential on arrival:
- At least 2 years’ experience in Facilities/ Estate Management
- At least 2 years’ experience in customer service.
- At least 2 years’ experience of managing or supervising others, including contracts.
- At least 2 years’ experience managing budgets and financial planning, must have a good understanding of spreadsheets and oracle budget platforms.
- Proven ability to provide basic IT support with proficiency using Microsoft Outlook, Teams and Oracle platforms.
- Proven ability to deliver through others (e.g. by leading a team and managing contractors).
- Must be able to manage competing priorities and communicate with stakeholders effectively.
- Must be organised and have a key eye for detail, providing prompt and reliable feedback.
- Must be assertive and success driven and be able to work independently
Must have the legal status to live and work in Trinidad and Tobago.
- Experience in IT Management in a centrally supported environment.
- Qualifications in facilities/project/contract management.
- Qualifications in Health and Safety
This opportunity is closed to applications.