View Vacancy - AUH/ DXB - Accommodation Officer A2(L)

The British Embassy has two vacancies for Accommodation Officer, grade A2(L), to be based in Abu Dhabi and another in Dubai.

Reporting to UAE Head of Estates, the jobholders will be responsible for maintaining a rent budget to include forecasting of rents and maintain a property data report analysis. They will source/ recommend all accommodation provisions (temporary and permanent) suitable for UK-based staff in line with FCO Health and Safety and Security policy provisions, whilst managing property portfolio stock levels. They will negotiate new leases and future tenancy renewals to deliver value for money. They will also effectively manage and maintain all tenancy provisions, including all on/ off site property stock.

The jobholders will maintain and monitor residential and commercial (office) furniture inventory databases and handle up-keep of all post-wide furniture requirements in line with FCO Accommodation and Procurement policies. They will also maintain and update the FCO’s in-house property database system.

Further responsibilities will include efficient arrangement of all ‘move in’ and ‘move out’ inspections, including meeting FCO Health and Safety standards for the wellbeing of all staff. They will be required to communicate at all different levels, effectively and clearly, demonstrating clear thinking and proactive practices, relating to property management.

Main duties and responsibilities:

• Assisting Head of Estates/ Estates Manager in: administration of sourcing/ recommending properties for new UK-based positions according to the Post Housing Policy and FCO guidance;
• Maintaining a rent budget and associated finances;
• Identifying and sourcing residential properties to meet staff needs, in line with policy;
• Managing property stock levels;
• Supervise and ensure all new leased properties are furnished (hard & soft furnishings) according to FCO Standards. Co-ordinating with the Community Liaison Officer (CLO) to ensure float items are in a property and ensuring a property is ready for occupation for new arrivals;
• Responsible for the up-keep and maintenance of all furniture provisions (office and residential) and dealing with general, day-to-day furniture enquiries.
• Supervision and management of furniture stores;
• Liaising with third party suppliers and contractors;
• Supervision and booking of all temporary and transit accommodation for new arrivals, temporary duty staff, and estate visitors;
• Responsible for securing corporate rates with hotels;
• Raising requisitions, receipting goods that comply with FCO procurement rules and policy;
• Ensure weekly and monthly statistics are compiled accurately for various Management Information, including KPIs, etc.;
• Manage efficient Move in/Move out process;
• Manage efficient Inventory process;
• Responsible for meeting FCO H&S procedures;
• Assist in acting as annual leave cover, supporting the Estates Team;
• Participate in the Embassy emergency planning process and assist as required in responding to any crisis.

Key competencies required:

• Managing a Quality Service - Being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high quality and efficient service.
• Delivering at Pace - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
• Collaborating and Partnering - Creating and maintaining positive, professional and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.
• Making Effective Decisions - Being objective; using sound judgement, evidence and knowledge to provide accurate, expert and professional advice. Showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions.
• Achieving Commercial Outcomes - Having a commercial, financial and sustainable mind-set to ensure all activities and services are delivering added value. Ensuring control of finances, resources, and contracts to meet strategic priorities.

• Relevant residential property background or previous work experience in a customer service role
• Knowledge of tenancy/ lease procedures
• Proven skills in dealing with and negotiating with customers and providers.
• Ability to work quickly and accurately, keeping to tight deadlines
• Good organisational and analytical skills
• An effective team player with good interpersonal skills
• Excellent communication skills (both written and oral) in English
• Advanced MS Office skills