View Vacancy - Estates Officer

The British Embassy in Beirut has a vacancy for the position of Estates Officer.

Objective:

This is a DFID funded slot. The job-holder will work more closely with the Estates Manager position as well as the Head of Corporate Services (HCS) on core Estates activity.

The work of the CST underpins that of the whole Embassy. This Estates Officer (EO) position is high profile across the Embassy and also with external suppliers and other key contacts. Reporting to the Estates Manager (EM) and upwards to the HCS it calls for effective behavioural indicators across all key Civil Service core competences for the Grade including excellent self-management; teamwork and communication skills at all levels.

The EO will have oversight of facilities management as well as planned and preventative maintenance of the Embassy and Main Residence together with a designated portfolio of UK Based staff accommodation. They will also work closely with various Foreign and Commonwealth Office (FCO) teams on upcoming Estates related projects.

The EO will have a pivotal Estates role across the Embassy and will deputise for the other EO’s during times of absence and training.

Main Duties and Responsibilities:

Estates Activities (60%)

• Managing UK Based staff accommodation to ensure compliance with FCO standards and policies.

• To have oversight of Inventories for the Embassy, HMA Residence and UKbase flats accommodation portfolio.

• To lead on March In/March out process/materials.

• To have oversight of ad hoc and periodic maintenance for the OHMG properties (DFID, SOB-Syria Office Beirut, MOD, CSSF as well as FCO Beirut) portfolio of accommodation.

• To lead on TWO, TWS inspection visits as well as all related visits with the coordination of UKBS members.

• To be first point of contact for all UK Based staff accommodation maintenance issues.

• To work under the direction of EM

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

• To be familiar with FCO Accommodation Policy; Financial and Procurement best practice including additional guidance and policies for DFID which the job holder will be responsible.

• 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 use the FCO 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 Corporate Services Impress and General Procurement Card;

• To use the FCO Housing Pyramid Tool for input of existing rents, common charges and utilities 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 as well as inventory 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;

• Set 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

Key Competences required for the job:

• Making Effective Decisions - Effectiveness in being objective; using sound judgement, 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. For all staff, it’s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way.

• Changing & 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.

• 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.

• 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.

• Secondary education qualifications;

• Work experience in business administration; estates management or similar field;

• Fluent spoken and written English and Arabic;

• Able to work under pressure using own initiative but following compulsory rules and procedures;

• Excellent self-management and attention to detail skills;

• Innovative, Strong communication skills, customer focus and team player;

• Budget and Project Management experience;

• IT competency (Word, Outlook, Excel, databases)

• Commitment to learning and development;

• Regular driving license with willingness to progress to Official driving license as to self-drive Embassy vehicles;