View Vacancy - AUH - Accommodation Officer (AO)

The British Embassy Abu Dhabi has a vacancy for an Accommodation Officer on a fixed term contract of three (3) years.

Reporting to the Estates Manager, the jobholder will be responsible for maintaining the embassy property portfolio 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 Foreign, Commonwealth and Development Office (FCDO) Health and Safety (H&S) and Security policy provisions, whilst managing the on boarding/ landing of new arrivals and successfully overseeing the departure of UK-based staff and their families. 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- and off-site property and furniture stock. They will also be required to maintain a range of IT systems and databases.

The jobholder will maintain and monitor residential and commercial (office) furniture inventory databases and up-keep of all Post-wide furniture requirements in line with FCDO Accommodation and Procurement policies. They will also be the point of contact for the offsite contractor who manages the storing and delivering of furniture and furnishings.

Further responsibilities will include efficient arrangement of all ‘move in’ and ‘move out’ inspections; they will be required to communicate at all different levels, effectively and clearly, demonstrating clear thinking and proactive practices, relating to property management. 

Duties and responsibilities:

• Assisting Estates Manager in: administration of sourcing/ recommending properties for new UK-based positions according to the Post Housing Policy and FCDO guidance;
• Maintaining a rent budget and associated finances;
• Identifying and sourcing residential properties to meet staff needs, in line with policy;
• Managing property portfolio;
• Supervise and ensure all new leased properties are furnished (hard & soft furnishings) according to FCDO 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.
• Collaborating and liaising with contractors managing Embassy furniture provisions;
• 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;
• Ensure weekly and monthly statistics are compiled accurately for various Management Information (MI), including KPIs, etc.;
• Manage and conduct efficient move in/ move out process;
• Manage efficient inventory process;
• Responsible for meeting FCDO H&S procedures;
• Assist with annual leave cover for the Estates Team;
• Participate in the Embassy emergency planning process and assist as required in responding to any crisis. 

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. 

Key behaviours required:

• Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
• Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.

Eligibility:

Applications will only be considered from those who are currently residing in the UAE and with a current and valid UAE resident visa. Applicants will be asked to provide evidence of their UAE resident visa/ Emirates ID as part of their application.

• Knowledge/ Experience of local tenancy/ lease procedures and property management.
• Previous work experience in a customer service role at high pace
• Ability to work quickly and accurately, keeping to tight deadlines
• Good organisational and analytical skills
• Proven skills in dealing with and negotiating with customers and providers/ third-party suppliers. Ability to manage customer expectations and display a flexible approach and resourcefulness in solving problems.
• A team player who is capable of working on their initiative and who is adaptable to changing priorities.
• Excellent communication skills in English. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Strong IT skills and well versed in the use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint, and Teams).