View Vacancy - Estates Manager (02/16 KPL)

Main purpose of job:

The Estates Manager provides leadership and management oversight for the Estates and Maintenance Section to ensure the office buildings and compound, the Official Residence, and approximately 20 residences are safe, complaint, clean and efficient. The Estates Manager will have overall responsibility of the Estates and Maintenance Section, and oversee the delivery of a professional service that complies with The Foreign and Commonwealth Office (FCO)’s Estates and Assets Management rules and regulations and the agreed Service Level Agreement.   The job holder will ensure the provision of suitable residential housing for UK based members of staff. The post holder is also the Deputy Head of Corporate Services reporting directly to the Head of Corporate Services.

Roles and Responsibilities:

Roles and responsibilities / what will   the jobholder be expected to achieve:

Leadership and Management

*          Overall management of the Estates and Maintenance Section to   ensure the team delivers a high quality service according to the agreed   service level agreement by tracking and monitoring key performance indicators   in line with the FCO policies on Estate Management.

*          Line manages and completes performance appraisals for staff; and   support staff learning and development to develop capacity within the team.   Ensure staff complete all mandatory training including Health and Safety.

*          Develop and implement an Estates and Assets Management Plan for Kampala   that highlights key priorities for maintenance, refurbishment and   development.

*          Ensure compliance with all FCO Estates and Assets rules and   regulations. Work with the regional Technical Works Officer (TWO) to ensure   all recommendations from the Mini Building Risk Health Assessment (MBRHA) are completed for Kampala.

Estates   Management

Residential/ Office

*          Manage owned properties in accordance with FCO   Estates guidance to ensure a safe, secure and well maintained environment.

*          Identify suitable housing for new UK Based   staff. Carry out mandatory checks on new properties using the FCO guidance and   working closely with the Security Team to implement recommendations.

*          Make recommendations to the Post Housing   Committee on housing for UK based staff and temporary staff; and implement   agreed decisions.

*          Liaise with lawyers and prepare lease   agreements to ensure BHC contractual obligations are met. Implement the renewal of lease agreements   and payment of rents for all rented properties.

*          Review and oversee the implementation of Estates   Policies and procedures for Environment Management, Health and Safety,   Estates Management and Maintenance, Estate Inventory Management, and Asset   Management and Disposal.

*          Review and approve work plans for maintenance projects.

*         Carry   out the Annual Property Inspection (API) for all residences to ensure the properties are maintained to the required standard and compliant with the MBRHA

Health & Safety

*          Ensure the   BHC Residential Estate and Offices   meet all Health and Safety requirements in line with guidance from the   centre including: Compliance with Fire Alarm standards, Gas Installation   compliancy, Electrical Installations compliancy, Provision of Safe Drinking   Water, Asbestos Management.

*          Arrange a   Post Health and Safety committee meeting every 6 months. Provide the High Commissioner with papers   and agenda details as requested. Act as secretary for the Post Health and   Safety committee.

*          Serve as Fire   Safety Officer including updating Fire management policies and acting as the   Fire Assembly Point Officer.

Financial and Budget Management

*          Oversee the procurement of goods and services   and management of service contracts for BHC office & residential   properties for maintenance of Electrical, Furnishing, Painting, A/C, Fire   Equipment, Pest Control, & Sanitary Equipment to ensure value for money   and adherence to agreed TORs. Work closely with the technical team to draft   TORs with specific deliverables for maintenance contracts.

*          Forecast and monitor running costs related to   Estates and Maintenance including office services, and residential   accommodation. Continuously explore areas for efficiencies and savings.

*          Certify and approve payments related to   Estates and Assets Management.

*          Check and approve the Maintenance Imprest.

*          Manage the   Official GPC card to procure goods and services for Estates and Maintenance,   and maintain records and supporting documents for audit purposes.

Environmental Management

*          Ensure the   Green Team recommendations are implemented in line with the FCO policies on   cost savings.

*          Ensure   that utilities are monitored monthly and costs driven down.

Asset management

*          Ensure the   BHC Estates inventories for office & residential equipment are kept up to   date at all times in Pyramid.

*          Manage   disposal of official equipment following BHC guidance.

*          Carry out quarterly spot checks on the   furniture store.

Deputising the Head of   Corporate Services

*          Serve   as Deputy Head of Corporate Services and provide cover during leave and other   absences as requested.

• Experience and knowledge of   Estates and facilities Management,
• Budgeting and Contract Management
• Experience in leading and managing a team   and working across cultures
• Good organisational skills
• Ability to work under pressure and prioritise