View Vacancy - Head of Operations Europe, Estate Operations, Estates, Security & Network Directorate (BEL21.278)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estate Operations

The Foreign, Commonwealth and Development Office (FCDO) has a worldwide network of embassies and consulates, employing over 14,000 people in nearly 270 diplomatic offices. We work with international organisations to promote UK interests and global security, including the EU, NATO, the United Nations, the UN Security Council and the Commonwealth. Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution. Currently, we’re looking for a Head of Operations Europe, Estate Operations, Estates, Security & Network Directorate.

Main purpose of job:

The Head of Operations Europe will be expected to have strong operational and commercial skills (incl. presentation, negotiation, financial, language etc.) and have the ability to lead conversations with senior managers such as CEOs, CFOs, COOs, Ambassadors, and Ministers.  A working knowledge of how FCDO operates, its mission, priorities and operational models would be an advantage.

Within specific regions and areas the FCDO has outsourced the management of its UK buildings, and some overseas properties, to specialist facilities management (FM) companies.  These companies are responsible for providing services to staff, which includes cleaning (Sort FM), pest control, waste management, engineering services maintenance (Hard FM), minor new works and refurbishment projects, office moves and porterage and staff/family accommodation services including sourcing and move in move out services. At Posts they also supply reception services and, in some locations, provide security guarding.  They are also tasked with ensuring that we comply with health & safety requirements and full Key Performance Indicator reporting and contract compliance reporting.

The FCDO's Estate Operations Team (EOT) manages the outsourced contracts and acts as the Intelligent Client Function (ICF) and interface between the private FM companies and the FCDO.  In addition, the EOT is responsible for holding the budget for Global Maintenance Investment Funds at Posts without an FM Service provider.

The Head of Operations Europe, is a senior role within the EOT and will be responsible and accountable for the performance of the European EOT of four Regional Facilities Managers (RFM) and the performance delivery of the outsourced Total Facilities Management (TFM) services contract delivered to FCDO, and Partners Across Government (PAGs) properties in the outsourced Europe region. The Head of Operations Europe will work very closely with the Senior Commercial Manager in the EOT to ensure budgets are accounted for, expended in the correct way and that full budget governance and management is maintained.  The Head of Operations Europe will report directly to the Head of Estate Operations who is based in London

Roles and responsibilities:

Based in Brussels the Head of Operations Europe will be responsible for optimising the efficiency and effectiveness of the service provided to ensure financial, health and safety, and operational and contractual requirements are met and where possible exceeded. Ensure continuous performance improvement is achieved as agreed with the supply chain, and actively managing and building on the customer/service provider relationship. Acting as the key customer account manager and interface between the Office/Posts and the Total FM Service Provider for the region. The role holder is expected to be customer focused and will be responsible for the development and maintenance of strong positive customer relationships.

The role will include heading and overseeing, and providing leadership and direct line management of the Regional Facilities Managers. The FM Europe region includes the following Posts: Brussels, Luxembourg, The Hague, Paris, Strasbourg, Marseille, Bordeaux, Lyon, Geneva, Berne, Dusseldorf, Munich, Warsaw, Bratislava, Budapest, Vienna, and Prague. Oversee the FCDO’s sustainability performance in Europe and lead on the delivery of the FCDO’s sustainability targets and environmental regulatory responsibilities. Act as a member of the senior management team within Estate Operations and participate in senior activities as directed by the Head of Estate Operations. Specifically in regards to FCDO estate compliance with H & S and property guidance policy, ensure the estate meets the minimum standard by judicious management of the supply chain and specialist contracts when engaged.

Main responsibilities will include: 

CONTRACT MANAGEMENT:

  • Monitor and report on operational delivery by contractors and suppliers across all outsourced Total FM services and FM project delivery within the Europe region under the current Crown Commercial Services NEC3 FM framework.
  • Oversee the regular planned and ad-hoc works audit programme to ensure that work is undertaken in line with the specified service level, standards and price and is fully compliant with all statutory and other obligations.
  • Lead the development of the FM forward maintenance plan and delivery of the works programme for the Europe region.
  • Ensure full reporting and performance cycle are met including, where appropriate, attending individual progress and update meetings with individual posts in the region. Be aware of any changes or proposed changes to the organisation.  Identify any new FM service streams which may be required or amendments to agreed service levels to better support FCDO customer needs or organisation changes, taking full account of the likely impact on services.
  • Assist the EOT commercial team in any impact assessment associated with changes to the FM contract, providing solid operational assessment and sign-off.Ensure day to day governance of the contract is established and regular monthly Estate Operations/Post performance governance meetings are instigate, managed and recorded.
  • Chair the monthly European Operational Governance meeting and escalate matters as necessary to the Strategic Governance meeting for resolution. Within the delegated authority for the role act as the arbitrator of unresolved operation issues that cannot be resolved at operational level meetings.

CONTRACT PERFORMANCE MANAGEMENT:

  • Manage, monitor and maintain appropriate FM service performance information for the Europe region. Analyse information to identify improvement opportunities and to address performance issues and trends, including consistency and conformance with standards and procedures.
  • Analyse the supply chain reporting and monitoring regimes/statistics and reports to ensure consistent, coherent, and accurate activity tracking and reporting in maintained.
  • Analyse the supply chain reporting and monitoring regimes/statistics and reports to ensure consistent, coherent, and accurate activity tracking and reporting in maintained.
  • Develop, monitor and report on continuous improvement plans as agreed with the supply chain and stakeholders.

STAKEHOLDER MANAGEMENT:

  • Develop and maintain productive and mutually beneficial relationships with FCDO colleagues at Posts and relevant Directorates & Departments, and representatives of the FM service provider.
  • Build a proactive network with senior stakeholders including heads and deputy heads of missions, corporate services directors and managers and, where appropriate senior representatives from partners across government.
  • Ensure that the requirements and needs of all stakeholders are identified, communicated and acted upon as appropriate giving due regard to correct processes, protocols and constraints within the contract.
  • Ensure that all customer/client expectations are properly managed, clear and unambiguous and, if required escalated up within the EOT for guidance decisions if expectations are out with contractual obligations.
  • Lead for operational issues at intermediate level governance meetings.Instigate and promote good FM practices and policy in consultation with all stakeholders by providing input into the development of policy and standards. Identify opportunities for implementing these, including at non-FM outsourced Posts.

RESOURCE MANAGEMENT:

  • Lead on the development, maintenance and monitoring of FM budgets for the posts in the European region.
  • Drive best quality/value/VFM within available funds.
  • Ensure actual spend matches projected spend, analyse variations. Provide monthly budget forecasts. Advise and take action on any necessary remedial measures. Ensure category spend is correctly allocated within reactive, forward maintenance, fixed fee and variable fee budget allocations.
  • Ensure monies are expended to meet the priorities as defined by Estate Operations and FCDO policy.
  • Act as a senior advisor and mentor for EOT RCMs and commercial staff as agreed.

STAFF MANAGEMENT:

  • Undertake and oversee day to day management of the Europe regional team.
  • Develop, motivate and lead the team to ensure that roles are clearly defined and incumbents receive appropriate training and support, and also performance feedback and development. Day to day leadership of the team is of the highest priority including ensuring individual wellbeing and support is provided, lessons learned between individual RFMs is shared and a strong team identity and cohesion is developed and maintained.
  • Fluency level of English language both oral and written (written and spoken, minimum of C2 level for CEFR framework*).
  • A comprehensive understanding of, and experience of, operational TFM delivery in live, highly prestigious and secure facilities within an international organisation.
  • At least 10 years’ experience or operating and delivering facilities management services within a diverse estate portfolio including a mix of office, support, and accommodation estates.
  • A demonstrable track record of improving compliance results within an international organisation.
  • A strong facilities management knowledge with associated experience.
  • Strong Health & Safety legislation knowledge, with experience of interpreting and applying H+S standards and legislation internationally across a wide and diverse property portfolio.
  • Detailed understanding of the application of property standards and safe working practices across a global platform.
  • Excellent communication and presentation skills coupled with strong customer engagement abilities. Strong leadership and management skills.
  • Ability to review and understand technical information and communicate findings to an audience with a varied degree of technical knowledge and experience.
  • Excellent report writing and presentation skills.
  • Ability to evidence capability against the Foreign, Commonwealth and Development Office core competencies for this position, namely: Leadership. Communicating and Influencing. Working Together. Making Effective Decisions.
  • Have strong negotiating skills, relating to contracts including achieving value for money and maintaining a quality service.
  • Have demonstrable experience in the completion of operational audits and contract compliance audits.
  • Knowledge of and ability to communicate in one or more of the languages used within the region.
  • Good knowledge of all Microsoft office standard packages.
  • Have a working knowledge of Government Commercial Function Contract Management.
  • Holder of recognised FM qualifications such as BIFM Level 5 or membership of an FM professional body, or related building industry professional qualification (or working toward these).
25 July 2021
Grade 7 (G7)
Full-time, Permanent
36.25
Europe, Eastern Europe & Central Asia
Belgium
Brussels
British Embassy
1
EUR
8461.77
1 September 2021

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 8461.77, (D6) level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme , optional hospitalisation insurance  (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

It is expected that, once travel arrangements are clarified, the successful candidate will travel between posts as required to ensure the services are delivered, the EOT is supported, familiarity is gained across all posts and strong local relationships in posts are established and maintained.

The successful candidate will be required to participate in various and wide ranging leadership and management activities (including emergency activities) relating to facilities activity to support the Estate Operations Team as required. They will also need to develop and maintain professional knowledge and contacts to ensure they remain aware of all relevant policy changes and also undertake appropriate and agreed continuous professional development of skills in line with FCDO HR policy.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.