View Vacancy - Estates and Facilities Manager (02/18 ACC)
Main purpose of job
Manage the Estates owned and rented by the BHC to deliver Value for Money in line with FCO policy.
Manage the Office facilities, including Health and Safety Compliance, Maintaining Capital Asset Register and liaising with TWG to ensure maintenance issues are addressed swiftly.
Line Manage Procurement Officer, including writing of Tender Documents/contracts.
Liaison with Procurement Hubs.
Roles and responsibilities
Estates:
- Run Housing Committee
- Source new UK based staff accommodation in line with Housing policy (manage staff expectations)
- Prepare all housing ready for arrivals and hand backs to landlords
- Point of contact for all UK based incoming staff for accommodation
- Inspect new properties to ensure they meet all FCO regulations
- Health and Safety compliance for all properties
- Carryout March in and March Out
- Liaise with TWG on any refurbishment of properties
- Implement All Housing policy documents
- Manage All furniture and white goods from purchasing new ones to replacing faulty ones
- Manage all leases
- Pay all invoices
- Deal with any issues with landlords
- Deal with any issues from staff about properties or the compounds
- Manage all ground leases and ensure payments are done in the UK
- Liaise with ESD on any estates issues
- Update Pyramid database
- Pay all utility bills and keep records of any expenditure
- Complete ACCA
- Line Manage estates assistant, cleaners, messengers
- Day to Day business and questions and being proactive
- Authorise CCC & GPC card expenditure
Facilities:
- Manage all Office Buildings
- Manage all BHC amenities, write policy for them and keep access records
- Report any faults and liaise with TWG to ensure they are fixed
- Pay all ground rents
- Pay all utility bills and keep records of any expenditure
- Update Capital Asset Register
- Complete ACCA
- Health & Safety Compliance for all offices
- Pay all utility bills
- Manage any office moves and refurbishments
- Point of Contact for any issues
- Manage cleaning supplies and office stores
- Authorize CCC & GPC card expenditure
Procurement:
- Oversee any office procurement including writing of tenders or contracts in line with FCO policy
- Liaise with Procurement hub on any tenders or contracts over £25,000
- Liaise with PSAB on all tenders or contacts over £85,000
- Line Manage the Procurement Officer
- Answer questions from PAGs on procurement policy
Resilience, Pro-Active, Flexible
Experience in Managing Estates
Facilities Management experience
Relationship Management experience (dealing with Landlords)
Learning and development opportunities (and any specific training courses to be completed):
The High Commission is committed to providing a strong learning and development environment.
A comprehensive online training package is available, both job-specific and of a more general nature, as is on-the-job training and coaching. The High Commission benefits from the support of a Regional Learning & Development Training Centre. Staff can undertake a range of training opportunities via this Centre too.
Please complete the application form in full as the information provided is used during screening.
- Observe the UK Foreign and Commonwealth Office’s diversity and equality policies.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- Employees recruited locally by the British High Commission in Accra are subject to Terms and Conditions of Service according to local employment law in Ghana.
- All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
- The responsibility lies on the successful candidate to;
- Obtain the relevant permit
- Pay fees for the permit
- Make arrangements to relocate
- Meet the costs to relocation
- The British High Commission does not sponsor visas/work permits except where it may be local practice to do so.
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link:https://www.gov.uk/government/publications/civil-service-competency-framework Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- The British High Commission will never request any payment or fees to apply for a position.
This opportunity is closed to applications.