View Vacancy - Estates Officer

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)
Estates

The British Embassy in Beirut has a vacancy for the position of Estates Officer, Grade – A2 (L).

 

Main purpose of job:

The jobholder will be part of the Embassy’s Corporate Services team (CST) and will work closely with the Estates team, Estates Manager 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 a 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 jobholder will have oversight of facilities management as well as planned and preventive maintenance of the Embassy and Main Residence together with a designated portfolio of UK Based staff accommodations. The EO will also work closely with various Foreign and Commonwealth Office (FCO) and One HMG teams on upcoming Estates related projects.

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

Roles 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 UK-based flats portfolio.
  • To lead on municipality tax exemption for all flats, Residence and Embassy, liaise with Municipality and local authorities for the constant follow up of exemption process and process the yearly municipality payments.
  • To lead on March In/March out process/material and staff arrival/departure list.
  • 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.

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 jobholder 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 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 and satellite phones;
  • Set up of Fall Back Locations (FBL) and provision of contingency items;

Learning and Development

  • 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 this area is about being objective; using sound judgment, 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.
  • 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.
  • Delivering Value for Money - Involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services. 
  • Changing and Improving - People who are effective in this area are responsive, innovative and seek out opportunities to create effective change.

Essential:

  • Excellent communication skills in English and Arabic (both spoken and written)
  • At least 4 years of work experience in business administration; corporate services or similar field;
  • Ability to work under pressure using own initiative but following compulsory rules and procedures;
  • Excellent self-management skills and attention to details;
  • Innovative, strong communication skills, customer focus and team player;
  • Budget and Project Management experience;
  • IT competency (Word, Outlook, Excel, databases)
  • Regular driving license with willingness to progress to Official driving license as to self-drive Embassy vehicles

Desirable:

  • Commitment to learning and development
21 December 2019
Administrative Officer (AO)
Full-time, Permanent
40
Middle East & North Africa
Lebanon
Beirut
British Embassy
1
USD
1,914
2 January 2020

Working Hours and Remuneration:

Conditioned working hours are 40 hours gross per week. The Embassy is committed to ensuring that you are able to maintain a suitable work-life balance. Leave entitlement is 20 days (on pro rata basis) plus 14 public holidays.

Some flexibility in working hours will be permitted subject to negotiation and agreement. The successful candidate will be required to attend set weekly meetings and some internal and external events possibly after working hours.

The embassy offers an attractive working environment and a competitive remuneration package of $ 1,914 monthly for this role in line with local labour law (including transport, family, education allowances, and medical insurance coverage).

The successful candidate will be subject to a 90-day probationary period. 

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

  • Receive the appropriate level of security clearance;
  • Have (or be willing to obtain) the right to live and work in Lebanon. Candidate's residence permit and work permit, and the expense to obtain them, will be their own responsibility.

Application Process:

Interested candidates must attach the following documents when applying online.

  1. An updated Curriculum Vitae
  2. Please provide examples of performance in each competency on the motivation section of the online application form.
  3. A covering letter stating why you feel you have the necessary skills to perform well in the above role.

*** (Applications that do not include the above information will be rejected).

All applications must be received before 23:55 (Beirut Time) on 21 December 2019.

 

Applications received after the stated deadline will not be considered.

Interviews will be held at the British Embassy Beirut Office. Due to the large amount of applications we receive only those shortlisted for assessment/interview will be contacted.

The start date mentioned in the advert is an assumed start date and the successful candidate will be required to undergo security vetting procedures.  Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

 

The British Embassy is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.  Staff recruited locally by the British Embassy is subject to Terms and Conditions of service according to local Lebanon employment law.

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.