Description
Job Description (Roles and Responsibilities)
The* British Embassy* in Doha *is part of a worldwide network that represents the UK’s political, economic, security, and consular interests overseas. We are looking for an *Estates Manager under Corporate Services Team, job grade Executive Officer (EO).
You will also act as the lead for all contracts and health and safety provisions, and will have day-to-day oversight of the Estates Management duties, as well as administration of an estates budget.
The role will report to the Corporate Services Manager.
Duties and responsibilities:
- Deliver and communicate London-led and local Estate policies in consultation with all stakeholders;
- Act as Doha lead on all Health and Safety (HS) policy implementation, including training and meeting maintenance provisions in line with Foreign, Commonwealth and Development Office (FCDO) HS guidance; including Risk Management;
- As the appointed Health and Safety Administrator for Doha, promote Post (Embassy) Health and Safety Mission Statement;
- Act as Embassy lead for all Fire Safety Provisions as the appointed Fire Safety Manager;
- Ownership of all purchasing/ contracts delivery, ensuring actions are carried out according to the FCDO Procurement guidelines;
- Oversight of all posts’ Health and Safety compliance records, Planned Preventative Maintenance plan, Projects/ Tasks - Refurbishment & New Builds and Schedule of Works. Providing strategic leadership and focused Project Management;
- Advise on cost effectiveness and provide value for money analysis;
- Responsible for an operationally effective Estate through focused management;
- Final coordination and negotiation of rents on leased properties; deliver recommendations with clear justifications to the Post Housing Committee;
- Oversight and delivery of all Accommodation provisions (Residential Accommodation Portfolio) on and off-site;
- Oversight of external contractors/ companies affecting Post’s integrity. Provide advice and recommendation to Senior Managers/ London of associated risks and concerns;
- Budgetary oversight of all Maintenance, Accommodation, and Transport sub-heads for Doha. Monitor forecast and spends to meet Post’s overall objective +/-1% and reporting up to Senior Management;
- Approve purchases of supplies, equipment, and services up to a maximum purchase value of £25,000;
- Responsible for an operationally effective Estate through focused management and strategic planning;
- Ownership and delivery of the Forward Maintenance Register, with oversight of maintaining and updating an Asset Register;
- Ownership of Estate Database system, ensuring accuracy and timeliness of updates and reporting.
- Provide support to: Deputy Logistics Lead as part of the Embassy’s Crisis Planning;
- Administration of sourcing/ recommending properties for new UK-based positions according to the Post Housing Policy and FCDO guidance and;
- Ensure weekly and monthly statistics are compiled accurately for various Management Information (MI), including KPIs, etc.
- The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs._
Key behaviours:
- Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
- Leadership - Show pride and passion for public service. Create and engage others in delivering a shared vision. Value difference, diversity and inclusion, ensuring fairness and opportunity for all.
- Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
- Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
Diversity and Inclusion:
The British Embassy Doha has a zero-tolerance approach to any form of bullying, harassment or discrimination and is fully committed to ensuring a safe and inclusive work environment for all.
We are committed to valuing diversity and to equality of opportunity. Our aim is to create and promote an environment in which all staff are treated fairly and with respect, and feel able to contribute to the best of their abilities.
Essential qualifications, skills and experience
- Knowledge/ Background/ Certification of Health and Safety practices in the work place.
- Experience of working strategically with Project Management and Development best practices.
- Excellent organisational skills and with a keen eye for detail.
- A minimum of five (5) years of experience leading and managing a diverse and multi-disciplined team. Demonstrates excellent staff management skills and effective communication skills.
- Strong analysis, organisationa