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, 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 and Commonwealth Office (Operations and Corporate Services)
Estates
Roles and responsibilities:
Overall supervision and planning to ensure that the British High Commission (BHC) Estate is safe, fit-for-purpose for staff to work and live, and meets UK Health and Safety regulations and FCO Property Compliance (PCA) Standards. Bring together relevant experts in construction and maintenance to ensure that there is a programme of works in place to keep the High Commission, its offices and residential Estate maintained to high health and safety standards. Deliver high standards of customer service and be responsive to staff needs and requests.
Manage Maintenance related budgets and contracts for goods and services ensuring that value for money is achieved.
Project Management:
- Project Manage Maintenance projects ensuring sequencing and scheduling of works are planned well in advance
- Including the scheduling and sequencing of works in residential upgrades
- Prioritse works across the full Estate
- Work with the Technical Works Group (TWG), Technical Works Supervisor (TWS) to ensure the general maintenance services and repairs are carried out in a timly and high standard in line with Property Compliance requirements
- Oversee projects in the residential estate and main office to ensure timely delivery of services to customers; including the projects already in process:
- Ensure business continuity for the BHC Office in Upperhill through project management of the road constructions works; Lead on communication with the contractors, updates to staff, and other stakeholders
- Be the point of contact and project delivery lead for the office refurbishment scheduled for mid-2020 ensuring staff can continue to work while works are in progress.
- Set out the move plans for staff who will be relocated from their current house accommodation to the new Gitanga apartments which are to be occupied in mid-2020
- Lead on any future Estates related projects
- Liaise with local and UK compliance colleagues to ensure that processes, record keeping and contracts are implemented and managed to ensure that the maintenance schedule is set and carried out to FCO standards.
- Work in tangent with 1 x B3 Deputy Estates Manager (Property) in the smooth delivery of projects, including compliance refurbishements
- Ensure TWG are tasked appropriately to meet maintenance requirements and set priorities on schedule of works
- Lead on the planning of Planned Preventative Maintenance programme ensuring all compliance objectives are delivered and coordinated with the Techinical Works Group and Health and Safety Officer
Finance:
- Work in conjunction with the Estates Manager to forecast and profile spends on budget lines, monitor expenditure and ensure compliance with procurement audit procedures;
- Coordinate bid preparation for the Medium Term Financial Planning exercise on maintenance budgets
- Ensure timely reconciliations, receipts and payment for supplier purchases
- Conduct quarterly supplier statement reconciliation addressing any outstanding amounts on supplier statement within the quarter
- Ensure Financial Performance and Compliance Indicator (FPCI) score compliance addressing any Invoices on hold, Open Purchase Orders and Goods Received Not Invoiced within allowable time frames
Contract Management:
- Work with Procurement Officer and Procurement Hub in fulfilment of tender process to successful contract award ensuring contracts are in place for maintenance and other services.
- Preparation of requisitions and receipting of goods and services in PRISM
- Contract Manage maintenance contracts for goods and services, ensuring that contractor deliver against contracts terms and conditions thus bringing value for money to the BHC.
- Spot check contractors and establish milestones for contract delivery ensuring corrective steps are taken where required.
Line Management:
- Directly line manage 1 x A2 General Foreman 1 x A1 Administrative and Finance Assistant and 1 x A2 Health and Safety Officer
- Ensure the Technical Works Group is supported and challenged to delivery a quality service and successful meet their objectives
Resources managed (staff and expenditure):
- 1 A1 Storekeeper
- 1 A2 Health and Safety Officer
- 1 A1 Administrative and Finance Assistant
- Bachelors Degree Essential with minimum 3 years experience
- Project Management Experience
- Financial/Accounting background
- Line Management Experience and Team Leadership
- Customer Service Experience
- Procurement Experience
Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace
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