View Vacancy – Estates Manager

The British Embassy in Muscat invites applications for the position Estates Manager grade B3 (L) to start as soon as possible.

Main Purpose of the Job:

To bring together relevant experts in construction, plant maintenance to ensure a programme of works to keep British Embassy offices and residences maintained to high health and safety standards.

Manage large teams, have excellent experience of UK health and safety standards and of working with contracts, setting specifications and monitoring performance of contractors against technical and budget requirements.

This role reports to the Head of Corporate Services.

Main Duties and Responsibilities:

Estate Management and Leadership

1) ESTATES (Embassy, Ambassador’s Residence, MQ Houses and Rented Apartments)

• Overall responsibility for estates related project works in close liaison with FCDO stakeholders (ESD, FMCU, and FCDOS).
• Deliver and communicate London-led and local Estate policies in consultation with all stakeholders
• Plan, measure and monitor estates performance against set targets, preparing reports as required
• Provide local technical expertise, escalating to Technical Works Officers where required
• Update local leadership team on estates matters, escalating as required.
• Lead on sustainability plans to meet global targets

2) ACCOMMODATION (Embassy, Ambassador’s Residence , MQ Houses and Rented Apartments)

• Ensure that Accommodations comply with FCO safety standards
• Oversight and delivery of all accommodation provisions e.g. furnishings, appliances, equipment’s etc.
• Ownership of Estate Database (Pyramid) data, ensuring accuracy and timeliness of updates and reporting.

3) MAINTENANCE

• Overall responsibility for routine building maintenance across the Estate
• Oversight of the operation and maintenance of the estate, ensuring that systems are maintained and services delivered in accordance with FCDO policies and technical standards, whilst delivering VFM.
• Management of the Hard /Soft Facilities Maintenance Contracts.

4) HEALTH & SAFETY

• As the lead on estate related health and safety activity, ensure implementation of FCDO’s H&S policies and risk management procedures. Oversight of posts’ health and safety compliance records.
• Act as the focal point for staff H&S queries and promote the Embassy’s health and safety mission statement
• Lead with respect to fire safety as the appointed Fire Safety Manager

5) LEADERSHIP

• As the deputy in the team, assisting HCS to run the team and taking on works / projects as required for the Department and cover the head of team role as required.
• Responsible for estates contingency plans and act as the coordinator in crisis situations.

6) GOVERNANCE

• Prepare and respond to any audit and assessment requests, ensure compliant record keeping.
• Ensure that a proactive risk management approach is taken to all work, ensuring compliance with UK and local standards.

7) BUDGET RESPONSIBILITIES/ACCOUNTABILITY

• Run the maintenance, furniture, estates Project budget, including profiling, monitoring and controlling spend to deliver on budget.

8) LINE & PERFORMANCE MANAGING RESPONSIBILITIES/ACCOUNTABILITY

• 1 CBS A2L H and S Coordinator
• 1 CBS A2L Technical Supervisor
• 1 CBS A1L Technician
• 5x Maintenance Team – External Contractor

9) PROCUREMENT

• Lead on all procurement and tendering where expenditure relates to the estate. Ownership of all purchasing/ contracts delivery, ensuring actions are carried out according to the FCDO Procurement guidelines;
• Maintain and monitor performance of commercial contracts through operating procedures and Contractual KPI Management, and Service Level Agreements.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required, carry out additional duties according to business needs.

Key Competencies:

The candidate will need to demonstrate the following competencies and the values of who we are during the interview:

• 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. 
• Making Effectives Decisions – Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice. 
• Leading and Communicating – At all levels, effectiveness in this area is about showing our pride and passion for public service, leading from the front and communicating with clarity, conviction, integrity and enthusiasm. It is about championing difference and external experience, supporting principles of fairness of opportunity for all and a dedication to a diverse range of citizens.
• 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.

Our Values:

Who We Are is a statement bringing together the six values that most important in helping us to deliver for the UK internationally. Wherever we work in the world, we share a set of values that guides our decision-making, sets standards for our behaviour and helps us deliver the UK’s national interest internationally.

These values are underpinned by the UK Civil Service values (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

• Excellent organisational skills and with a keen eye for detail.
• A minimum of five (5) years of experience in leading and managing a diverse and multi-disciplined team. Demonstrates excellent staff management skills and effective communication skills.
• Strong analysis, organisational, and time management skills.
• Flexible, decisive, and resilient under pressure, with a proven record of accomplishment of delivering results within tight deadlines.
• Excellent customer care skills and the ability to respond to a range of customer needs.
• Excellent interpersonal and active listening skills, with the ability to cultivate and maintain a range of contacts at all levels.
• Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• IT literate and well versed in the use of Microsoft Office suite of applications.