The British Embassy Amman has a vacancy for Estates Manager, Operations and Projects, job grade Executive Officer (EO) on a fixed-term contract of two (2) years.

The British Embassy’s estate comprises an office building and a compound which includes leisure facilities (swimming pool, gym, tennis / basketball court, football pitch, children’s play area). A major part of the estate is the 70+ leased properties for UK based staff and a representational residence for HM Ambassador.

The Estates Manager, Operations and Projects work with the Head of Estates to provide a full range of maintenance activities to British Embassy premises, day-to-day management of the technical works team, procurement and management of outsourced contracted works, contracted hard services execution, and small to medium projects identified. 

It is a busy role that calls for a well-organised self-starter with drive, initiative and high-quality personal skills.  It requires someone that can take a plan and translate this into customer focussed day-to-day operational delivery, confident and competent in decision-making and able to influence and engage effectively with senior leaders and a diverse group of stakeholders.

In all cases you are expected to work to full compliance with all internal and FCDO policies, procedures and guidance. Your work is fully auditable and subject to UK legislation and regulations in part. 

The jobholder will need to role model the Corporate Service values of: Integrity, Honesty, Professionalism, and Kindness.

Roles and responsibilities:

The jobholder will Work with the Head of Estates to evaluate properties on the platform, supporting decisions on renewal or termination based on compliance with FCDO policies, reactive maintenance requirements, landlord engagement, and other relevant factors.

Undertake or facilitate periodic testing across BE premises (including water quality, health and safety checks, and fire ready reckoner) either directly or through third-party service providers, and ensure appropriate actions are taken based on the results.

Manage, monitor, and facilitate the delivery of contracted hard services, including lifts, HVAC, gates, fire alarms and generators. Ensure reports are received after each visit and that follow-up actions are completed. Participate in monthly and quarterly KPI review meetings and recommend improvements to scopes of work where required, ensuring compliance with FCDO policies and procedures.

Manage the delivery of construction projects, including refurbishment, renovation, fit out, extensions, structural works, and MEP services, using local and UK contractors, across all project phases from needs identification through to close out and handover, ensuring delivery on time, within scope, and within approved budgets. Coordinate closely with key stakeholders throughout the process.

Oversee, monitor, and quality assure Planned Preventative Maintenance (PPM), reactive maintenance, asset registers, the Forward Maintenance Register (FMR), spare parts inventory, and workshop operations, ensuring full compliance with FCDO policies and procedures.

Evaluate and determine whether maintenance activities should be handled by the in-house team or outsourced contractors, ensuring the optimal balance efficiency, quality and value for money.

Work with the Embassy Greening committee to deliver agreed Climate projects to set timelines and budget parameters. Contribute to the Greening committee with technical advice on what is possible and ideas following the Energy Audit. 

Work with Head of Estates to delivery on projects which enhance or improve the office and recreational facilities, to time and budget set.  Working with in house team and external contractors and necessary. 

Your responsibilities include, but are not limited to:

Statutory Compliance

• Coordinate and oversee statutory inspections and assessments, including Fire Safety, Gas Safety, Electrical Testing, Seismic Reports, and the annual Regional Technical Lead visit, and develop and implement action plans to address recommendations in collaboration with other Estates team members and key stakeholders.
• Ensure the Estate in its entirety is compliant with FCDO guidelines and that these are understood and followed by the Estates Team.

Finance and Contract Management

• Develop and manage a range of estates suppliers that deliver improved value for money and quality of service. Have responsibility for procurement of goods and services under the value of £3k, taking into account FCDO procurement guidelines and audit requirements. 
• Custody of a Government Procurement Card, all purchases must be receipted and accounted for promptly on the HERA finance and HR system, following audit guidelines and taking into account value for money. Training will be provided.
• Have control of the Estates Imprest for small cash purchases. Reconcile monthly with the Finance Team and retain all receipts and records of spend following financial due diligence and risks around cash holdings.
• Undergo basic contract management training so that services to, and maintenance of, the British Embassy Estate is efficient, compliant and delivers value for money. Oversee supervision of contractors on site, ensuring that the statement of requirements have been met to the agreed standard with works completed as asked.  

Communication and engagement

• Working with Head of Estates, ensure that estate works that affect colleagues are properly planned and communicated. Keeping customers up to date on progress of projects or maintenance requests and dealing with any complaints or feedback.
• Develop and leverage an effective network of contacts across other Embassies in Amman and with contacts in relevant teams both in the UK and Globally.

Leadership

• Provide leadership to the Technical Works team, including performance and talent management of staff. Inspire staff to deliver to the highest standards and instil a culture of continuous improvement, customer service and professionalism. Design development plans to upskill the team with the required competencies to enable them carry out their duties as per the UK standard in a safe and professional manner.
• Seek and act on customer feedback and use this to drive continuous improvement with the Estates team.

Other Local Requirements

• You will be required to support out-of-hours operations, including responding to emergencies, or estate-related incidents outside normal working hours. Participation in an on-call rota may be required. All out-of-hours work will be financially compensated in accordance with established policy.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the line manager/ senior management and agreed with the jobholder. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required.

Key behaviours required:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.
• 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.
• Making Effective Decisions: Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.

In addition, we are looking for someone who can demonstrate the Civil Service values of:

• Integrity
• Honesty
• Objectivity
• Impartiality

As with all corporate service jobs, no two days are the same. Your actions will matter hugely to staff and the ability to think creatively, have excellent resource management skills and sound judgement are all essential qualities.  You will be comfortable dealing with staff at all levels.  Build co-operative and productive working relationships with everyone that you come into contact with.

• Fluent communication skills in English (both oral and written).
• A minimum of a bachelor’s degree/BTEC Level 5 in engineering in one of the following: mechanical, electrical, mechatronics, civil or relevant.
• Technical qualifications or proven experience in one or more of the following areas: fit- out/ refurbishment projects, MEP projects, facilities/ buildings maintenance.
• Minimum of five years’ experience in a similar estates / facilities management customer-facing role.
• Resources and operational management expertise.
• Excellent team working skills including evidence of working collaboratively with multicultural colleagues.