Main purpose of job:

The main purpose of the role is to provide reliable and effective administrative and operational support within the Corporate Services Team, as part of the Estates Section. The role contributes to the safe, compliant and efficient day‑to‑day management of Embassy premises and residential accommodation.

The job‑holder will support the implementation and monitoring of Estates and Health & Safety policies and guidance, including fire safety, electrical, gas and seismic requirements, in line with FCDO standards and local regulations. This will include assisting with inspections, monitoring compliance, and supporting preventative, mitigative and corrective actions to help reduce operational and safety risks across the estate.

A key element of the role is providing practical, hands‑on support on UK‑based staff accommodation matters, helping to ensure that Health & Safety and compliance requirements are met during arrival, occupancy and departure processes. The job‑holder will assist in resolving accommodation‑related issues and contribute to delivering a responsive and customer‑focused service for staff.

The role will also support the logging, prioritisation and tracking of estates works, and maintain records and reports relating to risk mitigation, contractor compliance and maintenance needs. This will include updating maintenance registers and following up agreed actions, working closely with the Estates Manager, Accommodation Officer, Maintenance Officer, Regional Technical Advisers and contractors.

In addition, the job‑holder will work collaboratively with local colleagues and the Administradora de Riesgos Laborales (ARL), being responsible for and supporting the SG‑SST process and assisting with local Health & Safety and occupational compliance activities to ensure alignment with local regulatory requirements.

This position reports to the Estates Manager, within the Corporate Services structure under the Head of Corporate Services.

Roles and responsibilities:

• Support the day to day Application of FCDO Estates and Health & Safety policies and guidance, helping to ensure compliance with H&S requirements across Embassy premises and residential accommodation.
• Act as the nominated Post Health & Safety Contact, in line with FCDO Health & Safety requirements, serving as a recognised point of contact for routine H&S matters, coordination and information sharing.
• Support the implementation and maintenance of the Occupational Health and Safety Management System (SG SST), working with local colleagues and the Administradora de Riesgos Laborales (ARL) to ensure alignment with Colombian legislation, FCDO policies and Post requirements.
• Maintain accurate Health & Safety records and reporting, including timely updates to the FCDO H&S system (Evotix), ensuring information is complete and reported in line with corporate requirements.
• Assist with routine inspections, checks and risk assessments, including Permits to Work, Events’ activity supporting the tracking and follow up of actions to address safety or compliance issues.
• Support the reporting and follow up of accidents, incidents and near misses, assisting with investigations and the implementation of agreed actions as directed.
• Help ensure Health & Safety and emergency equipment (including fire extinguishers, first aid kits, grab bags and AEDs) is available, routinely checked, and accurately recorded.
• Support the routine testing and checking of alarm and safety systems across the Embassy estate and Official Residence.
• Provide practical operational support on UK based staff accommodation, working closely with the Accommodation Officer and Estates colleagues to help ensure properties meet required Health & Safety and compliance standards throughout occupancy.
• Support the monitoring and updating of the Forward Maintenance Register (FMR), Planon and related tracking tools, ensuring maintenance actions are logged, prioritised and followed up in line with risk and compliance requirements.
• Assist with the preparation and maintenance of records and reports relating to estates works, contractor compliance, risk mitigation actions and maintenance requests.
• Liaise with contractors and service providers, supporting compliance with Health & Safety requirements, risk assessments, Permits to Work and agreed standards.
• Support the Estates team in promoting Health & Safety awareness, including assisting with briefings, toolbox talks and the sharing of good practice across the estate.
• Support Post emergency and Health & Safety arrangements, including participation in drills and attendance at COPASST, FCDO Health & Safety Committee and Crisis Response meetings as required.
• Provide general operational support to the Estates Team, backing Accommodation and Maintenance Officers with day to day activities to ensure continuity of service.
• Provide cover for peer colleagues at the same grade within the Estates Team when required.
• Undertake other Estates  and Health & Safety related duties, as reasonably required and appropriate to the role.

Resources managed: 

    Resources:

• FCDO Corporate Credit Cards: GPC & CCC
• Estates Inventory
• First and Fire Aid Equipment
• Hera User (Oracle system) (requisitioner/receiver)
• Planon system
• FCDO and Estates forms
• FCDO Health and Safety Portal (Evotix)

Data and Analysis in the FCDO
Counter Fraud Assessment
H&S Induction Training
FCDO International Academy learning offer
IOSH training

The British Embassy in Colombia offers a wide range of learning and development opportunities throughout the year. 

Successful candidate will have access to some internal training and job shadowing, as well as the opportunity (depending on interest and availability) to work on cross-embassy teams or projects.

Language requirements: Proficient    

Level of language required: Spanish native / English minimum B2 (under international qualification CEFRL or equivalent).

Essential on arrival:

• Qualification in Health & Safety, HSEQ or a related discipline, or relevant professional certifications aligned to occupational Health & Safety and risk management.
• Minimum of three years’ practical experience supporting Health & Safety and/or fire safety programmes, inspections or projects, preferably within office, residential or operational environments.
• Experience in administrative, operational or logistics roles, with the ability to manage records, registers and follow‑up actions accurately.
• Strong ability to manage competing priorities and multiple tasks, maintaining attention to detail and meeting deadlines.
• Proven problem‑solving skills, with the ability to identify issues and contribute to practical and proportionate solutions.
• Demonstrated sense of ownership and accountability, supporting coordination of safety activities, emergency arrangements, training or awareness initiatives.
• Sound organisational and administrative skills, including managing documentation, schedules, files and tracking tools in a structured manner.
• Strong customer‑service orientation, providing professional, responsive support to colleagues and stakeholders.
• Ability to work effectively as part of a team, collaborating with colleagues across Estates, Corporate Services and external partners.
• High levels of adaptability and resilience, with the ability to remain effective under pressure and respond appropriately during incidents or changing priorities.
• Confidence in maintaining written records and basic reports to support Health & Safety, maintenance and compliance activities.