View Vacancy – JKT – Procurement and Estate Manager, B3(L)

Main purpose of job:

Network lead on Estate Management/Facility Management (FM) matters and Procurement/Supplier Management to ensure a safe and compliant estate and procurement for Indonesia Network.  Responsible for Health Safety Wellbeing (HSW), Procurement & Contract policy and their operational implementation.  The jobholder will be the main officer (end-to-end, including to supervise works) between the Embassy, FM provider, suppliers/contractors and customers, as well as for Contract Management for Indonesia operation.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Procurement & Contract Management

• Ensure all Indonesia Network procurement is effectively managed and compliant with global procurement processes and policy, working with the Procurement Hub as necessary;
• Becoming the Network local point of contact for all Embassy’s Procurement & Contract matters;
• Conduct benchmarking of suppliers quotations to ensure value for money is being obtained;
• Act as Indonesia Network procurement and contract management expert and provide guidance and training to staff on procurement and contract management processes;
• Identify areas of non-compliance and make recommendations to senior management;
• Develop improvement plans and monitor progress; and
• Any other duties as required.

Facility Management Oversight and Governance

• Act as the local point of contact for all Estates matters across Indonesia Network (5 different geographical locations) and manage project works at a local level, escalating to the higher up as required;
• Liaise with FM provider, monitor their performance across the Network and address issues on behalf of the Embassy;
• Play active role in the Embassy Estate Management Committee responding to Estates related queries and concerns where appropriate and lead on the arrivals/departure process;
• Identify Network estates improvements/modernisations (residential and office) and prepare the business cases for funding approval to London as appropriate;
• Collaborate with relevant Embassy Team and FM provider (as needed) to develop and implement a communications strategy for Indonesia Network that addresses communications to individual officers as well wider network and project communications;
• Manage maintenance budget (for works not covered and covered under the FM contract);
• Manage relevant parties for maintenance purposes;
• Manage properties portfolio and its data integrity;
• Respond to any audit and assessment requests;
• Liaison with the Residence on estates projects and procurement;
• Update local leadership team on estates matters; and
• Any other duties as required.

Health, Safety, Wellbeing (HSW)

• Lead on HSW activities for the Network.  Engage with the policy owners and with FM provider and suppliers/contractors to ensure standards are being met.
• Lead on sustainability plans at post to meet global targets;
• Act as Main HSW Coordinator and Fire Safety Manager for Indonesia.  Ensure all SRO responsibilities are discharged in accordance with HSW assurance statements; and
• Any other duties as required.

Team Support

• Assist other members of the Corporate Services team as required;
• Participate in Post Crisis activities; and
• Any other duties as required.

Resources managed (staff and expenditure):

Maintenance budget

This position is for 12 months initially.

• A minimum of 3 years of supervisory experiences in Facility Management, Asset Maintenance or Asset Management;
• Client facing management experience; and
• Graduated from recognised university.