Main Purpose of Job
Reporting to the Corporate Services Manager, the Estates Manager will lead a team of around 6 people to manage a portfolio of owned and rented properties including the British High Commission (BHC) office, the High Commissioner’s Residence and approximately 16 residential houses ensuring that all diplomatic staff are housed in safe, secure accommodation in line with UK Government policy. The key areas will be leading the team to keep properties in good condition and compliant with all regulations, customer satisfaction, budget management and procurement compliance.
This post will be based in Lusaka, Zambia.
Main Duties and Responsibilities
Team Management- 20%
- Oversee the Estates Team including the BHC technical works staff, ensuring works are carried out efficiently and to a good standard. Ensure communication and coordination of works across the teams.
- Direct line management of the Technical Works Coordinator, Estates Officer and Estates Assistant.
Manage the Post Estate Strategy-30%
- Oversee effective implementation of the FCDO Estates Policy.
- Input to the Post Housing Committee, ensuring that needs of families are balanced with fair standards for all, value for money and compliance with health and safety and security standards.
- Oversight of the BHC technical works team, ensuring works are carried out efficient and to a good standard.
- Ensure the schedule of planned preventative maintenance is on the Forward Maintenance Register(FMR), and a furniture rolling programme is in place for all properties
- Ensure the BHC estate management record system (Pyramid) is kept up to date.
- Coordinate preparation of properties for new staff including finding new rental accommodation if necessary
- Ensure residential properties and the office are health and safety compliant (including managing and implementing the recommendations of H&S or audits).
- Manage the estates stores: float and furniture, ensuring that all estates’ assets and resources are well managed and stock/inventory controls are in place.
- Support on Health and Safety issues (including building standards, work station assessments and fire wardens); ensure security company and residents have up-to-date emergency contact information; organise regular testing of water supplies to residences and the office
- Ensure that accurate and updated inventories are maintained for all properties
Estates stakeholder management- 30%
- Effectively manage Estates stakeholders, proactively prompting and reviewing feedback from customers of the estates/maintenance service.
- Lead BHC relationships with property owners, including negotiation of rents, agreeing leases and ensuring maintenance work is carried out.
- Manage contract relationships with key suppliers; negotiating and ensuring quality and value for money with contractor companies and for materials purchases for Estates.
Estates Budget management- 20%
- Forecast and oversee the Estates budget, including maintenance, machinery, rent, stationery etc.
- Comply with FCDO procurement processes for all purchases
- Maintenance of Supplier authorisation forms and Distribution Sets for estates matters
- Advice on supplier selection, service level agreements and management.
- Approval of requisitions within approved limits(£25,000)
- Directly line manage the Technical Works Coordinator, Estates Officer and Estates Assistant.
- The Estates and Maintenance budget of around £690,000
- Budget management experience
- 5 years proven experience in managing a medium size team in projects, facilities, property or asset management
- Customer service experience
- Demonstrated excellent written and spoken English.
- Computer literate, competent use of Microsoft office especially Outlook, Word and Excel
- Work independently, using initiative and problem solving skills.
- Facilities/property management experience
- Project Management skills.
- Understanding of expatriate needs.
- Valid driver’s licence
- Technical awareness and skills would be helpful
- Experience working with expatriates and service providers.
Learning & Development:
Training in the FCDO’s finance and Estates System as well as Contract Management training will be provided. Other L&D needs will be discussed with the successful candidate and a learning and development plan agreed for the coming year.
Office hours at the BHC are from 0800 to 1630 Monday to Thursday and 0800 to 1300 on Friday, with a one-hour break for lunch. Weekly conditioned hours and 37.5 for all staff.
On joining the BHC, except in compassionate circumstances, staff are only entitled to take leave once they have worked continuously for six months. The six months period is inclusive of the probationary period.
Staff are entitled to 27 days paid leave per annum.
In addition to normal paid leave, the BHC observes a number of Zambian and British public holidays, all of which staff are entitled to take as days off without using their paid leave entitlements. A list of public holidays is issued each year.
- Due to COVID 19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimize any disruption.
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British High Commission will never request any payment or fees to apply for a position.
- Employees recruited locally by the British High Commission in Lusaka are subject to Terms and Conditions of Service according to local employment law in Zambia.
- It is essential that the applicants already have the right to live and work in Zambia without the need to apply for a work permit
- Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- Please log into your profile on the application system on a regular basis to review the status of your application
To apply for this job please visit fco.tal.net .