Estates, Facilities, and Health

hace 4 semanas

Bogota, Colombia Foreign & Commonwealth Office A tiempo completo

Job Description (Roles and Responsibilities) 1

**Main Purpose of Job**:
The main purpose of this role is to lead, administer and supervise the day-to-day operation of Estates and Facilities for the British Embassy in Colombia - (Embassy premises; Official Residence and up to 50 residential units) ensuring compliance and efficient working environment according to Policy and H&S standards, both local and the UK. This includes preventive & corrective maintenance works supervision, Health & Safety observance and implementation, e.g., Fire Safety Management, Risks Assessment, Technical Inspections, etc. in close liaison with HQ and Regional Technical colleagues. Contract, procurement and leasing management and stakeholders’ interaction; developing new projects in a full range of Estates duties as construction, maintenance, refurbishment, mitigations, sustainability and overall improvements observing best practices and VFM principle. Oversight the correct spend of Estates budget allocation.

This role also manages and command a team of 8 Estates colleagues and controlling Estates’ documentation, systems and files: Contracts, apartments’ leasing; HERA (Finance, HR and Procurement system); Planon (Property Management System); H&S reporting Portal (Evotix), among others. This position also supports residential portfolio renewal processes (purchase and sale) following local and UK procedures.

As a Corporate Goal, the Estates Manager provides a first-class service in support of Embassy staff across internal Sections and Departments and the Embassy’s wider objectives under the Country Business Plan, Post Housing Policy and Committee. This position reports to Head of Corporate Services.

**Roles and Responsibilities**:
Manage own time and workload effectively, and oversee the work of the Estates Team, in order to deliver on the following roles and responsibilities of the job:
**1. **General supervision and lead (Line Management) of Estates Team, contractors, counterparts and stakeholders: Accommodation Officer, Maintenance Officer, Projects and H&S Officer and their subordinates (3 directs reporting and 5 indirects) + third parties (**30%)**
- Supervise all the maintenance and operation of Embassy buildings, compounds and properties and responding to queries and requests related, ensuring they meet all the H&S standards.
- Lead a team of professionals and liaise with contractors to deliver high standards of customer service and responsive maintenance solutions.
- Manage estate-related budgets, procurement, and purchasing activities to ensure value for money and adherence to FCDO financial-acquisition guidelines.
- Management key Estates-related stakeholders, internally (Embassy, UK) and externally (Landlords, suppliers, contractors); new rentals (apartments) + contract forms control.
- Technical support: conduct periodic inspections and take preventive-corrective actions for all properties and BE offices understanding Health & Safety concerns, attending to RTL, TWS and UK Contractors’ recommendations.
- Deliver and manage regular maintenance works supervision ensuring all estate activities/works/projects are run suitably in properties before UK Based staff (UKBS) arrivals and during their staying in country and after departure.
- Perform strategic communication with internal and external stakeholders as a leader to reach the objectives, identifying their needs and manage their expectations.
- Estates Control inventory maintaining an accurate data of Estates items and assets register (including furniture) at the Embassy, outer offices, external storage facilities, Residence, and accommodation using Planon system as appropriate and dealing with documentation and archives accordingly.
- Purchase and sale of Real Estates when required.
- Auction control for disposal Estates items.

**2. **General supervision & management of the Estate and Facilities (15%)**
- Bogota: Official Residence x1; Offices x1: three floors; Officer’s accommodation x 49.
- Cartagena: Officer’s accommodation x1.
- Ensure all Estates purchasing/contracts are carried out according to the Procurement guidelines. Liaising with Procurement Hub and HQ when necessary.
- Property Compliance Assessment (H&S - PCA - GMP) projects.
- Corporate Services Charter and Service Level of Agreement (SLAs) compliance
- Control records of properties for handing back in correct conditions by UK Based Staff and/or Land Lords.

**3. **Promote and develop main projects required by the Embassy (10%)**
- Refurbishments: Ensure all minor and major projects works adhere to UK and Procurement guidelines and H&S standards.
- New projects: Lead on project management having proactive planning, prioritisation, sustainability, obtaining quotations and tendering out, observing the conceptual and practical delivery and completion of H&S, environmental and budgetary parameters, and under required standards in close consultation with the Regional Technical Lead (RTL), Healt

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