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JOA - Estates Manager EO

5 months ago

Amman, Jordan Department for Business and Trade Full time

Specific Duties And Responsibilities Include

  • Day-to-day operational delivery of Estates services for the Embassy. The 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 are the leased properties for UK Based staff (around Amman) and a representational Residence for the Ambassador near 4th Circle. The Embassy and associated compound require ongoing and significant maintenance after major investment in infrastructure over the last five years.
  • Set in place systems and work schedules to maintain the estate so that they meet relevant UK Health and Safety standards and enable staff to operate from, and live on, a fit for purpose platform.
  • Working with the Technical Works Supervisor (UK staff) and Technical Works Officer (TWO), deliver planned and preventative maintenance to set deadlines covering the entire estate and triage and prioritise ad hoc or urgent requests. Recording as appropriate what was done and the outcomes.
  • Work with a range of estates agencies in Amman to find good quality leased apartments and villas that meet Foreign, Commonwealth and Development Office (FCDO) specifications on build, maintenance, risk, and security levels and match with current UK Based (UKB) staff numbers in areas that are designated zones. Ensure costs are within the annual beacon rent levels set by the UK and comply with space limitations.
  • Seek and act on customer feedback and use this to drive continuous improvement with the Estates team.
  • Work with the Embassy Climate Officer and 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 Corporate Services and Head of Estates and Logistics to deliver on projects which enhance or improve the office and recreational facilities to time and budget set. Working with in-house team and external contractors, as necessary.
  • Health, safety, and statutory compliance
  • Follow up on statutory visits with robust plans to tackle priority 1 and priority 2 recommendations, to include fire, gas and electrical inspections, seismic reports, and the annual Regional Technical Lead visit. Maintain a critical glass register.
  • Ensure that H&S campaigns issued from London are checked for compliance on the Amman Estate and publicised to all, including UKB who occupy leased properties.
  • Champion a ‘zero harm’ culture at BE Amman and encourage staff to use the H&S reporting portal Evotix. Follow up with Estates teams in the UK and at BE Amman with any urgent H&S requests, including repairs or short term mitigations. Understand when to raise risks higher and seek guidance on best practice.
  • Work with contractors and in house staff to ensure that Risk Assessments and Method Statements (RAMS) are written, complied with, and logged before any Estates works commence. Where necessary, coach suppliers and provide templates so that they understand the ask whilst ensuring that burden of risk lies with the supplier, and that where risks are identified, robust mitigations are in place to minimise potential impact.
  • Ensure the Embassy and the Residence has enough trained Fire Wardens for everyday work and major events. Run at least two fire drills each year which are un-announced and pick up on any lessons learnt. Ensure fire equipment checks are completed to schedule set.
  • 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.
  • Negotiate leases with landlords, being clear on what must be maintained by them and ensuring there is a robust system in place to follow up on any areas. Ensure all leases are recorded on Planon following Estates guidance to comply with International Financial Reporting Standards (IFRS).
  • 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 and Logistics, 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
  • Direct management of 1 x Technical Works Officer (job grade AO) and 1 x Estates Officer (job grade AO). Work closely with the Technical Works Supervisor (UK staff). Overall responsibility for an estates team of 13 staff.
  • Provide leadership to the Estate 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.