Bma - Estates Manager (Eo)

2 weeks ago

Manama, Bahrain Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

The British Embassy Bahrain has a vacancy for Estates Manager, job grade Executive Officer (EO).

This challenging but rewarding position is high profile across the Embassy, external suppliers, and other key contacts. Reporting to the Embassy’s Head of Corporate Services (HCS) and upwards to the Deputy Head of Mission (DHM), the role calls for excellent self-management, teamwork, and communication skills.

The jobholder will manage the portfolio of Embassy, Residence, and UK Based Staff (UKBS) accommodation to ensure compliance with Foreign, Commonwealth, and Development Office (FCDO) standards and policies and that these are fit for current and future staffing needs. They will also work closely with the Regional Technical Works Officer (RTWO) and FCDO teams based in London on upcoming Estates related projects, including small and large-scale projects in line with FCDO guidance.

The jobholder will also supervise, line manage, and develop the Estates Team composed of one (1) Estates Works Supervisor and one (1) Estates Handyman. They will ensure that the Estates Team deliver high standards of customer service and are responsive to staff needs and requests. The jobholder will also work with and bring together relevant experts to ensure that a programme of works is in place to keep the Embassy, its offices, and the wider compound maintained to high health and safety standards. The jobholder will also manage estate related budgets and will responsible for all related procurement and purchasing activities, ensuring value for money.

***

**Duties and responsibilities**:

- Estates management (70%)
- Lead on Embassy and UKBS Health & Safety visits/ Inspection Reports/ Surveys, outlining recommendations to HCS and ensuring follow-up action and implementation in accordance with FCDO policies; recommendations made via HCS to the Post Management Board.
- Lead on property acquisitions of UKBS, ensuring alignment with cross Government Service Level Agreements; FCDO Accommodation Policy; FCDO Rent ceiling limits; Embassy Housing Policy & Maintenance guidance; ensuring the Post Management Board and UKBS are updated as required.
- Lead on lease renewal for existing properties, oversee leases for new properties acquired by the Embassy, and tender and renewal of any third party contracts for maintenance.
- Liaise with landlords and municipalities for the Embassy properties.
- Ensure the Furniture Budget spend is planned and budgeted on an ongoing basis. Renewal of furniture in line with FCDO Accommodation Policy.
- Lead on as well as assist HCS on assigned large-scale project activities including construction enabling works.
- Oversight and update of Inventory for all UKBS properties, which also sets out the condition of the furnishings.
- Chair the quarterly Post Housing Committee.
- Working with the Community Liaison Officer (CLO) and HCS to oversee Estates matters for arriving and departing UKBS.
- Budgets, databases, and tracking tools (20%)
- Identify savings targets and efficiencies and ensure value for money.
- Ensure all Estates-related spend is in accordance with relevant FCDO policies and guidance. Obtain HCS pre-approval of spend and provision of quotation evidence for budget approvers in line with procurement best practices.
- Direct monitoring of Rent, Furniture, Furniture Repair, and Maintenance budget lines, ensuring forecasting is accurate in line with budget limits.
- Oversight of Estates activity on internal FCDO systems and databases.
- Oversight of Works Request System, using data to build appropriate system of planned preventive maintenance (PPM).
- Mid-term financial planning (MTFP) for estate, maintenance, and capital bids.
- Line management (5%)
- Direct line management of one (1) Estates Works Supervisor and one (1) Estates Handyman.
- Effectively allocate and prioritise work, manage performance of the team, and ensure training and development, coaching, and mentoring of the team.
- Wider Embassy/ CS activity (5%)
- Act as Assistant Fire Safety Manager and Assembly Point Co-ordinator.
- Serve as part of the Logistics Team on Contingency Planning Arrangements.
- Support other sections across Corporate Services as directed by the HCS.

The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy’s emergency planning and any other response to a crisis affecting UK citizens.

**Key behaviours required**:

- Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
- Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
- Making a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
- Changing and Improving - Seek out opportunities to create effective c

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