Estates, Facilities, And Health & Safety Manager

View Vacancy - Estates, Facilities, and Health & Safety Manager The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Job Category 1 Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory 1 Estates
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) complianceControl 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), Health & Safety Committee, Regional Operational Security Manager (ROSM) and other relevant stakeholders.Liaise with key stakeholders ensuring all documentation, manuals, plans, etc (soft/hard copies) are presented for all Estates contract projects. Implementation of Compliance Reports and Risk Assessments for all works and projects.Deliver value for money, efficiencies and compliance (with H&S requirements, audit requirement, legal requirements, and SLAs for PAGs in line with FCDO policies)Health & Safety projects in line with local and UK regulations.Sustainable projects (energy savings, green initiatives, etc. )Fire Risk Assessment Projects and General Risk Management Plan 4. To establish routines and negotiate maintenance contracts (10%) On preventive maintenance contracts On corrective contracts On Frame Work Contracts On external work orders or services On review of rental contracts 5. Management of budgets and compilation of estimates on Estates expenditure (10%) General Estates budget: Control, monitor and forecast, including Utilities, Maintenance & Running costs, Furniture, Security and Capital Works allocations above £650K Direct Responsible for the Estates maintenance budget of £280K, ensuring proper forecast provision on quarterly basis or when required by Head or Deputy of Corporate Services. Flagging issues around budget pressures, overspendd or underspends.Value for money (VFM) purchasing of Estates and maintenance items. Project Management of the budget, ensuring spend is in line with Post/UK priorities. Accomodation budget oversight (Accomm. Oficer directly in charge)Minor maintenance budget oversight (Maintenance Officer in charge)6. Post Health & Safety Coordinator - PHSC. (10%) Policy making and updating: in close co-operation with the RTL and H&S Committee, proactively manage Estates H&S policies, keeping files and records, and providing advice and instruction to staff and contractors at the contractual stage of maintenance or projects and while works are taking place.Inspection + implementation of H&S recommendations for all properties producing reports with considerations that Post Housing Committee will need to take into account when selecting a final property.First contact point in case of any incident/accident Implementation of FCDO's new technical standardsElectrical British Standard (BS) implementation in all propertiesActive contribution as leader member of the local Health and Safety Committee (COPASST)Main point of contact and response for the UK as Post Health and Safety Lead (NHSC) managing the new H&S system Evotix and the UK H&S Reporting Portal.Incident/accident reporting to Evotix and ARL local counterpart 7. Payments authorization within delegated authority and overall supervision of Estates expenditure (5%) Surveillance of Requisitions and procurement procedures of Estates services and goods.Hera Core User: Requisitioner - Approver / Receiver responsibilities in line with policies and paremeters, managing and distributing budget and charging instructions, correct set up of Suppliers and monitoring Receipt of Goods and Services on HERA.Planon Core User: User responsibilities, data capture, monitoring and supervision.8. Corporate responsibilities (5%) Be part and key member of Post Housing Committee and H&S COPASST in the Embassy.Active participation in the Embassy on a corporate level, including Crisis Response (Crisis Committee) and other Corporate activitiesPerform other activities that required trust and reliability linked to this role.Other ad-hoc tasks as required by the Head of Corporate Services and/or DHCS.9. Embassy's representative at owned properties building's meetings: (2%) General AssembliesAdministrative Councils for residential and Embassy Office. 10. Learning and Development (3%) Develop and implement effective and relevant personal and collective Performance Development Plan (PDP) as part of the annual appraisal cycle for the Job Holder and the Estates Team ensuring they have the correct understanding Estates priorities for and Policies. Essential qualifications, skills and experience 1 Excellent leadership and strong team management skills (at least 3 years of experience) Proactive profile and proving solving Ability to work with a multifunctional team Strong customer service skills and customer expectations management Proven experience in facilities management, Estate management, or a related field. Experience managing budgets, contracts, and procurement processes. Ability to work collaboratively with a range of stakeholders, including technical experts and contractors. Excellent project management skills Excellent communication skills Excellent delivery with eye on details At least 3+ years' experience in a similar or related role (e.g. Project Management, Architecture, Facilities Manager, properties maintenance) Strong organisational skills and ability to prioritise and manage concurrent tasks and conflicting deadlines Strong knowledge of local and UK Health & safety regulations. Adaptability to work with others, some overseas Proficient knowledge of MS Office suite.  Resource Management Cost management
Leve of Lanuage: Fluent written and spoken English and Spanish. English: between B2 and and C1 (under the CEFRL or equivalent) Must have the legal status to live and work in Colombia. Desirable qualifications, skills and experience 1 Bachelor degree in Administration, Engineering, Architecture, Construction Management, or related fields. Project Management qualification(s) / Certificate AutoCAD experience UK H&S knowledge & experience Use of accountancy software (ORACLE or similar) Civil, Electrical + Hydraulic knowledge and construction projects. Required behaviours 1 Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together 21 April 2024
Grade 1 Executive Officer (EO)
Type of Position 1 Full-time, Permanent
Working hours per week 1 35
Region 1 Latin America and Spanish speaking Caribbean
Country/Territory 1 Colombia
Location (City) 1 Bogota
Type of Post 1 British Embassy
Number of vacancies 1 1
Salary Currency 1 COP
COP$7,881,504
Start Date 1 4 June 2024
Other benefits and conditions of employment 1 Learning and development opportunities:
A full range of personal and professional development opportunities in line with an agreed Performance Development Plan (PDP) and Corporate requirements: FCDO e-Learning activites, Mandatory Learnings, IOSH and H&S training, Job Shadowing, regional networking.
Foundation Accreditation Contract Management in the Civil Service as e-learning certified.
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
Working patterns: Yes, hybrid format in line with the Embassy's policy on flexible and remote working.
35 hrs net per week.v 
Embassy's official hours: Monday to Thursday: 8:30 a.m - 5:00 p.m and Friday: 8:30 a.m. - 1:30 p.m.

Additional information 1 The British Embassy Network offers a strong benefits package. This package includes generous vacation and leave time, flexible working patterns, and enriching learning and development opportunities.
Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.
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