Summary
Date Posted: Friday, October 22, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
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 around 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 keeping properties in good condition and compliant with all regulations, customer satisfaction, budget management, procurement compliance and staff management.
This post will be based in Lusaka, Zambia.

Main Duties and Responsibilities
• Forecasting future housing needs and recommending accommodation requirements.
• Oversee effective implementation of the FCDO Estates Policy.
• Input to the Post Management 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.
• Ensure residential properties and the office are health and safety compliant (including managing and implementing the recommendations of H&S or IAD 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 has up-to-date names of residents of properties and their contact numbers; ensure Residents have emergency numbers for security company and medical facilities, as well as key contractor personnel; 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)
Line Management- 20%
• Oversight of the BHC technical works team, ensuring works are carried out efficient and to a good standard Communication and coordination of works across the teams
• Line management of the Technical Works Coordinator, Estates Officer and Estates Assistant.
Resources Managed (Staff and Expenditure)
• Directly line manage the Technical Works Coordinator, Estates Officer and Estates Assistant.
• The Estates and Maintenance budget of around £690,000

Essential Qualifications, Skills and Experience
• Budget management experience
• 3 years project, facilities, property or asset management experience
• Track record of managing at team
• 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.

Desirable Qualifications, Skills and Experience
• 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.

Required competencies
Making Effective Decisions, Leading and Communicating, Delivering Value for Money, managing a Quality Service, Delivering at Pace

Other benefits and conditions of employment
Working Hours:
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.
Annual Leave
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.
Public Holidays
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.

Education Requirement: No Requirements

Work Hours: 8

Experience in Months: 36

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