BRITISH HIGH COMMISSION
OTTAWA
VACANCY NOTICE
POSITION: ESTATES OFFICER (LEII Grade)
Applications are invited for the position of Estates Management Officer (LEII Grade) at the British High Commission in Ottawa. The position is available on a full time basis starting as soon as possible, subject to our receipt of successful security clearances.
Background
The estate of the British High Commission includes a large eight-storey office building, a heritage official residence at Earnscliffe and approximately 30 units of staff accommodation, of which 40% are owned and 60% rented.
The role of the Estates Management Officer is to manage the estate efficiently and effectively, ensuring that buildings are properly maintained in accordance with appropriate security and health and standards. The successful candidate will work to the Corporate Services Manager in Ottawa.
Main Duties and Responsibilities
Ø Estates Management
– To plan, direct and coordinate the maintenance of the office and residential estate, including oversight of major construction works
– To ensure that works requests submitted by staff are actioned appropriately and in a timely fashion
– In coordination with the Post Health and Safety Officer, to review health and safety policies and procedures , carry out regular risk assessments and ensure any recommendations are implemented
– To ensure that all property details are recorded on the estate management database, Pyramid, and that all properties have complete furniture and appliance inventories
– To work with property brokers to oversee the letting of three floors of the High Commission to commercial tenants
– To work with the Environmental Officer to ensure that the estate is managed in accordance with British Government policies on sustainable operations, including implementation of a range of energy saving measures
– To work with the Post Estates Committee and the Community Liaison Officer to ensure that staff are allocated housing according to their operational and family needs, including the selection of appropriate rental properties
Ø Budget Management
* To manage estates budgets of approximately $1.5m, including appropriate allocation of resources, profiling, monitoring and reporting
* To carry out regular reviews of procedures to streamline activities and identify areas for efficiency savings
* To ensure that all estates activities are managed according to standard FCO audit procedures
* To ensure that accurate records of maintenance costs for each building are recorded on Pyramid
* To review and authorise corporate credit card reconciliations for members of the Estates Team as well as a range of other financial claims
Ø Procurement
* To carry out regular reviews of estates contracts to monitor performance and value for money
* To work with the Procurement Officer on the tendering and retendering of major estates contracts, including preparation of scopes of services and involvement in tender evaluation process
* To oversee the creation of short and long term purchase orders for estates materials, furnishings, and works contracts
* To carry out direct procurement of limited value items by Corporate Credit Card, following all necessary procurement and audit guidelines
* To carry out lease negotiations with landlords and letting agents in order to secure suitable staff accommodation which meets our security and health and safety standards and represents good value for money
Ø Staff Management and Leadership
* To lead the Estates Team in all areas of estates management, including managing the impact of changes in FCO procedures and policies as part of the Corporate Services reviews
* To provide effective staff management for a team of six staff, including regular performance reviews and appraisals
* To develop estates staff by arranging appropriate opportunities for training, developing and mentoring
Ø Communication
* To ensure that staff are properly informed of policy changes and any estates issues which might impact on their working environment or their residential properties
* To keep Senior Management informed of any key issues relating to the estate
* To provide regular updates of estates activities to the Post Estates Committee
* To coordinate with estates management officers at other Posts in the Canada Network with the aim of ensuring consistency and application of best practice across the Network
Skills Required
* Excellent interpersonal and communication skills with a strong customer focus
* Ability to work with contacts and colleagues at all levels
* Personal drive and the ability to be a self-starter as well as a team player
* Strong organizational, analytical and time management skills, with very good attention to detail
* Flexible, resilient under pressure and decisive with a proven track record of delivering results to a high standard within tight deadlines
* Ability to travel occasionally within the region on an ad hoc basis
* Willingness to work additional hours as necessary
Minimum Qualifications
* A college/university level degree in estates management or equivalent experience
* At least two years of property management experience
* At least one year of staff management experience
* Background in accounting, finance, budgets, human resources or estates preferred;
* Strong IT computer skills using Microsoft Word, Excel, PowerPoint, Office, Internet and MS Project – experience with Oracle systems and databases preferred
Terms and Conditions
The position will be offered on a 37.5 hour work week, with a salary of $47,008, plus benefits package including extended health care, dental benefits and pension. The appointment requires pre-existing legal status to live and work in Canada and will be subject to satisfactory references and local and overseas security clearances and a six month probation period.
Applications
Applications, comprising of a resume and covering letter, indicating how you meet the requirements, should be sent by e-mail to Canadianjobs@fco.gov.uk, or by post to the attention of the Human Resources Assistant at the British High Commission, 80 Elgin Street, Ottawa, Ontario K1P 5K7, by 10 June 2011.