The British Embassy in Cairo is looking to recruit an Estates Manager, job grade Executive Officer (EO), on a fixed term contract of one (1) year (renewable).

The Estates Manager will lead on Estates issues and on the implementation of the Embassy’s estates strategy. This includes ensuring compliance of the residential and office property portfolio with UK legislation and H&S guidance; responsibility for all estates related procurement and contract management in line with FCDO policies and ensuring a high level of service to Embassy customers.

The Estates Manager leads the Embassy’s H&S brief covering a broad range of specializations including fire safety, gas, asbestos, electrical, and others. The Estates Manager is the main liaison with regional and international colleagues and stakeholders covering the estates portfolio.

This is a busy, fast paced but rewarding role requiring delivery to a high standard in a challenging resource environment. Communication and Influencing skills are key to delivery to ensure implementation of UK Health and Safety standards in the local environment.

Duties and Responsibilities:

• Oversee implementation of the Estates Strategy. Continue to deliver an ongoing workstream which aims to use smarter systems and processes to deliver objectives. Lead on cross-Estates Team work including monitoring of and reporting on all activity. Ensure high levels of customer service and engagement.
• Ensure the Estate in its entirety is compliant with H&S regulations and that the FCDO guidelines are understood and followed by the Estates Team.
• Work with and support the Accommodation Officer to find good quality leased apartments that meet FCDO specifications on build, maintenance, risk and security levels and match with current UKB staff numbers in areas that are designated zones. Ensure timelines are met and costs are within the annual beacon rent levels set by the UK and comply with space limitations. Build productive relationships with Landlords. Negotiate leases with landlords, being clear what must be maintained by them and ensuring there is a robust system in place to follow up on any areas.
• With Accommodation Officer, ensure that PLANON (central database for property portfolio) data on all estates is accurately and promptly updated, including state of furniture and housing packs.
• Work with Clerk of Works to plan and deliver 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. Ensure that estate works that affect colleagues are properly planned and communicated, keeping customers up to date on progress of projects and dealing with any complaints or feedback.
• Forecast & monitor maintenance and furniture budgets for the financial year, liaising with the CSM Finance to ensure there are no major deviations.
• Keep abreast of all policy developments and changes to guidance. Provide advice on implementation.
• Plan and follow up on statutory and other visits with robust plans to tackle recommendations; to include Fire, Gas and Electrical inspections, Seismic reports and the annual Regional Technical Lead visit.
• Act as the Embassy’s H&S lead and encourage staff to use the H&S reporting portal Evotix. Follow up with the RTL and Estates teams in the UK on any urgent H&S requests including repairs or short-term mitigations.
• Work with the Technical Works Supervisor and RTL to maintain the new asset register and forward maintenance register (FMR) which stems from it.
• Work with contractors and in house staff to ensure that Risk Assessments (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
• Fulfil the role of Fire Safety Manager. 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 the schedule set, among other duties.
• Develop and manage a range of estates suppliers and contracts that deliver improved value for money and quality of service, considering FCDO procurement and contract management guidelines. Ensure services to, and maintenance of, the British Embassy Estate is efficient, compliant and delivers value for money.
• Provide leadership to the 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.
• Lead on Estates related activity around Embassy events. Brief colleagues and contractors on requirements. Prepare event management plans and/or risk assessments as the event requires. Ensure the processes are correctly implemented. Revises processes in the light of lessons learned.
• The Estates Manager must be aware of, and be involved in, any Post contingency and evacuation planning and response, usually as part of the Logistics Team.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs.

Key behaviours required for the role:

• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

• Excellent communication and influencing skills in English and Arabic, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• A minimum of a bachelor’s degree in a relevant field.
• Minimum of 3 years’ experience in a similar estates/facilities management customer-facing role.
• Sound judgement and the ability to analyse information, including technical detail and tailor it so it can be understood by range of audiences
• Ability to think creatively to resolve a range of issues including a challenging resource environment.
• Highly organised and resilient, able to deal with difficult and complex situations, confident in handling day to day tasks and decisions
• Excellent team working skills with a strong ability to build cooperative working relationships whilst being able to work independently
• Management expertise and experience of working with, motivating and managing operational Teams.
• IT literate and well versed in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).