Main purpose of job:

The Estates & Facilities Manager is responsible for coordinating and leading the effective delivery of Estates, facilities and H&S services for the British Embassy in Colombia, covering Embassy offices, the Official Residence and a residential portfolio of up to 50 properties. The role ensures a safe, compliant and well‑maintained working and living environment, in line with FCDO policy, UK and local legislation, and Health & Safety standards, while delivering value for money for the UK Government and a high‑quality, customer‑focused service to Embassy staff.

The job holder leads the delivery of preventive and reactive maintenance across the Estate, ensuring accommodation policy compliance, statutory inspections, fire safety requirements, risk assessments and incident reporting. The role works closely with Regional and HQ Technical teams to ensure technical assurance and best practice. It has responsibility for managing estates-related contracts, procurement and leasing arrangements, and for overseeing Estates works, including refurbishments, light construction projects, mitigations, sustainability initiatives and wider property improvements. The post holder ensures effective risk management, value for money outcomes, and robust control and monitoring of Estates expenditure against the approved budget.

The role line manages three Estates staff directly and provides operational leadership and coordination across a wider Estates team of eight staff, requiring strong people management capability, clear communication and sound judgement. Customer service, emotional intelligence and interpersonal skills are essential, both to lead and support the Estates team effectively and to manage relationships with internal and external stakeholders. These skills are critical to managing performance, maintaining morale, resolving operational pressures and ensuring a consistent, professional service to residents and Embassy staff. In addition, the role ensures the accurate management of estates systems and records, including HERA, Planon and Evotix, and supports the renewal of the residential portfolio, including property acquisitions and disposals, in line with UK and local procedures.

Reporting to the Head of Corporate Services, the role provides a reliable, responsive and well‑managed Estates service, supporting Embassy staff, governance committees, the Post Housing Policy and the delivery of Overseas Estates Department priorities.

Roles and responsibilities:

This is a fast paced and operationally critical role. The jobholder is expected to manage their own workload effectively and provide leadership, direction and oversight to the Estates Team to ensure the efficient, compliant and high quality delivery of the Embassy’s estates, facilities and H&S function.

1) Operational Management and Stakeholder Engagement (30%)

• Provide day‑to‑day administration and line management of the Estates Team (Accommodation Officer, Maintenance Officer, Operations and Health & Safety Officer, Administrative Assistant), with responsibility for 3 direct and 7 indirect reports, as well as oversight and supervision of contractors and third‑party service providers.
• Set clear priorities, standards and objectives, directing and supervising delivery to ensure high levels of performance, customer service and professional conduct across the team.
• Act as the key estates interface with internal stakeholders (Embassy teams, UK‑based colleagues, Regional and HQ teams) and external partners (landlords, suppliers, contractors and authorities), coordinating engagement and managing expectations.
• Drive strategic and operational communication with stakeholders, managing expectations and resolving issues effectively.

2) Estates and Facilities Management (15%)

• Manage and support the safe, compliant and effective operation of the Embassy estate, including the Official Residence, offices, staff accommodation in Bogota and Cartagena, and any additional locations as required.
• Coordinate and monitor compliance with Health & Safety, fire safety, GMP and facilities management requirements, ensuring inspections, follow up actions and remedial works are carried out under appropriate supervision. Maintain accurate records relating to property condition, handovers and hand-backs, and support the return of properties in line with contractual requirements.
• Ensure estates delivery is managed in accordance with the Corporate Services Charter and Service Level Agreements.

3) Maintenance, Contracts and Asset Control (10%)

• Coordinate and support the establishment, review and delivery of preventive, corrective and framework maintenance contracts, ensuring effective supervision of maintenance activities and external service delivery. Support procurement and contract management in line with FCDO policies, working closely with the Procurement Hub and HQ as required.
• Ensure coordinated and accurate management of estates inventories and asset registers (including furniture and fittings) across all locations, using Planon and associated records. Coordinate and supervise the controlled disposal of estates assets, including auctions, ensuring governance and documentation are managed correctly.

4) Projects, Refurbishments and Sustainability (10%)

• Lead the planning and delivery of estates projects, including refurbishments, light construction works and compliance driven improvements.
• Ensure projects are managed and supervised to time, cost and quality, meeting Health & Safety, environmental, sustainability and budgetary requirements. Work closely with the Regional Technical Lead, Technical Works Supervisor, Technical Support Officers, Global Technical Regional Security Advisor, Health & Safety Committee and other stakeholders to obtain technical assurance and approvals.
• Ensure all required documentation, permits to work, risk assessments, manuals and completion records are produced and retained.
• Drive value for money, efficiencies and sustainability initiatives, including energy efficiency and green projects.

5) Budget Management and Financial Control (10%)

• Support the management and monitoring the overall Estates budget, including utilities, maintenance, running costs, security and Capital works, totalling over £650k.
• Act as the budget controller for the Estates maintenance budget (£280k), supporting forecasting, quarterly reviews and financial controls, and escalating risks, overspends or underspends as required.
• Provide oversight and coordination of accommodation, minor maintenance and Health & Safety budgets managed by team leads, ensuring consistency and compliance with agreed controls.
• Monitor and ensure Estates expenditure is managed effectively, represents value for money and aligns with Post and UK priorities and Policy.

6) Post Health & Safety Coordinator (PHSC) (10%)

• Act as Post Health & Safety Coordinator, leading on estates related Health & Safety policy implementation in line with FCDO and local regulations.
• Ensure regular inspections, risk assessments, Permit of Work, H&S and fire risk assessments are carried out across all properties, with findings addressed and monitored.
• Serve as the first point of contact for incidents and accidents, ensuring timely reporting through Evotix and local ARL counterparts.
• Implement new FCDO technical standards, including British electrical and seismic standards, across the estate.
• Actively contribute as a senior member of the Post Health & Safety Committee (FCDO & COPASST), liaising with UK Health & Safety leads.
• Support and participate as a key member of the Post Housing Committee, including coordination, preparation, presentation and follow up of agreed actions.

7) Financial Systems and Payments (5%)

• Authorise payments within delegated authority and oversee estates related requisitions and procurement activity, including main office rental space.
• Act as a core user of HERA, ensuring correct requisitioning, approvals, receipting and budget charging in line with policy.
• Act as a core Planon user, maintaining accurate data capture, the Forward Maintenance Register, Asset Register and performance monitoring.

8) Corporate Responsibilities (5%)

• Contribute as a key member of the Post Housing Committee, Health & Safety Committee and emergency/fire warden structures.
• Participate actively in corporate delivery, including emergency planning and crisis response arrangements.
• Undertake other duties (ad-hoc tasks) aligned to the level and responsibilities of the role, as directed by the Head or Deputy Head of Corporate Services.

9) External Representation (2%)

• Represent the Embassy at owners’ general assemblies and administrative councils for residential buildings and office premises.

10) Learning and Development (3%)

• Support, deliver and maintain effective Performance Development Plans (PDPs) for self and the Estates Team, including direct reports. Provide day‑to‑day guidance, knowledge transfer, motivation and coaching to support individual performance and ensure delivery of team and estates objectives.

Resources managed:

Learning and development opportunities:

Staff: Direct management of two-three staff Officers: 1xAO Accommodation Officer; 1xAO Maintenance Officer; 1xAO Operations and H&S Officer, 1xAA Administrative Assistant; oversight as Quality Assurance Officer for 1-1xAA Estates Assistant; 1xS3 Electrician; 1xS1 Handyman; 2-3 xS3 Cleaners; Contractors and Estates Temporary roles or Interns when required.

Budget allocation for Estates: Utilities, Maintenance, running costs, security residential, Furniture and Fittings, Machinery & Equipment and Projects (including Capital allocation) (£650K approximately).

Government Procurement Card (GPC) for ad hoc purchase and acquisitions.

The role offers a wide range of personal and professional development opportunities, aligned to an agreed Performance Development & Delivery Plan (PDP) and wider Corporate requirements. These will include, as appropriate:

• Access to FCDO e learning and mandatory training programmes, including corporate, compliance and technical learning.
• Health & Safety–related training, including IOSH or equivalent, to support the delivery of the Post Health & Safety function.
• Role relevant contract management and procurement training, including completion of the Civil Service Foundation Accreditation in Contract Management (e learning).
• Opportunities for job shadowing, knowledge sharing and regional networking, supporting professional development and exposure to best practice across the FCDO network.
• Ongoing support for continuous professional development, tailored to the needs of the role and the Estates Team.

Language requirements: 

Proficient: Language: Spanish /English

Level of Language required:  Fluent (proficient) written and spoken English and Spanish. English: C1 (under the CEFRL or equivalent). 

Essential on arrival:

• Demonstrable experience in estates, facilities or property management, or a closely related discipline, with at least five years’ relevant experience (e.g. Facilities Management, Estates Management, Project Management, Architecture or Property Maintenance).

• Proven experience in managing and overseeing teams, including setting priorities, coordinating workloads and supporting effective delivery in a high pressure environment.

• Strong problem solving and operational judgement, with a proactive, solutions focused approach to managing competing priorities.

• Experience of budget management, cost control, contract management and procurement, with a clear focus on value for money and compliance with financial and procurement frameworks.

• Sound working knowledge of Health & Safety legislation and risk management, with the ability to apply policies and standards in an operational estate context.

• Strong project management capability, including planning, coordination and delivery of maintenance activities and small  to medium scale estates projects.

• Excellent communication and stakeholder management skills, with the ability to work effectively with technical specialists, contractors, landlords and senior internal stakeholders.

• Well developed customer service skills, with experience managing expectations while balancing operational, financial and policy constraints.

• High levels of emotional intelligence, professionalism and resilience, essential for effective team management, constructive engagement, and handling sensitive issues or conflicting demands.

• Strong organisational skills, with the ability to manage multiple workstreams simultaneously, meet deadlines and maintain attention to detail.

• Ability to work collaboratively within multidisciplinary and, where required, internationally based teams.

• Experience in the use of digital systems and data management and confidence working with records, inventories and estates documentation.

• Proficient user of the Microsoft Office suite (i.e. Copilot, Word, Excel, Outlook, PowerPoint).