Main purpose of job:

The Estate officer is a core member of the Corporate Services Team (CST) and will assist the Estate Manager for the cross-Departmental and medium-sized embassy in Lima. CST is a diverse team of 13 corporate staff, both administrative and technical, with oversight of outsourced service providers. 

Reporting to the Estate Manager, support all the management and maintenance processes of the Estates and Facilities portfolio for the British Embassy, and to provide broader assistance to the Estates team assignments most of them on a short-term basis and at high pace. This includes, but not limited to tasks such as administrative duties, co-coordination of maintenances, property visits and inventory, customer service, accompaniment of contractors, development of small projects, as well as, increasing the health and safety at post by focusing on our Post Data Capture requirements. There will also be a small requirement to support other members of the CST and to work closely with the Compliance officer. 

The jobholder’s responsibility will involve supporting and supervising organising project works, maintenance and the arrivals and departures process, assist on the management of Estate support staff, including outsourced resources.

Roles and responsibilities:

Estates Operations 50% 

• Monitor requests and liaise with the Estates Manager to programme work requests, maintain a planned preventative works register and schedule/respond efficiently to reactive work requests.
• Respond to the day-to-day activity of Estates, acting as the initial escalation and contact point for staff queries.  Focus on effective customer service, ensuring that the estates team is providing a professional service in line with the post corporate services charter.
• Support in organising the supervision and sign-off of projects, preventative and reactive works to FCDO and local standards.
• Perform administration tasks including requesting payments and assist on monitoring maintenance budgets with the Estates Manager, Finance Officer, Estates Directorate.

Governance:

• Support the estates manager with effective management of Estates procurement and contracts to be compliant with global policy and reporting to the Procurement Hub, Estates Manager and Head of Corporate Services to achieve this.
• Assist with planning, measuring, and monitoring estates performance at post against set targets. Produce reports as required.
• Support the team to have a proactive risk management approach is taken to all work, ensuring compliance with local and UK standards.
• Administrative duties including ensuring accurate and up to date records for inventory and warehouse stock and documenting property inspections and hazard risk assessments for both residential and office estate.
• Support with the response to audit and assessment requests, working with the Estates Manager and Compliance Officer to maintain compliant record keeping.
• With regional procurement hub, support the estates manager to tender, manage, and oversee all Estates suppliers to ensure service level agreements are met.

Health & Safety support:

• Support with health and safety activities at post, working with the Post Security and H&S Manager, as well as the Estates Manager, so that the estates team own the policy and monitoring standards.
• Monitor energy and consumption and implement sustainability initiatives at post. 

Team Support:

• Support other members of the corporate service team as required.
• Participate in post crisis activities.
• Cover for some of the Compliance Officer and Estates Manager duties during periods of absence.

Essential on arrival: 

• At least 1 years’ experience in estates/facility role or a relevant administrative role.
• Customer service skills and experience
• Ability to work as part of a team and autonomously;
• Experience in overseeing maintenance
• Familiar with procurement processes
• Strong organisation and time management skills, with excellent attention to detail;
• Resilient; able to deal with pressure and work flexibility to deal with competing demands
• Health and Safety knowledge.