The British Embassy Baghdad currently has a vacancy for a Contracts Manager within Corporate Services. As Contracts Manager the jobholder will be responsible for day-to-day management of large and critical contracts that deliver essential services. Much of that work will relate to a new multi-year Soft Facilities Management (FM) contract delivering Catering, Cleaning, Medical Clinic Services, Pest & Vermin control, HM Ambassador Residence Management, Vehicle Fleet Management, Health & Safety Advisory Services and Clubhouse/Shop Management to our circa 330 resident staff plus visitors. The jobholders input will be key to ensure compliance with contracted terms, monitoring of KPIs, preparation of contract reports and the smooth implementation and ongoing delivery of the Soft FM contract.

Duties and responsibilities:

Contract Management of the multi-year Soft Facilities Management contract providing essential Life Support services: The jobholder will be the day-today lead for the Embassy to deliver this contract. They will need to ensure services are provided effectively as per contracted terms, solve issues as they arise, develop/report feedback mechanisms from customers and feed into regular contract KPI reporting. The jobholder will also arrange, lead and produce minutes from regular Embassy/Contractor meetings to work through live issues and ensure corrective action is taken. They will need to keep senior management appraised of the work and interventions taken and, although more serious issues should be escalated through the line management chain (up to Director of Corporate Services level as needed), it is expected that the jobholder will be able to solve issues quickly and effectively with the contractor. This position carries significant responsibility and the ability to work through issues without close supervision. They will also lead on developing and framing any contract variations required during the contract term.

Broader contract management: The jobholder will also take on contract management for other critical contracts either already in place or in the pipeline, for example but not limited to, internet provision, fuel deliveries etc. They will need to work closely with our Procurement Manager to identify upcoming opportunities for effective contracting, help with evaluation of supplier bids and also ensure that appropriate notification of re-tendering of good/services happens in good time to prevent any reduction in service levels. 

Estates Management Control and management of key estates functions that overlap with the broader contract management responsibilities, thus helping deliver a holistic service standard across critical services provided to the Embassy. The jobholder will need to work closely with Corporate Services colleagues to deliver estates procurement process and conduct tender evaluations. Ensure Post meets its statutory obligations in all areas pertaining to H&S and Fire Safety, including coordinating mandatory training and reporting. Working in liaison with the HSE Advisor to ensure that all accidents are documented, investigated and the recommended improvements are implemented. Play an active role in the Post H&S committee, ensuring all agreed action points are completed within deadlines. To assist wider Corporate Services team with Estates and H&S matters and provide compliance support across the core streams in Corporate Services. 

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the line manager and Senior Management. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as and when required, including participating in the Embassy’s emergency planning and any response to a crisis.

Key Behaviours Required

Communicating and influencing: Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

Managing a quality service: Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

Working Together: Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

Seeing the big picture: Understand how your role fits with and supports organisational objectives. Recognise the wider Civil Service priorities and ensure work is in the national interest.

Eligibility:

If you are selected for this position, we will be able to employ you as long as:

• We can obtain the appropriate level of local and UK security clearance for you; and
• You have (or be willing to obtain) the right to live and work in Iraq. Candidate’s residence permit and work permit, and the expense to obtain them, will be their own responsibility – the Embassy does not provide residence or work permits. If you have any questions about residency and/ or visa requirements, you should contact the relevant Iraqi Government Ministry.

• Three years of evidence experience managing a Soft FM contract for an international organisation
• Bachelor’s degree in Contract Management, business administration or similar fields OR similar recognised relevant qualifications such as Commercial Management and FM accreditations (IWFM, IFMA or similar).
• Contract management experience – ability to manage contractors to deliver on agreed contract terms.
• Ability to be proactive, and able to work in a fast-paced environment, managing their own time and priorities effectively.
• Experience of working in Health & Safety (H&S) and / or fire safety role delivering H&S / fire policies, procedures, rules and regulations.
• Excellent interpersonal and communication skills as well as exceptional time management and multitasking abilities.
• Work without close supervision, but a good team player.
• Experience or knowledge of environmental management systems.
• Working knowledge of all Microsoft Office suite of programmes.

Language Requirements

• Proficient in English and Arabic