The British Embassy in Beirut has a vacancy for an Estates Officer under Corporate Services Team, job grade Administrative Officer (AO) on a fixed term contract of 12 months.

The successful candidate will support Corporate Services activities in Estates and Health and Safety services. In addition, to ensure that Post is in line with Estates and H&S requirements and compliant with Foreign, Commonwealth and Development Office (FCDO) Accommodation, Estates and H&S guidance and policies.  

Roles and responsibilities:

Estates activities (60%):

• Lead on the Preventive Maintenance plan and schedule for all embassy properties including the office building, ambassador residence and UK Based Staff accommodation.
• Prepare the daily, weekly and monthly, supervision and maintenance schedule for the Estates Assistants in coordination with other Estates Officer and Estates Manager.
• Lead on the coordination with the Facilities Management contractor on any outstanding and corrective works.
• Lead on the maintenance requests from Staff and to manage the maintenance job log. To prepare a monthly maintenance report summary to be presented to the Housing Committee.
• Gather feedback on Estates Services and ensure action is taken where necessary and lessons learnt are captured and shared with the team.
• Liaise with landlords and building committees on all maintenance and repair issues at the properties.
• Liaise with municipalities for all embassy properties and ensure prompt exemptions, payments and reconciliation.
• Seek feedback from the team and customers on Estates and H&S suppliers and contractors performance and complete Key Performance Indicators (KPI) returns monthly.
• Assist the EM in updating the FCDO Plan on system on property details and updates including on leases, common charges, utilities…
• Assist the EM in implementing recommendations from H&S inspections, surveys and reports.
• Assist the EM in completing Mini Building and Hazard Risk assessments and due diligence recommendations.
• Assist the EM in ensuring that all embassy properties furnishing meet required levels in line with FCDO Accommodation, Estates and H&S policies.
• Lead on updating the furniture inventory for all properties on the platform.

Financial and Procurement activities (20%):

• Ensure all spend in line with FCDO Accommodation, Finance and Procurement guidelines and best practice putting Value for Money at the heart of all activities.
• Liaise with the Embassy suppliers and contractors for quotations, scope of work and implementation of required work.
• Use FCDO financial and procurement system ‘HERA’ in order to reflect finances relating to Estates activities (such as requistioning, receiving, housekeeping…)
• Assist the team in daily procurement activities including market studies and facilitating payments such as by raising Purchase Orders or by Government Procurement Card.
• Liaise with regional finance and procurement hubs on supplier setup and resolving outstanding payments.

Wider embassy activities (15%):

• Take on the Logistics Officer activities as part of any Crisis response, set up Post Operations Centre and Evacuation Handling Centre. Participate in test exercises.
• Ensure all Fall Back Locations (FBLs) are set up with provisions of contingency items and needs.

Learning and Development (5%):

• Ensure all FCDO introductory and mandatory modules are completed within agreed timelines.
• Ensure all core training on Estates, H&S and job related are completed promptly.
• Ensure familiarisation with FCDO policies on Estates, H&S and accommodation.
• Support and deputise for other Estates team members when on leave, training, or busy schedules.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Key Behaviours required:

• 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.
• Changing and Improving – Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• 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.

• Fluent communication skills in English and Arabic (both spoken and written). Able to express ideas and messages clearly and concisely.
• Reliable and able to work under pressure and on own initiative following compulsory rules and procedures.
• Excellent self-management ability to pay attention to details.
• Self-starter and proactive
• Flexible team player
• Fully conversant with Microsoft Office (word, excel, outlook and the internet).
• High level of organizational skills and ability to multitask.
• Diplomacy and sensitivity when dealing with customers.
• High level of confidentiality.
• Ability to meet strict deadlines.
• Bachelor’s in business administration, estate management or similar field.
• Professionalism – Work with high sense of honesty, integrity, impartiality and objectivity.

In addition, we are looking for someone who can demonstrate:

• Integrity
• Honesty
• Objectivity
• Impartiality