Who we are:

Poland is an important partner for the UK. The British Embassy Warsaw works to develop relations between all parts of Poland and all parts of the UK. Our work covers the breadth of the bilateral relationship, including political, commercial, security and economic issues of interest to both the UK and Poland, which we deliver under the framework of a Country Strategy setting out key objectives. Roles and responsibilities might evolve, in line with the Country Strategy. 

The British Embassy Warsaw is committed to being an inclusive employer. We actively champion diversity and UK values, internally and externally. We value team working, flexibility, responsibility and creativity, as well as everyone’s contribution to making the Embassy a great place to work, where our people get good training and fulfil their potential.  We have a strong Learning and Development culture, organise regular in-house training opportunities, and encourage staff to take on opportunities for development. 

Why should you apply? 

This is an international role, and you will have a chance to work within a central team in FCDO’s Estate Operations Team (EOT) and in partnership with local and international stakeholders across our Embassies. We are offering you the opportunity to be part of a friendly and supportive working environment with opportunities for personal growth. 

Main purpose of the job:

Within specific regions and areas, the FCDO has outsourced the management of its UK buildings, and some overseas properties, to specialist facilities management (FM) companies. These companies are responsible for providing services to staff, which includes (Soft FM) cleaning, pest control, waste management, reception, office moves, porterage, mail services and (Hard FM), engineering services, maintenance, minor new works and refurbishment projects as well as staff/family accommodation services including sourcing properties and move in move out services. They are also tasked with ensuring that we comply with health & safety requirements and full Key Performance Indicator reporting and contract compliance reporting.

The FCDO’s Estate Operations Team (EOT) manages the outsourced contracts and acts as the Intelligent Client Function (ICF) and interface between the private FM companies and the FCDO. In addition, the EOT is responsible for holding the budget for Global Maintenance Investment Funds at Posts without an FM Service provider. The EOT Interim Regional Facilities Contract Manager role will be based in Warsaw, report to the Head of Operations Europe (EOT) and will provide customer account management for Warsaw and additional Posts Bratislava, Prague, Budapest, Munich and Dusseldorf and may be required to support some additional sites across Europe (including Vienna and Paris). Accountability and ownership of the service performance and facilities expenditure within this region is essential, along with building effective customer relationships.

The Regional Contract Manager (RCM) will enable and proactively manage and support the day-to-day delivery of effective Facilities Management services in accordance with agreed contract terms. The role will also ensure that services are delivered to the required contract standards and within agreed budgets. The job holder will also have a Europe wide role for a key strategic area such as; technical FM support, compliance (including H&S), performance/audit, projects or customer relationship management.

Main responsibilities will include: 

• Overseeing and auditing legal compliance with the Service Provider and Post to maintain a safe and compliant environment in our offices and staff accommodation. Working alongside the overseas lead for risk;
• Developing and maintaining productive relationships with the Posts within your region, with the customers/building users/FCDO directorates & departments and representatives of the FM supplier, ensuring customer expectations are properly managed;
• Ensuring that the needs of all stakeholders are identified, communicated and acted upon as appropriate, in line with correct processes and protocols;
• Providing clarity and guidance on contractual matters as they arise, ensuring a consistent approach is being taken across the region;
• Participate in performance monitoring including providing input and taking part in the Service Level Governance meetings as required;
• Act as the Client for all Forward maintenance Register projects, prioritising and managing the delivery from budgeting to operational;
• Budget management, review quotations submitted by Service Provider, ensuring that works are delivered in accordance with pricing model and challenge anomalies where necessary;
• Maintaining regular contact with other regional RCMs and service provider staff and team leads to ensure uniformity of service provision and assistance in operational management.

Our ideal candidate shows:

• English (C1 level Written and Spoken).
• Minimum of 5 years of experience in a similar role;
• A comprehensive understanding of the FM market, including contract management and technical facilities, ideally with exposure to international facilities management;
• Health & Safety legislation knowledge;
• Strong communication and customer engagement;
• Supplier management skills;
• Good negotiating and influencing skills;
• Good financial literacy and profit/loss reporting experience;
• Ability to evidence capability against the FCDO core competencies for this position.