Job Title: Estates Manager
Organization: British High Commission (BHC)
Duty Station: Kampala, Uganda
Job Ref: 02/16 KPL
Starting Annual Salary: UGX 69,823,454 to UGX 84,376,176
Reports to: Head of Corporate Services
The British High Commission is the diplomatic liaison office that aims to develop and maintain close bilateral relations with Uganda, in accordance with British government policies. The British High Commission is responsible for the political relationship between the UK and Uganda, and we provide advice and guidance on political and governance issues. BHC provides assistance and documentary services to British nationals in Uganda. The UK Trade and Investment Section provides assistance to both British and Ugandan businesses.
Job Summary: The Estates Manager provides leadership and management oversight for the Estates and Maintenance Section to ensure the office buildings and compound, the Official Residence, and approximately 20 residences are safe, complaint, clean and efficient. The Estates Manager will have overall responsibility of the Estates and Maintenance Section, and oversee the delivery of a professional service that complies with The Foreign and Commonwealth Office (FCO)’s Estates and Assets Management rules and regulations and the agreed Service Level Agreement. The incumbent will ensure the provision of suitable residential housing for UK based members of staff. The post holder is also the Deputy Head of Corporate Services reporting directly to the Head of Corporate Services.
Key Duties and Responsibilities:
1. Leadership and Management:
- Overall management of the Estates and Maintenance Section to ensure the team delivers a high quality service according to the agreed service level agreement by tracking and monitoring key performance indicators in line with the FCO policies on Estate Management.
- The incumbent supervises and completes performance appraisals for staff; and support staff learning and development to develop capacity within the team. Ensure staff complete all mandatory training including Health and Safety.
- Develop and implement an Estates and Assets Management Plan for Kampala that highlights key priorities for maintenance, refurbishment and development.
- The incumbent will ensure the compliance with all FCO Estates and Assets rules and regulations. Work closely with the regional Technical Works Officer (TWO) to ensure all recommendations from the Mini Building Risk Health Assessment (MBRHA) are completed for Kampala.
2. Estates Management
- Manage owned properties in accordance with FCO Estates guidance to ensure a safe, secure and well maintained environment.
- The incumbent will identify suitable housing for new UK Based staff. Carry out mandatory checks on new properties using the FCO guidance and working closely with the Security Team to implement recommendations.
- Make recommendations to the Post Housing Committee on housing for UK based staff and temporary staff; and implement agreed decisions.
- Work closely with lawyers to prepare lease agreements to ensure BHC contractual obligations are met. Implement the renewal of lease agreements and payment of rents for all rented properties.
- Regularly review and oversee the implementation of Estates Policies and procedures for Environment Management, Health and Safety, Estates Management and Maintenance, Estate Inventory Management, and Asset Management and Disposal.
- Review and approve work plans for maintenance projects.
- Carry out the Annual Property Inspection (API) for all residences to ensure the properties are maintained to the required standard and compliant with the MBRHA
Health & Safety
- Ensure the BHC Residential Estate and Offices meet all Health and Safety requirements in line with guidance from the centre including: Compliance with Fire Alarm standards, Gas Installation compliancy, Electrical Installations compliancy, Provision of Safe Drinking Water, Asbestos Management.
- Arrange a Post Health and Safety committee meeting every 6 months. Provide the High Commissioner with papers and agenda details as requested. Act as secretary for the Post Health and Safety committee.
- Serve as Fire Safety Officer including updating Fire management policies and acting as the Fire Assembly Point Officer.
3. Financial and Budget Management:
- Oversee the procurement of goods and services and management of service contracts for BHC office & residential properties for maintenance of Electrical, Furnishing, Painting, A/C, Fire Equipment, Pest Control, & Sanitary Equipment to ensure value for money and adherence to agreed TORs. Work closely with the technical team to draft TORs with specific deliverables for maintenance contracts.
- The jobholder will also forecast and monitor running costs related to Estates and Maintenance including office services, and residential accommodation. Continuously explore areas for efficiencies and savings.
- Certify and approve payments related to Estates and Assets Management.
- Check and approve the Maintenance Imprest.
- Manage the Official GPC card to procure goods and services for Estates and Maintenance, and maintain records and supporting documents for audit purposes.
4. Environmental Management:
- Ensure the Green Team recommendations are implemented in line with the FCO policies on cost savings.
- Ensure that utilities are monitored monthly and costs driven down.
5. Asset Management:
- Ensure the BHC Estates inventories for office & residential equipment are kept up to date at all times in Pyramid.
- Manage disposal of official equipment following BHC guidance.
- Conduct quarterly spot checks on the furniture store.
6. Deputising the Head of Corporate Services: The jobholder will serve as the Deputy Head of Corporate Services and provide cover during leave and other absences as requested.
Qualifications, Skills and Experience:
- The ideal candidate for the British High Commission (BHC) Estates Manager job opportunity should have significant experience and knowledge of Estates and facilities Management
- Budgeting and Contract Management knowledge and skills
- Previous exposure and experience in leading and managing a team and working across cultures
- Excellent organisational skills
- Ability to work under pressure and prioritise
- Familarity with Facilities Management and Financial Management systems is desired
- Knowledge of Fire Safety Standards will be an added advantage
- Knowledge of Health & Safety guidelines will be an added advantage
- Knowledge and familarity with UK building, health and safety standards and UK suppliers as it relates to furnishings and fittings of Estates is desired
- Personal Competencies: Collaborating and Partnering, Building Capability for All, Delivering Value for Money, Managing a Quality Service
How to Apply:
All suitably qualified and interested candidates who wish to join the British High Commission in the aforementioned capacity should apply by clicking on the link below.
Deadline: 5th May, 2016
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