View Vacancy - JOA - Estates Officer (AO)
The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Job Category
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory
Estates
Job Description (Roles and Responsibilities)
The British Embassy Amman has a vacancy for Estates Officer, job grade Administrative Officer (AO).
The jobholder will support the overall running the day-to-day Estates activities of the Embassy buildings and Embassy compound, ensuring that the estate provides a safe, fit-for-purpose, and appropriate place for all staff to work in; and that Embassy facilities and the Ambassador’s Residence meet UK Health and Safety (H&S) regulations and Foreign, Commonwealth and Development Office (FCDO) standards.
The Estates Officer will prepare and follow up on program of works in place to keep the Embassy, its offices, the compound, and Ambassador’s Residence maintained to high health and safety standards. The jobholder will ensure that a high standard of customer service is delivered and that they are responsive to staff needs and requests. They will also provide support for finance, procurement, and purchasing related activities for the team, ensuring value for money for transactions. The jobholder will report to the Estates Manager.
Duties and responsibilities:
Run the day-to-day Estates activities of the Embassy buildings, compound, Residence in line with FCDO guidelines.
Conduct tours and inspections of the compound property and grounds on daily basis and report any observations to the Estates Manager.
Implement Health and Safety recommendations at work.
Manage offices and store inventory for the Embassy by maintaining proper inventories and asset registers.
Respond to office furniture requests from officers when needed and authorised.
Arrange for meeting rooms preparation requests.
Report compound maintenance issues to Technical Work Group team.
Responsible for Estates related supplier set up (SMF) and associated spend. Create and process POs, LTPOs and contractors’ invoices.
Assist in daily procurement using government procurement card (GPC). Manage Estates’ imprest and invoices processing following FCDO guidelines.
Act in accordance with Estate Manager as a point of contact and follow up on the implementation of contracts with external contractors. Serve as the contract officer to ensure services are achieved as stipulated in the contract and payments are processed accordingly.
Purchase all Embassy items/ whitegoods/ furniture and negotiate with contractors to achieve value of money for purchases and services.
Provide support to Club CEO when needed.
Line manage Estates Handyman, Housekeepers, and Cleaners assigned to the Embassy.
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:
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.
Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
Making a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
Eligibility:
If you are selected for this position, we will be able to employ you as long as:
You have the right to live and work in Jordan; and
You receive the appropriate level of security clearance.
Essential qualifications, skills and experience
Fluency in English and Arabic, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
Excellent interpersonal and communication skills, with a strong and empathetic customer focus and the ability to respond to a range of customers’ needs. Demonstrates courtesy and consideration in dealing with stakeholders across all levels.
Previous relevant experience in a similar estates or facilities management role, ideally for at least two (2) years.
Experience in finance/ budget management and processing payments.
Exceptional planning, organisational skills and keen attention to detail. Ability to prioritise own workload and meet deadlines without compromising the quality of the work.
Strong problem solving and analytical skills and resourcefulness in solving problems. Ability to anticipate and take initiative to avoid problems or fix them, and to use information and experience to solve problems effectively. Able to work independently and react calmly to situations that may arise, without constant supervision.
Proven ability to engage and influence at all levels internally and with external contacts, and collaborate effectively across teams.
Holds at least a bachelor’s degree in a relevant field/ industry.
Strong IT/ computer skills and in using MS Office applications (Outlook, Word, Excel, PowerPoint, Teams).
In addition, we are looking for someone who can demonstrate:
Integrity
Honesty
Objectivity
Impartiality
Desirable qualifications, skills and experience
Experience in contracts management.
Familiarity with UK fire safety and health and safety laws.
Background or relevant qualification in facilities management.
Experience working in an international organisation or large company in a similar capacity.
Experience in using Oracle-based finance and procurement management system.
Background or experience in engineering.
Required behaviours
Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace
Application deadline
4 May 2023
Grade
Administrative Officer (AO)
Type of Position
Full-time, Permanent
Working hours per week
37
Region
Middle East & North Africa
Country/Territory
Jordan
Location (City)
Amman
Type of Post
British Embassy
Number of vacancies
1
Salary Currency
JOD
Salary
1,215
Start Date
1 July 2023
Other benefits and conditions of employment
The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non-negotiable gross salary of JOD 1,215 per month based on 37 hours per week.
Salary will be paid gross and you are expected to comply with your tax obligations through completion of a tax return to the local authorities. If exceptionally you are not liable to pay Jordanian tax, you will receive a net salary, which is minus the deduction of an equivalent level of local tax. Further information on this will be provided at interview if necessary.
This role is for a full-time employment, on a permanent contract. The successful candidate will be subject to a 90-days probationary period (as appropriate). The appointment is subject to satisfactory local and UK security clearances. The selected candidate must have the right to live and work in Jordan.
Normal working hours at the Embassy are from 08:00-15:30 from Sunday to Wednesday and 08:00-15:00 on Thursday. The jobholder should be flexible in their approach to hours worked as these will also be dictated by operational needs and may involve working out of hours (evening and weekend) to supervise works.
The Embassy operates a flexible working policy that allows staff to work different hours as well as allowing staff to work from home one day a week, based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies.
The package includes a good level of health insurance and a friendly, English-speaking work environment. We offer opportunities to develop professional skills through our Learning & Development (L&D) offer. Leave entitlement is 25 days per year (on pro rata basis) plus 14 public holidays.
The Embassy follows a 70-20-10 model of learning. Your Line Manager will help you develop a personalised L&D plan and will share opportunities, resources and guidance to ensure you continue your learning and achieve your full potential. There are regular personal and professional development opportunities available at the Embassy, including through informal “lunch and learns” on various subjects relating to the Embassy’s work, mentoring, and more formal training. This complements the extensive professional and personal development opportunities offered by the Diplomatic Academy and Civil Service Learning. Staff are also encouraged to get involved in the Embassy’s corporate activities that offer an opportunity for professional development.
Additional information
How to apply:
Interested candidates must include in their online application form
1) an updated Curriculum Vitae (CV);
2) a covering letter/ motivation essay stating how you meet the requirements of the role; and
3) specific examples in the relevant sections of the online application form of how you meet the key behaviours and skills required.
Applications that do not include this information will not be considered.
Applications must be submitted before 23:55 Jordan local time on 04 May 2023.
Applications submitted after the stated deadline will not be considered.
Process:
Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted.
Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
The start date mentioned in the advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.
The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and in the UK, dependant on the security level required for the role and the candidates profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.
The British Embassy Amman is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to terms and conditions of service according to local labour law.
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