Estates Projects Manager, Ottawa

1 week ago

Ottawa, Canada Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

**Main purpose of job**:
The Corporate Services Department provides a wide range of services to both UK based and locally engaged staff. It is responsible for the efficient running of the Canada Network and provides all the support services needed for its day-to-day operation. The Canada Network is comprised of the British High Commission in Ottawa and Consulate Generals in Toronto, Montreal, Calgary and Vancouver.

Working to the Deputy High Commissioner in Ottawa, and working with a Move Support Officer, the Estates Move Manager will focus primarily on leading the planning and commissioning of a new High Commission building, the relocation to the new premises and decanting from the old premises.

A large portion of the position requires extensive researching, organising and analysing facts and data which will come from various project team stakeholders and organisational policy in order to advise on and guide the project forward to completion.

**Roles and responsibilities**:

- Lead effectively on Ottawa Post’s behalf on planning, completion of construction and commissioning of a new High Commission building, the relocation to the new premises and decanting from the old premises undertaking project tasks as required
- Oversee and manage a project schedule, reporting to the Transition team, coordinating all aspects of move preparation and execution including staff engagement, logistics, space planning and fit-out (furnishings, art etc.), moving and opening ceremonies.
- Chair move management meetings as required to direct the flow of activites staff will need to undertake before, during and after to the move to the new office building.
- Lead liaison with the local authorities and act as liaison between the London-based project team, local contractors and the High Commission. Maintain and file all project documentation at Post.
- Procure and manage contracts as per FCDO Contract management requirements for aspects of the programme led by the High Commission in Ottawa.
- Ensure excellent financial management to ensure value for money by tracking expenditure, managing the generation of requisitions, processing purchase orders, invoices and payments.
- Work with architechts, project managers, colleages and seniour managament, where required, to advise and make decisions on behalf of post on incoming requests for information or change requests. Raise outgoing queries on post’s behalf with adherance to FCDO organisational policy.
- Act as a first point of contact for staff and senior management with regard to the new office build, providing feedback, advice and escallation where necessessary
- Build and maintain positive, professional and trusting working relationships with key internal and external stakeholders, managing expectations and ensuring that all complaints, comments and suggestions are dealt with appropriately.
- Build effective communications channels to keep internal teams, customers and delivery partners fully informed of progress.
- Work with the wider team to identify and implement projects to acheive adherence to relevant policies, procedures, regulations and legislation, including but not limited to estates, security, equality, diversity, information management and health and safety.
- Provide coverage for other members of the estates team in times of absence

**Resources Managed**:
Manage one administrative officer and a team of casual staff supporting the office project.

Essential qualifications, skills and experience

**Essential on arrival**:

- Post-secondary education in a relevant field or equivalent experience.
- 3 + years' experience in a similar role (e.g. project delivery in public service/government, estates management, or construction project delivery).
- Demonstrated experience leading/managing project teams or supporting project delivery in a construction environment. Experience working within estates or facilities functions.
- Experience in stakeholder management and customer engagement with evidenced ability to establish effective working relationships.
- Strong written and oral communication skills and and ability to convey complex concepts to non-expert audiences.
- Excellent organisational skills and a proven ability think critically and creatively with the ability to work independently to deliver results and manage projects in an environment of multiple pressures and demands.
- Demonstrated experience in budget management.
- Valid Driver’s license and ability to self-drive the High Commission’s vehicle.

**Language requirements**:
Language: English

Level of language required:
Desirable qualifications, skills and experience

**Desirable**:

- Valid UK Security Clearance
- Experience working in an international environment
- Experience working directly to senior management.
- Experience with LEED
- Prince2 or PMP Certification
- Required behaviours- Seeing the Big Picture, Changing and Improving, Delivering at Pace, C

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