Corporate Services Officer, Estates

6 months ago

Ottawa, Canada Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities) 1

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.

The Estates team is responsible for the day-to-day management and running of the UK’s estate in Canada including all maintenance, repair or servicing of existing residential and commercial buildings, including their components and equipment. Ensuring compliance with policy and guidelines on Estate standards, implementing Estates Operations maintenance projects and ensuring fixed and variable maintenance work is carried out.

The Corporate Services Officer, Estates (CSO-E) will focus primarily on, facilities management, accommodation services, and project management but can also expect duties in other corporate services functions such as finance, procurement and contract management.

We are looking for a highly motivated and customer-oriented individual to help grow our estates service and support its smooth running, as well as providing administrative support to an increasingly busy team. You will need to be flexible, able to multi-task, and respond to changing priorities.

Roles and responsibilities:
Office Maintenance, Accommodations and Furnishings - (65%)
- Provide support to deliver an efficient and smooth running office. Deliver a safe, healthy and sustainable office environment for High Commission staff and commercial tenants. Lead projects and activities to improve the High Commission’s working environment.
- Stakeholder communications and customer relationship management.
- Co-ordinate scheduling and communication of the Post Preventative Maintenance Programme and Health, Safety and Security compliance inspections.
- Prepare residential properties for incoming diplomatic staff including minor maintenance works, cleaning, redecoration and furnishings in accordance with FCDO policies and Post’s annual plan.
- Maintain property and inventory records in the FCDO’s property database and other information systems.
- Manage residential and commercial furniture inventories as well as the domestic equipment float, checking the condition and updating the rolling furniture replacement programme. Dispose of surplus furniture stock by running auctions.
- Manage minor maintenance projects, including stakeholder consultation, procurement, works scheduling, contractor supervision, and quality control.
- Manage residential leases and utility accounts, engage with landlords and occupants. Monitor and track utility usage across the Canada Network estate.
- Support the Estates Manager/Post Health and Safety Co-ordinator to ensure FCDO health & safety policy, procedures and systems of work are understood, implemented and monitored at the office and residential properties.

Finance & Procurement - (20%)
- Execute FCDO purchase order requisitioning, receiving, supplier maintenance and contract management in accordance with FCDO policies.
- Obtain quotes, research suppliers, pay invoices and track expenditure by individual property. Ensure that value-for-money objectives are achieved and resolve issues with invoices.
- Reconcile monthly government procurement card expenditure.

Other - (15%)
- Support for other Corporate Delivery and providing cover for other non-estates colleagues
- Organize Corporate Services engagement activities
- Participate in Crisis Contingency Planning and exercises
- Learning and development activities, including mandatory e-learning

Essential qualifications, skills and experience 1

Essential on arrival:

- Post secondary education in a relevant field or equivalent experience
- 2 + years experience in a similar role (e.g. estates management, public service/government, construction project delivery and/or service delivery, health and safety management)
- Experience in stakeholder management and customer engagement. Strong communications and interpersonal skills
- Demonstrated experience managing service contracts
- Excellent self-management, attention to detail and organizational skills
- Ability to think critically and creatively, work under pressure and prioritize effectively in the midst of conflicting priorities and competing demands
- IT and numerical skills, particularly in the Microsoft Office Suite, including Excel, Word, Outlook and Project
- Positive outlook with a can do attitude
- Valid Driver’s license and ability to self-drive the High Commission’s vehicle

Language requirements:
Language: English
Level of language required: Excellent

Desirable qualifications, skills and experience 1

Desirable:

- Valid UK Security Clearance
- Experience working in an international environment
- Contract management or experience with contracted staff

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