Estates Project Support Officer

2 weeks 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 Estates Move Manager in Ottawa, the Move Support Officer will focus primarily on providing support for the planning and commissioning of a new High Commission building in Ottawa, the relocation to the new premises and decanting from the old premises.

**Roles and Responsibilities**:

- Provide effective project support for the 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.
- Assist in the maintenance of the project schedule, assist in coordinating all aspects of move preparation and execution including staff engagement, logistics, space planning and fit-out (furnishings, art etc.), moving and opening ceremonies.
- Assist with office clear-out activities including auctions and inventory management.
- Support excellent financial management to ensure value for money by tracking expenditure, generating requisitions, processing purchase orders, invoices and payments.
- Build and maintain positive, professional and trusting working relationships with key stakeholders, especially Project Managers, the Estates Manager, Residence Team and Security, managing expectations and ensuring that all complaints, comments and suggestions are dealt with or escalated appropriately.
- Provide administrative support and office management such as filing management papers, handling and escorting visitors, drafting correspondence; research and paper distribution; taking minutes of meetings.
- Promote 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.

Essential qualifications, skills and experience
- Excellent interpersonal, presentation and networking skills.
- Excellent collaboration skills with the ability to deliver results.
- Excellent verbal and written communication skills.
- Excellent self-management, organizational skills and meticulous attention to detail.
- Ability to think critically and creatively, work under pressure and prioritize effectively in the midst of conflicting priorities and competing demands.
- Positive outlook with a can do attitude.
- A flexible approach and a recognition that our work is wide-ranging, sometime requiring the shifting of resourcing and effort to new priorities.
- Valid Driver’s license and ability to self-drive the High Commission’s vehicle

Desirable qualifications, skills and experience
- Post secondary education in a relevant field or equivalent experience.
- Experience in stakeholder management and customer engagement.
- Experience in a similar role (e.g. project delivery in public service/government, estates management, or construction project delivery).
- Valid UK Security Clearance
- Experience working in an international environment
- Experience with LEED
- Prince2 or PMP Certification
- Required behaviours- Changing and Improving, Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together Application deadline Application deadline - day Application deadline - month Application deadline - year
- 7 March 2023

Grade
- Administrative Officer (AO)

Type of Position
- Fixed Term, Full-time

Working hours per week
- 37.5

Duration of Post
- 12 months

Region
- Americas, Caribbean & Overseas Territories

Country/Territory
- Canada

Location (City)
- Ottawa

Type of Post
- British High Commission

Number of vacancies
- 1

Salary Currency
- CAD

Salary
- $4,469.45 monthly

Start Date Start Date - day Start Date - month Start Date - year
- 17 March 2023

Other benefits and conditions of employment

**Learning and Development Opportunities**:
Health and Safety Training

Contract Management

Project Management

**Working Patterns**:
The individual will be physically based in Ottawa, Canada. The core working hours are 0900-1700 ET, but potentially variable (depending on workload) and somewhat flexible, with Line Manager's agreement. You will be on site the majority of the time. Some weekend work as needed during the physical move.

Occasional meetings with overseas colleagues may be required outside of the core working hours (less than 5% of time).

Additional information

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