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Job Category: Foreign and Commonwealth Office (Operations and Corporate Services)
Job Subcategory: FMCU (Facilities Management Client Unit)

Job Description (Roles and Responsibilities)

The FCO has outsourced the management of all its UK buildings, and some overseas properties, to specialist facilities management (FM) companies. These companies are responsible for providing services to staff, which includes catering, cleaning, pest control, heating & lighting, office moves and porterage. At Posts they also supply reception services, manage residential property and, in some locations, provide security guarding. They are also tasked with ensuring that we comply with health & safety requirements.

The FCO's Facilities Management Client Unit (FMCU) manages the outsourced contracts and acts as the interface between the private FM companies and the FCO as well as responsible for holding the budget for Global Maintenance Investment Funds at Posts without an FM Service provider.

The job holder is responsible for overseeing the reporting of Global Maintenance Projects in three regions: Africa, Asia Pacific and South Asia Directorates; ensuring such projects are delivered within agreed budget allocations and timescales. The funding includes any type of building works at residential and non-residential properties ranging between £3,000 and £250,000, specifically where Posts fall outside of Interserve or ISS contract coverage. The main area of focus is Health and Safety related maintenance works, to help drive the Compliance scores up across the network. Key activities of the global maintenance team of 3 people, plus a Line Manager, include annual planning and stewardship of the maintenance programme and are responsible for reflecting the approved works on the Forward Maintenance Register (FMR) on Pyramid.

Main Duties & Responsibilities:

Take full ownership of the Global Maintenance Programme in the relevant regions ensuring FMCU engagement through project package design phase to procurement stage and beyond. Ensure continuous performance improvement is achieved in the regional work streams run with FCO Services. Building effective and constant communications with Stakeholders at all level throughout the organization by acting as a key interface between FCO Services and the Office including Posts, Finance Business Partners (including FAU – Fixed Asset Unit), Procurement Hubs, Internal Audit, Estates Department and the Portfolio Management Office;

Prepare monthly financial updates, forecasts and dashboards to Senior management. Undertake reporting and administrative tasks related to projects on Prism. Identification and management of financial risks associated with the delivery of projects. Understand commercial and financial terms, concepts, policies and processes to ensure FCO guidelines and National Audit Office requirements are being followed across the Network.

• Update and maintain project trackers; ensuring information is accurate and up to date. Prepare monthly financial reports by Directorate, highlighting key risks and issues - 33%;
• Assist the GMI manager in raising purchase orders, controlling invoices or help with any ad hoc reporting requests. Assist in the preparation and submission of the Global Maintenance Project annual Mid Term Financial Plan - 33%;
• Develop professional positive working relationships with FCO Corporate Departments, FCO Services and Posts. Manage Key Performance Indicators set up for Global Maintenance Programme - 33%.

Essential qualifications, skills and experience

• Relevant working experience in budget management role;
• Excellent communication skills;
• Business/Finance/Accounting degree (or working towards qualification e.g. through CIMA, ICCA, BIFM – British Institute of Facilities Management) or min 5 years’ experience in Facilities Management.

Desirable qualifications, skills and experience

• Able to demonstrate a career showing continuous performance improvement with previous experience of managing large database in a multi-national environment.

Required competencies

• Seeing the Big Picture, Collaborating and Partnering, Delivering Value for Money, Delivering at Pace.

Application deadline: 9 February 2020
Grade: B3 (L)
Type of Position: Full-time, Temporary
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Starting monthly salary (EUR): 4,058.62
Start Date: 2 March 2020

Other benefits and conditions of employment

This is a full-time contract for 5 working days (36.25 hours net) per week. This position will be filled on a "replacement contract" to cover a Maternity Leave. It is anticipated that the staff member will return in February 2021. This is only a guide and any possible earlier return or extension to this date would be discussed with the successful candidate.

The monthly gross salary for this position is €4,058.62 B3(L) level.

In addition, we offer an extensive salary package, which includes a 13 month, luncheon vouchers, pension scheme, hospitalisation insurance, reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Visa/passport requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract. Additional requirements may become necessary pending EU Exit. If requirements change additional eligibility information will be shared during the recruitment process.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

this job offer is not open for applications