SRR - Logistics Manager (EO)

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 1 Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory 1 Corporate Services Support, Estate Operations Job Description (Roles and Responsibilities) 1

The British Embassy Riyadh has a vacancy for a Logistics Manager on a fixed-term contract of two (2) years.

While the role is based in Riyadh, there will be occasional travel to the British Consulate in Jeddah. The jobholder will manage 18 Drivers in Riyadh and Jeddah and two (2) Mechanics in Riyadh.

Duties and responsibilities:

- Transport management

Draft and propose transport planning, schedules, and delivery plans for VIP visits. Co-ordinate internal and external schedules, highlighting pressures and identifying solutions. Incorporate feedback channels and measures to gauge impact of communications. Support and assist with logistics for diplomatic staff arrivals, departures, and official business. Research, review, and develop transport policies to ensure they remain compliant with Foreign, Commonwealth and Development Office (FCDO)/ One HMG rules and regulations. Regular meetings with the Regional Overseas Security Manager (ROSM) to ensure the efficient planning and management of Transport team’s forward programme of VIP visits, vehicle maintenance, and improvement projects. Maintenance and management of accurate record of transport activity, including but not limited to contacts database, transport use/ statistics, invoicing, and income generation. Identifying the destruction of old armoured vehicles (AVs) and procedures from local destruction company. Identify process efficiencies and provide recommendations for improvement. Continually develop own and team’s knowledge on processes and transport requirements. Effectively prioritise own work and work of the team to meet business requirements and objectives. Establish/ embed practises and procedures for VIP movement and close protection teams ensuring physical security of guests, with limited supervision.

- Asset management

Management of transport fleet, including maintenance and updating/ improving the vehicle asset register and reporting procedures. Identify planned maintenance requirements and correct deployment of the fleet. Responsibility for monitoring and control of Transport inventories and assets.

- Compliance

Develop vehicle safety, transport scheduling, fleet management, and vehicle procurement processes. Implement policies and best practise on vehicle procurement, ensuring the Mission achieves maximum value for money. Ensure compliance with correct accounting procedures. Manage maintenance and transport compliance, identifying and highlighting areas for improvement. Manage and deliver all aspects of Transport Health and Safety (H&S), including H&S induction, training, and operating procedures. Research and draft Embassy transport policy, procedures, and legislation, including but not limited to health and safety.

- Communication

Review/ develop policies and procedures and pro-actively identify and draft staff communications. Pro-actively inform staff and team of legislative changes and guidance. Communicate policies, improvements, and compliance regularly to Senior Management Team (SMT) and Estates Security Directorate (ESD). External liaison with Transport Managers at like-minded missions to seek and exchange information, clarify processes/ policies, and identify legislative changes and guidance. Liaison with key Ministry contacts, transport, and police department. Champion a ‘customer first’ approach. Identify customer requirements and quality standards and highlight improvements to the Transport team to exceed customer expectations. Act as the ‘intelligent client,’ identifying requirements and appropriate service level agreements (SLA) to manage and monitor requests. Effectively challenge requests if they are not in line FCDO policies and procedures. Provide guidance and act as an escalation point on staff matters for diplomatic and country based staff, including dispute resolution. Actively build and deepen relationships with key stakeholders internally and externally. Act as internal and external liaison and demonstrate a professional and courteous manner.

- Line management and people management

Lead and manage the Transport team independently, with limited supervision. Line management of a team of Drivers (18 Drivers across Riyadh and Jeddah) and two (2) Mechanics who are responsible for safe driving and vehicle maintenance to ensure and maintain a high quality of service to guests and VIP visitors. Regular meetings with staff to ensure duties are being carried out efficiently and effectively and to identify learning and development needs. Develop communications plan within the team to regularly provide updates/ improve team morale. Implementation of an effective shift roster, identifying opportunities for delivering value for money and reducing overtime costs. Be open to learning; keeping one's own knowledge and skill set as well as that of team members current and evolving, taking advantage of the Embassy’s strong Learning & Development (L&D) offer as well as opportunities to learn from and share best practice with fellow Transport Managers in the UK’s global diplomatic network. Development of training programmes, responding to individual development needs to support continuous professional development and accurate understanding of role requirements and high standards of service. Collaborate with the team to ensure they remain compliant with current and anticipated legislative requirements. Promote creativity and flexibility to manage the Transport team. Champion and embed a collaborative and inclusive culture.

- Finance

Management of transport budget (maximum £75,000) for Riyadh and Jeddah. Manage capital expenditure within delegated authority. Report to Head of Estates and Logistics and Senior Management on capital expenditure and progress of capital procurement within the required deadlines. Procurement of insurance and multi-point vehicle inspection (MPVI) of the Embassy fleet for Riyadh and Jeddah. Identify and negotiate savings and prepare and submit proposals to Senior Management. Manage the purchase and sale of vehicles and vehicle parts using the FCDO internal accounting system, completing receipting and managing records on the internal Oracle-based system.

The above list is not exhaustive, and the jobholder will be required to be flexible as specific responsibilities could change in the future, and this would be at the discretion of the Line Manager and Senior Management. The jobholder may also take on other ad hoc tasks as required, including participating in the Embassy emergency planning and any response to a crisis.

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. Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others. Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions. Managing a Quality Service - Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.

Eligibility:

The successful candidate must be able to secure a local residence and work permit in Saudi (iqama) OR already have the right to work and reside in Saudi. The British Embassy provides visa sponsorship. The successful candidate will be required to transfer their visa under the Embassy's sponsorship. Essential qualifications, skills and experience 1 Relevant experience in transport management or vehicle fleet management, ideally for at least three (3) years; or holds at least a bachelor’s degree in logistics. Knowledge of fleet and transport policy and procedures. Relevant experience in vehicle procurement, ideally for at least three (3) years. Previous training in AV fleet management and experience with BR/ VSAG rated vehicles. Demonstrates local geographical knowledge to a high standard, with at least three (3) years of experience working locally in Riyadh/ Jeddah. Knowledge of specialist VIP movement and experience working with close protection teams, ideally for at least two (2) years. Experience in line management, ideally for at least three (3) years. Demonstrates excellent staff management skills and effective communication skills. Good project and planning management skills and an understanding of operating procedures. Excellent organisational skills. Ability to organise and prioritise workload, organise records, and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work. Excellent problem solving skills. Ability to anticipate and take initiative to avoid problems or fix them, and to use information and experience to solve problems effectively. Ability to understand competing priorities and make judgement calls on when to use own initiative to deal directly with issues and when to consult before taking decisions. Able to work independently and react calmly to situations that may arise, without constant supervision. Team player, with proven ability in collaborating and supporting others to deliver results. Excellent interpersonal skills, ability to develop and maintain a range of contacts to build effective working relationships. Demonstrates a collaborative approach to colleagues and stakeholder partnerships. Outstanding customer service skills, putting guests and clients at the heart of everything you do. Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved. Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication. Very good level of IT skills and proficiency in using Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams). Holds a clean and valid driving license for KSA or is able to gain one. Desirable qualifications, skills and experience 1 Previous relevant experience from working either in an embassy or in an international organisation. Knowledge of/ experience in using Oracle-based finance and procurement systems and databases. Arabic language skills. Required behaviours 1 Changing and Improving, Making Effective Decisions, Managing a Quality Service, Communicating and Influencing Application deadline 1 13 February 2024 Grade 1 Executive Officer (EO) Type of Position 1 Fixed Term, Full-time Working hours per week 1 35 Duration of Post 1 24 months Region 1 Middle East & North Africa Country/Territory 1 Saudi Arabia Location (City) 1 Riyadh Type of Post 1 British Embassy Number of vacancies 1 1 Salary Currency 1 SAR Salary 1 12,070 Start Date 1 14 April 2024 Other benefits and conditions of employment 1

The Embassy aims to offer an attractive working environment and remuneration package for this role.

Monthly salary details:

Base Salary - SAR 9,256 Housing Allowance - SAR 2,314 (subject to eligibility)* Travel Allowance - SAR 500 (subject to eligibility)* Total - SAR 12,070

*Allowances are not payable to staff who receive official provision for such expenditure in some other form. Spouses/ Dependents of UKBS officers working at the Embassy are not eligible to Housing or Travel Allowance.

No accommodation nor relocation expenses are payable in connection with this position.

This position is full-time, based on 35 hours per week. Normal working hours for the Embassy are from 08:00 to 15:00 from Sunday to Thursday, with core working hours from 10:00-15:00. Core working hours is the period of the day that employees are required to be at work. The working day outside of the core hours is a flexible period, which allows employees to choose when they work, subject to operational needs.

The jobholder will be required to be flexible in their approach to hours worked as these will be dictated by operational needs and may involve working out of hours (evening and weekend) to cover visits and events; in this case, flexible working or time off in lieu (TOIL) to compensate will be planned. Flexible working arrangements may be considered based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies.

Although the role is based in Riyadh, the jobholder should also be prepared to conduct regular travel to our Consulate General in Jeddah.

The successful candidate will be subject to a 90-day probationary period.

The successful candidate will be required to transfer their iqama under the Embassy's sponsorship.

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