Srr - Head of Estates and Logistics (Heo)

Job Description (Roles and Responsibilities)

The British Embassy Riyadh has a vacancy for a Head of Estates and Transport on a fixed-term contract of two (2) years.

The jobholder is responsible for ensuring KSA Network estate and transport services are fit for purpose and proactively seeking improvements and value for money in accordance with Foreign, Commonwealth and Development Office (FCDO) policies, procurement, and budgetary guidance.

As a leader in corporate delivery, the jobholder will require excellent management, interpersonal and communication skills, tact, discretion, and an ability to deliver consistently across a broad range of responsibilities. The jobholder will also be required to show understanding and sensitivity in handling Embassy and host government requirements.

In particular, we are looking for a skilled manager able to bring the best out of his/ her staff and able to organise the work and team to ensure delivery whilst adhering to Embassy protocol and standards.

**Duties and responsibilities**:

- Estates
- Oversee the estates portfolio across two sites (Riyadh and Jeddah) in line with FCDO policy, working with the Estates Managers on both sites to ensure that both platforms are in good condition, are well maintained, and presentable
- Manage the Estates teams effectively and in accordance with HR policy, treating people fairly and with respect. Provide strategic direction leading the teams through change.
- Oversee management of contracts and maintenance budgets across both sites, with a total value of over £2m per annum for the KSA Network. Oversee the Jeddah and Riyadh Estates Managers in their procurement and contract management of smaller contracts.
- Act as contract manager for large and complex contracts, ensuring that they represent value for money and comply with FCDO procurement guidelines, delivery of contracts meet agreed time, quality and cost criteria.
- Ensure there is a system in place to monitor the implementation of property condition assessment (PCA) recommendations, and that they are swiftly and fully addressed
- Ensure that there is a system in place for planned preventative maintenance works (PPM) in both sites and work with Estates Managers to agree and deliver plans for improvement.
- Work with Estates Managers to put in place a system for asset registers, forward maintenance and long-term maintenance strategies, and improvements.
- Lead Embassy planning for major Estates refurbishments requiring central funding, in particular the relocation of the Jeddah estate, the perimeter strengthening for the Riyadh estate, and greening of both estates.
- Act as chair of the Health and Safety (H&S) Committee, ensuring that regular audits are undertaken and appropriate action is taken to address H&S issues. Ensure that Estates Managers on both sites maintain H&S compliance and risk registers. Manage centrally led inspections. Provide briefings to Post Management Board Senior Management about Post’s exposure to liability and risk, recommending remedial action where appropriate.
- Through the Post Housing Committee (PHC), reach decisions on allocation of property to new officers and use of accommodation within the guidelines and constraints of the FCDO Estates Policy. Work closely with the Community Liaison Officer (CLO) to facilitate the arrival/ departure of UK Based Staff (UKBS). Maintain a register of incoming officers and plan ahead, making adjustments to the estate holdings as required in advance.
- Logistics/ Transport
- Ensure that both Riyadh and Jeddah transport teams have systems in place for vehicle maintenance and forward planning for vehicle procurement when current vehicles are approaching end of life
- Work with transport managers to ‘green’ the transport fleets, planning ahead as more energy efficient and electric vehicles come into Saudi Arabia.
- Rationalise transport usage, putting in place effective online booking system that enables transport managers to plan ahead and reduces the need for driver overtime.
- Put in place transport back up option e.g., trusted taxi firm, so that transport requirements can continue to be met while Post is hosting large visits.
- Maintain an updated KSA transport policy that sets out clear service standards, when official transport may/ may not be used and notice periods required for bookings.
- Work with transport managers to ensure that drivers are performance managed, and have access to learning and development opportunities including up to date defensive driving skills.
- Other local requirements
- Undergo crisis training and be ready to take on the role of Deputy Logistics Manager in the event of a crisis, taking part in desk-based crisis exercises and standing ready to support if a real crisis occurs.
- Ensure that logístical crisis response instructions are up to date and that after each incident or exercise these are reviewed and updated in the light of lessons learned.
- Provide cover during absences