View Vacancy – Corporate Services Officer -Estates & Health and Safety (KOS24.326)

 About us:

The British Embassy in Pristina is part of a world-wide network, representing British political, economic and consular interests overseas.

The British Embassy in Pristina is looking for an enthusiastic and skilful Corporate Services Officer, who will lead on the operational delivery of the British Embassy Pristina residential and non-residential estates to ensure a safe and compliant platform, as per FCDO standards and policies on Estates, Accommodation, and Health & Safety. 

This role requires a proficient team-player, who will be collaborating with a wide range of stakeholders including Estates, Security and Network Directorate (ESND), the Regional Technical Lead (RTL), Head of Corporate Services (HCS), a range of suppliers, and all UKB staff members and their families, to ensure property management compliance. The jobholder will be responsible for supporting the arrival and departures process of the UK based staff and their families, providing accommodation with furniture and furnishings, as well as ongoing planned and ad-hoc property maintenance support. The job holder will serve as the Embassy’s Health & Safety contact point, ensuring compliance and supporting implementation of recommendations from Health & Safety inspections.

The jobholder will manage the relevant estates budgets, as well as procure estates and other office related products and services, in line with FCDO Finance and Procurement guidelines. The job holder will also line manage the Maintenance Assistant.

The job holder will be part of the Corporate Services team and is line managed by the Head of Corporate Services. This is a key role in a busy Embassy, and the job holder will need to engage with people at all levels and deliver results with value for money for the Embassy.

The role entails:

Estate Supervision – 70%:

• Ensure all British Embassy properties are effectively managed and compliant with global policy, working closely with Estates, Security and Network Directorate (ESND), Regional Technical Lead (RTL), Head of Corporate Services (HCS) and suppliers.
• Manage the day-to-day running of all properties, including preventive maintenance plan with the support of Maintenance Assistant and suppliers. Act as the initial escalation and contact point for staff queries. Focus on effective customer service, ensuring that the Estate’s team is providing a professional service in line with the Mission’s Corporate Services Charter.
• Support arrival and departure of UKBS and their families on platform, ensuring accommodation is arranged in compliance with FCDO Accommodation and Health & Safety policies and working closely with the Post Security Manager.
• Ensure that all Embassy properties’ furnishings meet required levels in line with FCDO Accommodation, Estates and Health & Safety policies. Manage inventories of properties and warehouse stock.
• Maintain a safe, compliant and supportive working environment for all staff and diplomatic families.
• Support implementing recommendations from Health & Safety inspections, surveys, and reports. Complete Health and Safety assessments as per Health and Safety Framework.
• Ensure property data compliance in Planon and inventory data compliance on Pyramid.

Finance and Procurement activities (20%):

• Manage estates related budget allocation in liaison with CSO Finance and HCS, including forecast, monitoring and procurement. Ensure all spend is in line with FCDO Accommodation policies, Finance and Procurement guidelines and best practice putting Value for Money at the heart of all activities.
• Liaise with the Embassy suppliers and contractors for quotations, scope of work and implementation of required work. Ensure the delivery is of a quality service, is financially compliant and represents value for money.
• Assist the team in daily procurement activities, including office related procurement, such as stationery, IT, office furniture and supplies etc.

Team support (10%):

• Cover for Corporate Services Officer – Finance during periods of absence.
• Act as Deputy Fire Manager.
• Deputise for Mission IT Support Officer (ITSO).
• Take on the Logistics Officer activities as part of any Crisis response and participate in test exercises.
• Support the Mission Green Committee, by implementing sustainability initiatives at Mission, in line with ESND requirements.

Other duties as required by Line manager and Mission’s needs.

Resources managed (staff and expenditure): This role will line manage the Maintenance Assistant.

Resources Managed: Budget responsibility for the estates and other related elements of the Mission’s local budget.

Responsibility for efficient management of Embassy Estates (currently 8).

Our ideal candidate has:

• Minimum 2 years of working for an international organisation or large business, preferably with direct involvement in Estates/Facilities and/or overseeing maintenance teams.
• A bachelor’s degree.
• Excellent verbal and written communication skills in English and Albanian. (minimum C1 as per the CEFR)
• Confident and clear communicator.
• Excellent customer service skills and ability to manage expectations.
• Experience in managing suppliers and outsourced service delivery.
• Good organisational and problem-solving skills.
• Professionalism and sensitivity when dealing with customers (UKB staff, families, staff members) as well as Embassy suppliers.
• Strong computer skills – confident use of Word, Excel, Outlook, databases, Internet.
• Resilience and the ability to work flexibly, with a can-do attitude.
• Familiarity with procurement processes.
• Good line management skills.
• Valid driver’s license.