View Vacancy – IQB – Estates Manager (EO)

The British Embassy Baghdad has a vacancy for Estates Manager, job grade Executive Officer (EO).

Reporting to the Deputy Director Corporate Services – Estates, the successful candidate will be responsible for ensuring that the British Embassy Baghdad estate is maintained to a high standard and complies with all Health & Safety (H&S) and Fire Safety standards, including ensuring the Life Support Contract delivers effectively on catering, cleaning, and laundry services, and proactively supporting all staff with H&S and fire safety issues and awareness. Supported by the Technical Works Supervisor and Maintenance Manager, and working closely with the Life Support Project Manager, the jobholder will lead on all aspects Estate Management both in our Embassy offices and accommodation units.

The jobholder will also be expected to contribute to the wider Corporate Services Team objectives – this may include HR management, finance and budgeting, contract management, and procurement, amongst others. This is an evolving role, and the successful candidate will need to be flexible.

Duties and responsibilities:

• Manage the estate in liaison with the Technical Works Group (TWG), ensuring the estate is fit for purpose and safe for residents, staff, and visitors.
• Lead on all aspects in ensuring occupants of both office and accommodation units have clean, well-maintained, and safe spaces to live and work.
• Facilities management: Ensure the Life Support Contract is delivering on set KPIs for laundry, catering, and cleaning services and report back on non-performance.
• Asset management: Lead the team to ensure the Embassy’s assets are accounted for through conducting inventories and conducting march in/ march out process for visitors and long-term residents of accommodation units.
• Take part in estates procurement process and conduct tender evaluations, contributing to developing statement of requirements for estates projects.
• Liaise with event organisers, catering services, and clients to ensure that all functions run smoothly.
• Work with TWG to define a regular pattern of routine maintenance to prevent issues arising. You will also need to respond quickly when issues do arise to ensure they are addressed to the required standard within the agreed timeframe.
• Ensure Post meets its statutory obligations in all areas pertaining to H&S and Fire Safety, including coordinating mandatory training and reporting in liaison with the HSE Advisor.
• Work with the HSE Advisor to ensure that all accidents are documented and investigated and that recommended improvements are implemented. Ensure that safety inspections are carried out, risk assessments are managed, and employees are aware of their responsibilities.
• Co-ordinate the development of H&S and Fire Safety policies, systems of work, and procedures.
• Play an active role in the Post Management Board, leading on H&S and Fire Safety issues, ensuring all agreed action points are completed within deadlines.
• Lead in co-ordinating any Estates projects and H&S related visits.
• Lead in organising meetings and act as secretariat to the H&S committee.
• Assist wider Corporate Services Team with audit follow up on Estates and H&S matters. Provide compliance support across the core streams in Corporate Services.

The jobholder will also line manage one (1) Facilities Assistant (at AO grade) and one (1) Porter (at S3 grade).

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 job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as and when required, including participating in the Embassy’s emergency planning and any response to a crisis.

Key behaviours required:

• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications, and risks of decisions.
• Seeing the Big Picture – Understand how your role fits with and supports organisational objectives. Recognise the wider Civil Service priorities and ensure work is in the national interest.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.
• Working Together – Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.

Eligibility:

If you are selected for this position, we will be able to employ you as long as:

• We can obtain the appropriate level of local and UK security clearance for you; and
• You have (or be willing to obtain) the right to live and work in Iraq. Candidate’s residence permit and work permit, and the expense to obtain them, will be their own responsibility – the Embassy does not provide residence or work permits. If you have any questions about residency and/ or visa requirements, you should contact the relevant Iraqi Government Ministry.

• Relevant experience working in an Estates or Facilities Management environment, including coordination of housekeeping, maintenance, and renovations, ideally for at least three (3) years OR holds a bachelor’s degree in property management, business administration, or similar fields
• Contract management experience. Ability to manage contractors to deliver on agreed contract terms.
• Experience of working in H&S and/ or fire safety role, delivering H&S/ fire safety policies, procedures, rules, and regulations.
• Experience or knowledge of environmental management systems.
• Proactive and able to work in a fast-paced environment, managing own time and priorities effectively.
• Flexible, resilient under pressure, and decisive, with a proven track record of delivering results regularly within tight deadlines.
• Excellent communication skills in English and Arabic, both verbal and written. Confident and strong communicator with high customer focus and able to tailor approach to express ideas and messages clearly and concisely to different audiences.
• Excellent interpersonal and communication skills as well as exceptional time management and multitasking abilities.
• Able to work without close supervision and is also a good team player.
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with stakeholders.
• Strong IT computer skills and in using MS Office applications (Outlook, Word, Excel, PowerPoint, Teams).