View Vacancy – SRR – Head of Estates and Logistics (HEO)

The British Embassy Riyadh has a vacancy for Head of Estates and Logistics, job grade Higher Executive Officer (HEO), on a fixed term contract for one (1) year, with the possibility of renewal.

The jobholder will be overseeing the KSA Network consisting of the British Embassy in Riyadh and the British Consulate in Jeddah. They will lead, develop, and manage the Estates, Transport, and IT functions across the KSA Network, ensuring effective delivery of services that support our strategic objectives. They will need to ensure that estates and logistical services are fit for purpose and proactively seek 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, as well as 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. 

Duties and responsibilities:

– Leadership and team management

• Day-to-day and direct line management of four (4) members of staff and oversight of their teams (total of 32 staff). Manage the teams effectively and in accordance with HR policy, treating people fairly and with respect. Provide strategic direction and lead the teams through change.
• Provide strategic leadership and direction to multidisciplinary teams across Estates, Transport, and IT.
• Develop and manage budgets, ensuring efficient allocation of resource across all areas.
• Review and improve Estates, Transport, and IT policies, ensuring these are assessed and updated in line with relevant legislation, policies, and best practice.
• Create and maintain risk registers for Estates and Logistics.
• Build and maintain a culture of continuous improvement, innovation, and cooperation. In turn, represent the department in cross-Embassy activities, working collaboratively with stakeholders to deliver shared objectives.

– Estates

• Oversee the estates portfolio across the KSA Network in line with FCDO policy, working with the Estates Managers in Riyadh and in Jeddah to ensure that both locations are in good condition, are well maintained, and presentable. This includes management, maintenance, and optimisation of the estate portfolio and compliance with health and safety, environmental, and statutory regulations.
• Oversee management of contracts and maintenance budgets across the KSA Network, with a total value of over £2m per annum. Oversee the Estates Managers in their procurement and contract management of smaller contracts, ensuring value for money and operational efficiency.
• Act as contract manager for large and complex contracts, ensuring value for money and compliance with FCDO procurement guidelines. Ensure delivery of contracts meet agreed time, quality, and cost criteria.
• Ensure systems are in place for property condition assessment (PCA) recommendations, planned preventative maintenance (PPM) works, asset registers, and forward maintenance and long-term maintenance strategies. Work with Estates Managers to swiftly deliver and monitor relevant plans, recommendations, and improvements.
• Lead Embassy planning for major Estates refurbishments requiring central funding, such as planned relocation, estate improvement, and greening.
• Act as Vice Chair of the Health and Safety (H&S) Committee. Ensure that regular audits are conducted, and appropriate action is taken to address 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 KSA Network’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 UK Based Staff (UKBS) 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 UKBS. Maintain a register of incoming UKBS and plan ahead, making adjustments to the estate holdings as required in advance.

– Transport

• Oversee planning, co-ordination, and delivery of transport services, including fleet management.
• Development and implementation of the KSA transport policy which sets out clear service standards, when official transport may/ may not be used, and notice periods required for bookings.
• Ensure compliance with relevant legislation, including vehicle safety and emissions standards.
• 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.
• Promote cost-effective and sustainable transport solutions, supporting environmental and financial goals and planning ahead as more energy efficient and electric vehicles come into Saudi Arabia.
• Rationalise transport usage, putting in place an effective online booking system that enables transport managers to plan ahead and reduce 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 hosting large visits.
• Manage procurement and maintenance and relevant contracts for transport-related services.
• Work with transport managers to ensure that performance management for Drivers, and that Drivers have access to learning and development opportunities including up to date defensive driving skills.

– IT

• Develop and implement the IT strategy to ensure robust, secure, and innovative digital solutions in line with FCDO changes and standards.
• Oversee the delivery of IT services, including infrastructure, software, and user support, ensuring high levels of availability and performance.
• Ensure compliance with data protection regulations, cybersecurity standards, and government digital guidelines.
• Lead the team to manage the IT budget and maintain asset registers and highlight any issues as a priority.

– 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 logistical 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 for the Deputy Director of Corporate Services during absences/ annual leave as required.
• Handle any additional requests from the Director of Corporate Services (DCS) and Deputy Head of Mission (DHM) as needed.

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

Key behaviours required:

• Leadership – Show pride and passion for public service. Create and engage others in delivering a shared vision. Value difference, diversity, and inclusion, ensuring fairness and opportunity for all.
• 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.
• 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.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.

Eligibility:

• The successful candidate must already have the right to work and reside in Saudi (iqama).
• The successful candidate will be required to transfer their visa under the Embassy’s sponsorship.

• Middle management experience, ideally for at least 6-10 years and preferably with direct involvement in Estates, Logistics, operational management/ programme management.
• Experience in managing cross-functional teams, ideally for at least 6-10 years.
• Budget management experience, ideally for at least 6-10 years.
• Experience in managing suppliers and outsource delivery.
• Holds at least a bachelor’s degree in finance, estates, or other relevant fields.
• A confident communicator with excellent interpersonal skills and proven ability to engage at all levels internally and with external stakeholders. Ability to challenge and influence senior stakeholders.
• Excellent communication skills in English, both verbal and written. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Strong customer service skills to manage competing priorities. Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
• Good interpersonal skills and team player with willingness to work across boundaries. Ability to work collaboratively and effectively with contacts and colleagues.
• Excellent team management skills. Resilient, and flexible, and demonstrates a ‘can do’ attitude.
• Strong problem solving and analytical skills and resourcefulness in solving problems. Ability to anticipate and take initiative to avoid problems or fix them, and to use information and experience to solve problems effectively. Able to work independently and react calmly to situations that may arise, without constant supervision.
• Strong organisational skills and keen attention to detail. Ability to effectively work under tight deadlines and in a fast-paced environment and adapting to changing aims without compromising the quality of the work.
• Strong IT skills and proficiency in MS Office tools (Excel, Word, PowerPoint, Outlook, Teams).