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Auh - Accommodation & Transport Officer A2(L)
3 weeks ago
Job Description (Roles and Responsibilities)
The British Embassy Abu Dhabi has a vacancy for an Accommodation and Transport Officer on a fixed term contract of three (3) years.
Reporting to the Estates Manage, the jobholder will be responsible for maintaining the embassy property portfolio to include forecasting of rents and maintain a property data report analysis. They will source/ recommend all accommodation provisions (temporary and permanent) suitable for UK-based staff in line with Foreign, Commonwealth and Development Office (FCDO) Health and Safety (H&S) and Security policy provisions, whilst managing the on-boarding/ landing of new arrivals and successfully overseeing the departure of UK-based staff and their families. They will negotiate new leases and future tenancy renewals to deliver value for money. They will also effectively manage and maintain all tenancy provisions, including all on
- and off-site property and furniture stock. They will also be required to maintain a range of IT systems and databases.
The jobholder will maintain and monitor residential and commercial (office) furniture inventory databases and up-keep of all Post-wide furniture requirements in line with FCDO Accommodation and Procurement policies. They will also be the point of contact for the offsite contractor who manages the storing and delivering of furniture and furnishings.
Further responsibilities will include efficient arrangement of all ‘move in’ and ‘move out’ inspections; they will be required to communicate at all different levels, effectively and clearly, demonstrating clear thinking and proactive practices, relating to property management.
They will also be responsible for the Abu Dhabi and Dubai centralised transport fleet. This will require day-to-day line management of the drivers in Abu Dhabi, as well as managing a central transport request system and allocation of transport in line with FCDO and Post policy, working closely with their Dubai-based counterpart.
**Duties and responsibilities**:
- **Accommodation services (75%)**
- Assisting Estates Manager in: administration of sourcing/ recommending properties for new UK-based positions according to the Post Housing Policy and FCDO guidance;
- Maintaining a rent budget and associated finances;
- Identifying and sourcing residential properties to meet staff needs, in line with policy;
- Managing property portfolio ;
- Supervise and ensure all new-leased properties are furnished (hard & soft furnishings) according to FCDO standards. Co-ordinating with the Community Liaison Officer (CLO) to ensure float items are in a property and ensuring a property is ready for occupation for new arrivals;
- Responsible for the up-keep and maintenance of all furniture provisions (office and residential) and dealing with general, day-to-day furniture enquiries.
- Collaborating and liaising with contractors managing Embassy furniture provisions;
- Liaising with third party suppliers and contractors;
- Supervision and booking of all temporary and transit accommodation for new arrivals, temporary duty staff, and estate visitors;
- Responsible for securing corporate rates with hotels;
- Raising requisitions, receipting goods that comply with FCDO procurement rules and policy;
- Ensure weekly and monthly statistics are compiled accurately for various Management Information (MI), including KPIs, etc.;
- Manage and conduct efficient Move in/Move out process;
- Manage efficient Inventory process;
- Responsible for meeting FCDO H&S procedures;
- Assist in acting as annual leave cover for the Estates Team;
- Participate in the Embassy emergency planning process and assist as required in responding to any crisis.
- **Transportation services (25%)**
- Manage a centralised transport booking system supporting incoming booking requests from both Abu Dhabi and Dubai customers;
- Oversight and line management of three (3) Drivers in Abu Dhabi and managing the development of the team;
- Maintaining driver rosters and schedules;
- Oversight of management of Abu Dhabi’s fleet of vehicles;
- Collaborating and partnering with Dubai’s transportation team;
- Collaborating with internal stakeholders supporting visit and event planning.
The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required.
**Key competencies required**:
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Delivering at Pace** - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way. Keeping a firm focus on priorities and addressing performance issues resolutely, fairly, and promptly.
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Collaborating and Partnering** - Being a team player who creates and maintains positive, professional, and trusting working relationships with a wide range of people within and outside the organisation to help get business done. Worki
