Role Profile Job Description Job Title Ref no: Assistant Regional Asset Manager EU, Wider Europe and Americas Directorate or Region Resources/Busines s Support Services Department/Country Global Estates Location of post Poland Pay Band PB E Reports to Regional Asset Manager EU, Wider Europe & Americas Duration of job Indefinite Purpose of job: The post holder has responsibility for: Delivering improvements to the efficiency, effectiveness and sustainability of the BC global estate; Managing delivery of safe, secure and productive working environments for BC staff and customers, and property solutions which meet business requirements; Contributing to development of a programme management approach to property asset management. Context and environment: (e.g. dept description, region description, organogram) The British Council has a global property portfolio of 260+ commercial properties in 109 different countries around the world, the majority outside the UK, plus a large overseas residential estate. The role of the in-house Global Estates (GE) team is to ensure that the performance of the British Council s global estate improves over time by means of its property asset management function. Specifically, GE aims to improve the efficiency, effectiveness and sustainability metrics of the estate against identified benchmarks, and in so doing to deliver property solutions to support both the British Council s business needs and the Council s delivery of its cultural relations work worldwide. The post forms part of the Regional Asset Management team and reports to the relevant Regional Asset Manager. Accountabilities, responsibilities and main duties: (including people management and finance) 1. To work collaboratively with other Asset Management colleagues to develop and implement the Estates Strategy for the management of the BC global estate and to contribute to the development of GE s property and facilities management (P&FM) function as required. Develop and implement the BC Estates Strategy and GE Business Plan for one or more assigned geographical regions of the BC global estate. Engage with BC Country Directors and other peer managers as required to ensure that the BC Estates Strategy and GE Business Plan are appropriate to the business requirements and to the property portfolio for the assigned geographical regions, taking into account local operating conditions and the maturity of the in-region P&FM market. Contribute to the implementation of GE policies, performance indicators and service standards as determined by and through the GE Policy, Strategy & Standards team. Work collaboratively with other peer BC senior managers in the Business Support Services (BSS) cluster and other management fora as required to ensure efficient and effective workflow and flow of timely and appropriate information across the BSS and the achievement of BSS strategic and operational targets. Deputise for the Regional Asset Manager EU, Wider Europe & Americas in his/her absence as required. 2. To provide expertise relevant to the service development of the property and facilities 1 of 5
management (P&FM) function for assigned geographical regions of the BC global estate so as to deliver demonstrable improvements in the value, performance and sustainability of the regional portfolios over the life of the Estates Strategy and GE Business Plan. Manage the regional property portfolios for one or more assigned geographical regions on a full lifecycle basis, including drafting any strategic recommendations to be made to the BC Executive Board (EB) on property acquisitions, investments and disposals in region. As part of the GE Regional Asset Management team, contribute to the delivery of an intelligent client P&FM function to the BC business units of the relevant regions. Provide professional expertise and inputs across a range of property-related disciplines to enable improvements to P&FM service delivery. These disciplines will include real estate, architectural design, construction project management, facilities management, services engineering, procurement or environmental management. Generate regular, timely and accurate estates data on the regional property portfolio(s) for assigned geographical regions for provision to Head Workplace Performance for analysis of the performance of the BC global estate against agreed Key Performance Indicators (KPIs) for value for money, effectiveness, efficiency and sustainability. Work collaboratively with the Enterprise Risk Management (ERM) team colleagues to ensure that British Council premises comply with relevant health and safety, fire and security legislation, and that properties meet the requirements of risk management policy, strategy and standards set by the Enterprise Risk Management (ERM) team. Work collaboratively with the Environmental Management team colleagues to ensure that the British Council s global estate and P&FM services are managed so as to minimise environmental impact, to maintain the requirements of ISO 14001 certification and to meet the requirements of environmental policy, strategy and standards set by the Environmental Management team. 3. To manage property acquisitions, investments and disposals under the Property Asset Management Programme for the assigned geographical regions to drive value and efficiency out of the BC estate. Contribute to the preparation of GE s annual departmental and programme budget plans and forecasts for income and expenditure in order to meet BC organisational planning requirements. Deliver a Property Asset Management Programme for the assigned geographical regions of the BC global estate in line with the OGC Managing Successful Programmes (MSP) framework across the following property-related disciplines: o Real estate o Architectural design o Construction project management o Facilities management o Services engineering o Contracting and procurement o Environmental management Deliver the Property Asset Management Programme using established MSP principles and techniques to ensure consistency in management across the 12 geographical regions of the BC global estate. Contribute to the regular reporting on financial and budget management of the Property Asset Management Programme via the BC Financial Control & Compliance Framework (FCCF) as required, reviewing income and expenditure against plan, ensuring all transactions are carried out in accordance with British Council policy and financial procedures. Contribute as required to the quarterly review of risk management using the BC Enterprise Risk Management Framework (ERMF) to identify and mitigate risks to GE operations. Manage a regional programme of specific property investment projects, ensuring the application and use of PRINCE2 project management methodology to deliver these on time, to specification/quality and budget, and in compliance with all relevant local statutory requirements. 4.To contribute to GE s engagement with its customers and stakeholders, and to the management of the relationships and communications with recipients of GE s P&FM services. Work collaboratively with BC senior and peer middle managers to obtain their input to the BC Estates Strategy and GE Business Plan, and contribute to GE consultation processes on strategy development as appropriate. Engage with BC senior and middle managers, including Global Networks and English SBU as key customers and stakeholders, to understand future business needs and to articulate business needs in relation to property requirements and GE s global P&FM functions. Build effective peer relationships with Country Directors (CDs) and other peer level middle managers to ensure that changing and emerging business requirements in-region and in-country are captured in GE s planning and asset management processes. 2 of 5
Contribute to regular reviews and surveys on the appropriateness of GE s P&FM services to ensure that the services are meeting and aligned with BC business and customer needs and that services are improving against agreed Key Performance Indicators (KPIs). Work collaboratively with Environmental Management team colleagues to ensure that the BC s global estate and P&FM services are managed so as to minimise environmental impact, to maintain the requirements of ISO 14001 certification and to meet the requirements of environmental policy, strategy and standards set by the Environmental Management team. 5. To contribute to the management of GE s procurement and contracting strategy to maximise value for money & operational efficiency for the British Council in its procurement of asset management services. Contribute to the management and implementation of GE s procurement and contracting strategy in one or more assigned geographical regions. Manage GE procurement processes relevant to one or more assigned geographical regions, including any retendering of supplier contracts, in accordance with relevant UK and EU procurement legislation and relevant guidance from Strategic Procurement. Contribute to the periodic review of all GE contracts relevant to the assigned geographical regions to ensure that these are being delivered according to the agreed contract specification and established Service Level Agreement, and that the contract provision is regularly audited and audit results recorded. Manage framework agreements for the delivery of relevant asset management consultancy services as required Manage project teams comprising in-house BC staff and external consultants to ensure effective delivery of the BC Property Asset Management Programme across the BC global estate. 6. To manage the specification for operational P&FM service solutions for relevant BC offices, ensuring that these are cost-effective, efficient and responsive to the British Council s changing business needs. Manage the specification of operational P&FM service delivery by in-house BC staff at relevant premises of the British Council s UK or overseas estate as required. Where the P&FM service solution requires direct management, ensure the P&FM services are delivered in accordance with Service Level Agreements (SLAs) agreed with BC business units and that these are relevant to the specific customer needs and operational requirements at each BC office location, country and geographical region. Manage to ensure compliance with and contribution to the development of GE department-wide systems, procedures and documentation by the GE Business Support Team and that regional asset data is up to date and complies with any requirements for keeping of statutory records, and with internal or external audit requirements. Generate asset lease, cost and occupation data for provision to Head Workplace Performance to enable timely, accurate and comprehensive reporting on the performance of the BC global estate. Engage with and contribute to relevant UK national government property initiatives, including the OGC s Property Benchmarking Service, National Audit Office submissions and other reporting requirements. 7. To perform a subject matter expert role in a field relevant to GE operations (such as real estate, architectural design, construction project management, facilities management, services engineering, procurement or environmental management) to ensure that the GE team is recognised exemplar of professional expertise and best practice. Develop and broaden own professional skills and experience by participating in the GE department-wide programme of training and continuing professional development (CPD). Work flexibly to permit flexible deployment across the GE Regional Asset Management team to support particular regional programmes or projects with relevant specialist expertise and technical advice. Contribute to the development of the wider BC P&FM community by actively sharing and disseminating own professional knowledge and expertise, issuing guidance, delivering training and providing operational support to colleagues. Provide professional expertise and advice to BC colleagues in-country or in-region who have property-related responsibilities, including to Resource Managers and Project Coordinators. Provide subject matter expertise to the GE Policy, Strategy & Standards team as required to inform their development of property-related policies, strategies and standards. Maintain own professional membership of and accreditation for relevant professional property institutes.. Make a positive contribution to relevant professional property fora and attend internal and/or external meetings representing the British Council s estates function as required. Key relationships: (include internal and external) 3 of 5
Country Directors, Overseas Project Co-ordinators Peers in Strategic Business Units & in Business Support Services Enterprise Risk Management colleagues Environment Team Global Property Partner (CBRE) External consultants and contractors Other important features or requirements of the job (e.g. travel, unsocial/evening hours, restrictions on employment etc) Some overseas travel required, not in excess of 60 days per annum. Please specify any passport/visa and/or nationality requirement. Please indicate if any security or legal checks are required for this role. None None 4 of 5
Person Specification Essential Desirable Assessment stage Behaviours Creating a Shared Purpose Shaping the future Short listing OR Interview only Making it Happen Being accountable Working together Connecting with others (all at more demanding level) Skills and Knowledge Evidence of quality management skills, and of having managed a service delivery/support function so as to deliver improvements in service quality to customers and users. Short listing and/or Interview Evidence of managing and working in a multi-disciplinary property or estates team carrying out a mix of different functions or delivering different services. Experience Demonstrable previous professional experience (3-5 years minimum) of working as an architect. Experience in working as an architect and delivering capital works projects. Short listing and/or Interview Qualifications Educated to degree level or equivalent with a professional qualification in architecture (or interior design) supported by full membership of and accreditation to professional institute ( i.e. Royal Institute of British Architects or local equivalent professional body) Short listing and/or interview Submitted by Charles McLean Date 17 February 2017 5 of 5