View Vacancy - JOA - Estates Officer (AO)

The British Embassy Amman has a vacancy for Estates Officer, job grade Administrative Officer (AO) on a fixed term contract for two (2) years. 

This is a busy role that calls for an experienced, well-organised, self-starter with drive and initiative, high-quality personal skills able to manage a small team. The role requires someone that can take a plan and translate this into customer focused day-to-day operational delivery. You will be working with the Estates Manager to deliver a great service across British Embassy estates including some 80+ units of leased accommodation for our Diplomatic staff and to establish the Corporate Services (CS) Team as a centre of excellence serving a diverse staff base.

You will be a key part of managing British leased properties in compliance with FCDO policies. You will help to maintain assets that are recorded, tracked, and organised.. You will be providing the day-to-day supervision of a small cleaning team members.  You will be a part of the Embassy’s health, safety and welfare standards for the benefit of all staff at the Embassy in a ‘zero harm’ culture. You will be part of the drive to reduce the Embassy’s carbon footprint through greater use of renewable energy, reduction in waste and the increase of sustainable practices.

This is a pressured but rewarding role for a candidate interested in customer service and operational delivery. It will require and test management and communication skills as well as teamwork and resilience.

Roles and responsibilities:

The British Embassy estate comprises an office building and a compound which includes leisure facilities (swimming pool, gym, tennis / basketball court, football pitch, children’s play area).  A major part of the estate is the 80+ leased properties for UK-based staff and a representational residence for the Ambassador near the 4th circle.

• Drafting lease agreements for apartments and submitting them to the Estates Manager for quality assurance. Liaising with landlords to obtain all required documentation to complete landlord onboarding on Embassy systems, in line with internal procedures and FCDO policies.
• Managing the termination of leased apartments, including issuing formal notice letters, coordinating dilapidation works with relevant sections, overseeing handover back to landlords, and informing the Estates Assistant to follow up on utilities meter ownership transfers.
• Managing lease contracts with landlords and acting as the primary focal point on behalf of the Embassy, including updating landlord and property information, processing payments, and managing general correspondence. Maintaining effective landlord relationships to ensure all parties meet their contractual obligations.
• Assisting the Estates Manager by establishing and working with a range of Estates Agencies in Amman to identify suitable leased properties that meet FCDO specifications for build quality, maintenance standards, risk and security requirements, and that align with current UK‑based staff numbers within designated residential zones.
• Supervising the delivery of cleaning services, either through in‑house staff or contracted cleaning companies, in line with the agreed daily cleaning programme and scope of work. Being responsible for the procurement of cleaning materials in compliance with internal procedures and FCDO policies.
• Managing office and residential set‑ups, including the distribution of furniture to UK‑based staff accommodation units using in‑house porters, in coordination with relevant sections, available stock levels, and in compliance with FCDO policies.
• Managing furniture and appliance stock levels, maintaining holdings at an appropriate minimum, and working closely with the Estates Assistant to establish, maintain, and regularly update a digital inventory.
• Working with the Community Liaison Officer (CLO) team to plan and deliver UK-based staff arrivals and departures at Post. Ensuring that, between occupants, cleaning and landlord led works—such as mould treatment, painting, repairs, and bathroom amendments—are completed and coordinating with relevant sections to ensure hard services are finalised.
• Being responsible for organising the sale or disposal of unwanted items, ensuring full compliance with Post and FCDO policies, and applying green principles by prioritising upcycling, recycling, or repurposing where feasible.
• Keeping the Estates Assistant fully informed of all accommodation related activities and changes across Embassy premises to ensure accurate recording, tracking, and processing of information.
• Work with the Embassy Climate Officer and Greening committee to deliver agreed Climate projects to set timelines and budget parameters. Contribute to the Greening committee with ideas to reduce utility usage at the Residence and UKB accommodation units, using ideas and guidance following the Energy Audit.

Health, Safety and Statutory Compliance

• Champion a ‘zero harm’ culture at BE Amman and encourage staff to use the H&S reporting portal.
• Understand and operate within FCDO Estates guidelines on standards of living, health and safety regulations to UKB staff accommodation.

Finance and Lease Management

• Develop and manage a range of suppliers that deliver improved value for money and quality of service. Have responsibility for procurement of goods and services under the value of £350, considering FCDO procurement guidelines and audit requirements.    

Communication and engagement

• Working with the Estates Manager and Assistant, keep customers up to date on progress of tasks or maintenance requests and dealing with any complaints or feedback.  
• Develop and leverage an effective network of contacts across other Embassies in Amman and with contacts in relevant teams both in the UK and Globally.
• Seek and act on customer feedback and use this to drive continuous improvement with the Estates team.

Staff Management

• Provide management to the cleaning team, including performance and goal setting. Inspire staff to deliver to the highest standards and instil a culture of continuous improvement, customer service and professionalism.
• Design development plans to upskill the team with the required competencies to enable them carry out their duties as per the UK standard in a safe and professional manner.

Other Local Requirements

• Provide cover during absences/ annual leave as required for the Estates Manager.

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/ senior management and agreed with the jobholder. The job description may be reviewed to meet changes in business needs. The jobholder may also take on other ad hoc tasks as required.

Key behaviours required:

• Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• 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.

In addition, we are looking for someone who can demonstrate the Civil Service values of:

• Integrity
• Honesty
• Objectivity
• Impartiality

Eligibility:

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

• Have the right to live and work in Jordan; and
• Receive the appropriate level of security clearance.

We are looking for a confident self-starter with proven initiative in overcoming obstacles.  Someone who has the ability to handle multiple tasks and prioritise with minimal supervision. The successful candidate will need to be resourceful and resilient. 

As with all Corporate Services jobs, no two days are the same.  The Embassy and associated compound requires ongoing and significant maintenance.  This brings with it regular and unusual challenges.  Your actions will matter hugely to staff and the ability to think creatively, have excellent people and resource management skills and sound judgement are all essential qualities. Excellent interpersonal skills are essential and you will be comfortable dealing with staff at all levels.  Build co-operative and productive working relationships with everyone that you come into contact with.

The position offers excellent developmental opportunities across the civil service behaviours but especially in ‘Managing a Quality Service’ and ‘Changing and Improving’. 

Essential

• Fluent communication skills in both English and Arabic (both oral and written).
• A minimum of a Bachelor’s degree in a relevant field.
• Minimum of three years’ experience in a similar real estate/facilities management customer facing role.
• Strong IT skills and literacy in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Management expertise and experience of working with, motivating and managing operational delivery teams.
• Highly organised and able to deal with challenging situations, confident in handling day-to-day tasks and decisions.
• Excellent team working skills including evidence of working collaboratively with multicultural colleagues.