Regional Global Maintenance Investment Manager

Foreign, Commonwealth & Development Office
  • Location
    Brussels, Belgium
  • Sector
  • Experience
    Mid Career
  • Posted
    Sep 08

Position description

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: FMCU (Facilities Management Client Unit)

Job Description (Roles and Responsibilities)

Who are we:

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

The FCDO's Estate Operations Team (EOT) manages the outsourced facilities management contracts and acts as the Intelligent Client Function (ICF) and interface between the private Facilities Management companies (FM) and the FCDO. In addition, the EOT is responsible for holding the budget for Global Maintenance Investment Funds at Posts without an FM Service provider. We are currently looking for a Regional Global Maintenance Investment Manager.

The job holder is responsible for overseeing the reporting of Global Maintenance Projects in three regions: Africa, Asia Pacific and South Asia Directorates; ensuring such projects are delivered within agreed budget allocations and timescales. The funding includes any type of building works at residential and non-residential properties ranging between £3,000 and £250,000. The main area of focus is Health and Safety related maintenance works, to help drive the Compliance scores up across the network. Key activities of the global maintenance team of 3 people, plus a Line Manager, include annual planning and stewardship of the maintenance programme and are responsible for reflecting the approved works on the Forward Maintenance Register (FMR) on Pyramid.

Take full ownership of the Global Maintenance Programme (GMP) in the relevant regions ensuring Estate Operations engagement through project package design phase to procurement stage and beyond. Ensure continuous performance improvement is achieved in the regional work streams run with FCDO Services. Building effective and constant communications with Stakeholders at all level throughout the organization by acting as a key interface between FCDO Services and the Office including Posts, Finance Business Partners (including FAU – Fixed Asset Unit), Procurement Hubs, Internal Audit, Estates Department and the Portfolio Management Office.

Prepare monthly financial updates, forecasts and dashboards for Senior management. Undertake reporting and administrative tasks related to projects on HERA. Identification and management of financial risks associated with the delivery of projects. Understand commercial and financial terms, concepts, policies and processes to ensure FCDO guidelines and National Audit Office requirements are being followed across the Network.

The role is about:


  • Update and maintain project trackers; ensuring information is accurate and up to date for the referred regions. Highlight key risks and issues;
  • Decision making on prioritisation of working requirements (bids) identified by technical officers raised at post in line with the Department Business Plan;
  • Management of budget uplifts/reduction for approved maintenance projects up to the delegated authority level, recycling funding elsewhere in the Network when appropriate;
  • Regular review to the FMR to ensure it reflects approved funding and correct budget type;
  • Track opportunities and reactive requirements for possible funding across the regions throughout the year to mitigate risks.


  • Enforce budgetary control over maintenance budget. Run and analyse financial reports. Prepare monthly financial reports by Directorate reconciled with HERA. Undertake regularly HERA housekeeping activities;
  • Review, Approve and Receipt Service Delivery Notes as part of the monthly Application for Payment Validation Process;
  • Dealing with disputes arising from this process to ensure the FCDO is paying for the services/works received;
  • Raise Purchase Orders for the various Service Level Agreements (SLA) and Programmes progressing under the Global Maintenance budget.


  • Monitor the delivery of the FCDO Services(FCDOS) led GMP at regional level. Chairing meetings with FCDOS/FM Provider Project Managers, Estates Department and representatives from Post to enhance successful project delivery and to foster smooth communication throughout the lifecycle of the maintenance investment programme;
  • Organise regional working streams and provide minutes, follow up action points. Analyse information to identify improvement opportunities and to address performance issues;
  • Approval of Procurement Reports and Requests for Changes.


  • Develop and maintain productive with FCDO colleagues at Posts and relevant Directorates & Departments, and representatives of FCDO Services;
  • Instigate and promote good FM practices and policy in consultation with all stakeholders by providing input into the development of policy and standards and new systems;
  • Actively participate and present at the Corporate Service Manager trainings(CSM) and conferences. Support the activities of the PMO (Portfolio Management Office).

RESOURCE MANAGEMENT (up to £8m) (10%):

  • Drive best quality/value/value for money within available funds;
  • Ensure actual spend matches projected spend, analyse variations. Provide monthly budget forecasts. Advise and take action on any necessary remedial measures;
  • Analysis of Procurement Reports to ensure value for money.

OTHER (5%):

  • Resources managed (expenditure):
    • Budget – circa £8m of Maintenance investment works (average 300 projects).

Essential qualifications, skills and experience

Our ideal candidate shows:

  • Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*);
  • Relevant working experience in budget management role;
  • Excellent communication skills;
  • Business/Finance/Accounting/Economics degree;
  • Strong Microsoft Excel skills;
  • 3-5 years minimum demonstrable experience in the domain of finance.

Desirable qualifications, skills and experience

Good to have:

  • Able to demonstrate a career showing continuous performance improvement with previous experience of managing large database in a multi-national environment.

Required behaviours

Seeing the Big Picture, Delivering at Pace, Communicating and Influencing.

Application deadline: 21 September 2023
Grade: Higher Executive Officer (HEO)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Salary Currency: EUR
Salary: 6285.34 monthly
Start Date: 1 November 2023

Other benefits and conditions of employment

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 6,285.34 (HEO level). In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

The position allows for flexible work arrangements however these have to be confirmed with your Line Manager and agreed upon.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Learning and Development opportunities: Contract management accreditation.

Additional information: The incumbent will be expected to travel to the UK at least twice a year for meetings.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Application instructions

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