Regional Global Maintenance Investment Manager, Estates Operations and Compliance

About the role

The British Embassy in Vienna is looking for a Regional Global Maintenance Investment Manager within the FCDO's Estates Operations and Compliance team. The role oversees the reporting of Global Maintenance Projects (GMP) across multiple locations, ensuring they are delivered within agreed budgets and timescales, with financial reporting on new delivery mechanisms such as Term Service Contracts and Dynamic Purchasing Systems. Funding covers building works at residential and non-residential properties up to 3 million GBP, with a main focus on health and safety related maintenance to raise compliance scores across the network.

Key responsibilities

• Own the Global Maintenance Programme in the relevant regions, from project package design through procurement and beyond, and drive continuous performance improvement with service providers
• Act as key interface between the FCDO Estates Operations and Compliance team and the Office, including Posts, Finance Business Partners (including FAU), the UK Commercial team, Procurement Hubs, Internal Audit, the Estates Department and the Portfolio Management Office
• Prepare monthly financial updates, forecasts and dashboards for senior management, and report on projects via HERA
• Manage financial risks, enforce budgetary control, run and analyse financial reports, and reconcile monthly reports with HERA
• Review and approve service delivery notes, handle payment disputes, and raise purchase orders for SLAs and programmes under the Global Maintenance budget
• Update project trackers, highlight risks, and decide on bid prioritisation in line with the Department Business Plan
• Manage budget uplifts and reductions, recycle funding where appropriate, and keep the Forward Maintenance Register accurate
• Work with the Delivery Lead to deliver the project portfolio, support new routes to market to reduce the overseas maintenance backlog, and attend project meetings and calls
• Approve procurement reports and requests for changes, and promote good facilities management practice and policy
• Contribute to the wellbeing of Embassy staff and support the wider objectives of the three Vienna missions

Required profile

• Full professional proficiency in English, including excellent written and spoken skills (minimum C1)
• University degree in a relevant field such as Business, Finance or Engineering
• Relevant experience in a budget and/or financial management role, and project management experience
• Previous experience managing a large database in a multinational environment
• Desirable: experience on estates-related projects, contract management and commercial experience

Required skills

• Excellent communication and interpersonal skills, able to engage with senior stakeholders
• Behaviours: communicating and influencing, delivering at pace, managing a quality service, seeing the big picture