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Position Vacant – Property Manager
Full time permanent position
Salary: BR$2,500 – BR$3,000 per month.
Contract: This is a permanent position depending on the successful completion of a 90 day probation period and character and police checks.
Position overview
This position is situated in the Administration Section of the Australian Embassy. The primary role of the position is to manage the planned and reactive property maintenance programs and purchasing programs for the Embassy and all A-based staff residences. The position also assists with negotiation of contracts and leases and management of the property budget.
The Property Manager reports directly to the First Secretary Administration and Consul. For a full list of duties and the selection criteria for this position please see below.
Application: In order to ensure that your application is eligible for consideration, please provide a completed application form. Applicants must address the selection criteria as outlined in the application form (word document). Applicants are advised to read the additional information preparing your application to ensure that their application meets the requirements.
Contact Officer: Information about the positions can be obtained from the contact officer Ms. Nadia Miranda. Requests for information must be sent via email to nadia.l.miranda@dfat.gov.au. Please include your full name, your contact telephone numbers and any times you are not available to be contacted in your email. Ms. Miranda will contact you within one business day of receipt of your email.
Application Closing Date: Applications for this position close at 5pm on 10 October 2008. Applications received after the closing date will not be considered.
If you have not been contacted within two weeks of the closing date please assume that your application has not been successful on this occasion.
Applications should be mailed to the address below. Applications sent via email will not be accepted.
First Secretary – Administration and Consul
Australian Embassy Brasília
SES 801 – Conjunto K – Lote 07
Brasília – DF
70200-010
Security Character and police check will be conducted during the selection process.
Duty Statement – Property Manager
1. Report to the First Secretary on property issues in a timely manner. Make recommendations, identify and implement program for preventive maintenance of owned and leased properties.
2. Under guidance of the First Secretary, review the planned and reactive property maintenance program quarterly and discuss outstanding items with United Process Solutions and their local facilities manager and the Overseas Property Office.
3. In consultation with the First Secretary, negotiate and renew leases; following-up the satisfaction of contractual obligations during and upon existing leases; and the fulfilment of documentation and reporting requirements. Manage the Embassy’s relationship with the owners of staff residences.
4. Under guidance of the First Secretary, manage the planned and reactive purchasing programs for the Embassy and all A-based staff residences. Carry out purchases in accordance with the instructions for an approver’s agent and as per the Finance Management Manual and Procurement Guidelines. Prepare supporting documentation for all property-related payments.
5. Undertake unforeseen repairs in accordance with official guidelines. Supervise contractors working on-site on Embassy grounds and at residences and ensure work is completed in a timely manner and to an appropriate standard. Liaise with and supervise suppliers and utility providers.
6. Manage the disposal, replacement and acquisitions of property-related assets and non-assets. Assist the First Secretary with the preparation and implementation of the Asset Management Plan. Prepare and maintain property inventories and records for all DFAT residences and the Chancery. Undertake stock-take inspections/undertakings on change of occupant for furniture in officially provided residential and office accommodation.
7. Assist with the maintenance of PABX, telephones, facsimiles and all other technical equipment.
8. Ensure a safe and healthy work environment is maintained in the chancery and chancery grounds.
9. Alternate driver during absence of the embassy’s driver.
Selection Criteria
1. Excellent client service skills, including the ability to liaise professionally with property related clients, agents, and other stakeholders, to manage client expectations effectively and to identify/escalate cases of special significance.
2. Demonstrated ability to work independently, to plan and manage workload and deal effectively with high volumes of work, concurrent with longer term projects. Ability to react to address emergency and unforseen repairs.
3. Ability to form positive working relationships with colleagues, contractors and clients of the Embassy. Willingness to participate as a committed member of a small and busy professional team.
4. Ability to analyse and assess information and make sound decisions.
5. Strong organisational skills including the ability to manage programs and schedules.
6. High-developed written and oral communication skills in English and Portuguese.