Head of Category (Facilities Management)

Information for Candidates

November 2013

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Contents

About the Foreign & Commonwealth Office 2

Job Description 3

Person Specification 5

Terms & Conditions 6

General Benefits for all staff 9

Benefits for staff in the UK 10

Recruitment Process 11

How to Apply 11

Equal Opportunities Data 12

Annex A: Civil Service Code 13

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About the Foreign & Commonwealth Office The Foreign & Commonwealth Office (FCO) is the government department responsible for promoting British interests overseas and supporting British citizens and business around the globe. The FCO works to promote Britain's enlightened national interest in a changing world. This is achieved with 14,400 staff based in the UK and overseas in a network covering over 170 countries. Around one-third of our workforce is made up of British nationals with two-thirds employed locally by our embassies and posts. We celebrate diversity and recruit our staff from a broad range of backgrounds so that we benefit from fresh experiences and perspectives. The FCO’s purpose is to pursue an active and activist foreign policy, working with other countries and strengthening the rules-based system in support of our values to: Keep Britain safe We tackle new threats effectively and at source. By acting beyond our borders, we are better able to defeat the terrorism that threatens our homeland, prevent nuclear proliferation, and prevent the harm to the British people and our economy caused by conflict. Make Britain prosperous We promote growth and jobs at home by pursuing export and investment opportunities abroad, especially with the powers that will shape the world economy in the 21st century. Support British nationals overseas Our trained, expert staff has the local knowledge that British nationals can call upon in times of distress. The work that often grabs the headlines is our crisis response. But much of the work of the FCO is assisting with individual tragedies out of the glare of media attention. We help British nationals keep themselves safe and focus our assistance on the most vulnerable in the greatest distress. Further information about the FCO may be found on our website: www.gov.uk/fco

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Job Description Job Title: Head of Category (Facilities Management) Grade: D6 Location: London This role is a permanent appointment which is business critical and has been exempted from the civil service recruitment freeze. Procurement is at the heart of the Coalition Government’s reforms led by the Efficiency Reform Group at the Cabinet Office and HM Treasury. Corporate Procurement Group (CPG) plays a leading role in delivering the FCO Commercial Strategy in support of FCO foreign policy priorities, including briefing the Permanent Under Secretary (PUS) and FCO Board on reform progress as it affects the FCO. Reporting to the Head of Operations Procurement, this role will be responsible for defining elements of the procurement process (e.g. shape of work packages and making a market in the Facilities Management (FM) area), advising on and supporting the negotiation process to obtain the most favourable commercial terms, whilst also laying the foundation for a long-term (5-10 years) mutually successful relationship, identifying, mitigating and management of risks, ensuring and facilitating collaboration across multiple Posts and delivering long-term sustainable solutions that impact positively on operational delivery for the FCO. You will manage FM for the CPG M team and drive delivery of savings; develop strong relationships with our key stakeholders and suppliers and take the lead on major procurement initiatives. As a senior member of the CPG team you will also be required to drive cross-department initiatives to improve best commercial practise across the organisation, including initiatives such as Lean Procurement, Supplier Relationship Management, Category Management and Performance Reporting. Main Duties:

• To work with other Corporate Procurement Group (CPG) category leads, taking specific projects that may be outside the category, but part of overall commercial excellence and delivery.

• To actively lead major procurement exercises, and ensure that for all procurement activities the team use appropriate procurement routes and robust contracts that adhere to EU procurement policy, UK legal requirements and Government Procurement Service (GPS) /Government Property Unit (GPU) authority processes.

• Ensure Category Strategies are kept up to date documenting the long-term procurement strategy for each of the key areas of spend working closely with the FM Client Unit (FMCU) TEAM.

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• Line Managerial responsibility for 1 member of the CPG team. Setting ambitious targets for the team and ensuring they are closely managed to achieve successful delivery.

• Manage performance, identifying opportunities for development.

• Ensure strong relationships with key stakeholders e.g. FMCU are developed to ensure supplier performance is managed for the lifetime of the contract to maximise performance and benefits for the FCO. This includes managing the delivery of Supplier Relationship Management and Category Management processes for the CPG team.

• Manage monthly performance reporting, seeking feedback from key stakeholders of FM contracts to ensure we track all current and future contract requirements as well as understanding the delivery of savings targets, supply risks and meeting key stakeholder needs.

Additionally you will be required to ensure timely delivery of any FOI and PQ requests into the team and support other departments on FM information / data streams.

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Person Specification You must be a British Citizen. Satisfactory Developed Vetting to a high degree is a condition of appointment. You must have you been resident in the UK for two out of the last ten years immediately prior to your application. (Please note at least one year of which must have been a consecutive twelve-month period, unless you have served overseas with HM Forces or in some other official capacity as a representative of Her Majesty’s Government, or have lived overseas as a result of your parents’ or partner’s Government employment.) It is essential in your application that you provide evidence and proven examples in each of the following minimum and desirable criteria as far as you are able to do so. These responses will be further developed and discussed with those candidates invited for interview. Minimum Criteria

• An understanding of the Public Procurement Policy and Legal environment

• Significant relevant practical procurement and category management/sourcing experience and a strong track record of managing procurement exercises of different values for goods and services, ideally with some global or overseas experience

• A proven track record of senior level stakeholder engagement and influencing and shaping strategy

• A post-graduate business or commercial related / professional qualifications (e.g. holds or studying towards MCIPS) or any professional qualification related to the Category of spend

• A proven track record in project management and delivery, and of working to deadlines and meeting targets

• A thorough knowledge and understanding of FM products and services, including various FM delivery models

Desirable Criteria

• Understanding of Oracle and P2P systems

• Wider Corporate Services and back office initiatives across government

• Emerging procurement policy and practice (Responsible Procurement, Innovation, etc)

Competences

The competences you will be assessed on at the application stage and during the interview are as follows:

• Delivering Results

• Managing External Relationships

• Managing and Developing Staff

• Communicating and Influencing

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Terms & Conditions Salary The salary for this role at FCO Band D6 is £43,514 - £56, 339, depending on skills, and experience. This sum will be consolidated and pensionable. The successful candidate may be eligible for annual pay awards, based on performance in the previous year, subject to rules stipulated by the pay freeze. Future salary progression is performance related. In addition, if the successful candidate is based in London, they will qualify for a non-pensionable non consolidated allowance of £4,520 per annum. Terms of Appointment This is a permanent appointment. It is graded at FCO Pay band D6. The successful candidate will be on probation for a period of 6 months. If they complete this period of probation successfully, their appointment will be confirmed. If they do not meet the standard required for confirmation of their appointment, the appointment may be terminated. Former members of the Home Service/Diplomatic Service who are re-instated or re-employed as substantive civil servants after a period of five years or more will be required to serve another period of probation. You will also be required to serve a period of probation if you are re-employed at a band higher than that at which you left the FCO. Hours You will normally work a 5-day week of 41 hours including meal breaks, if based in London Pension If you are transferring from another employer who offers the Civil Service pension arrangements, you will continue to be covered by those arrangements for the duration of this appointment. You will remain in your chosen pension scheme. Appointees may choose to join the Nuvos or Partnership schemes offered by the Principal Civil Service Pension Scheme: If you join Nuvos, an occupational pension scheme, details of the contributions you will pay are shown below. Employer pension contributions cover the rest of the cost of the scheme.

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Nuvos and Premium contribution rates from 1 April 2013

Full time pay range premium, nuvos and classic plus contributions at 1 April 2012

premium, nuvos and classic plus contributions from 1 April 2013

Up to £15,000pa 3.5% 3.5%

£15,001 - £21,000 4.1% 4.7%

£21,001 - £30,000 4.7% 5.88%

£30,001 - £50,000 5.1% 6.67%

£50,001 - £60,000 5.5% 7.46%

Over £60,000 5.9% 8.25% Partnership is a stakeholder pension. Members do not have to make contributions. We pay a contribution, as employers, related to a member’s age. If a member does make a contribution, we make an additional contribution to match it (up to a ceiling of 3% of annual earnings). Further details of pension options will be provided on appointment. Appointees who are already members of the Principal Civil Service Pension Scheme may have the option to remain within their existing scheme. For further information please see www.civilservice.gov.uk/pensions

Leave The paid leave allowance for this role will be pro-rated against an annual allowance of 25 days (5 weeks). You will also receive 10.5 days public and privilege holidays per year.

Learning and Development You will have access to FCO’s extensive learning and development opportunities, including sponsored study (e.g. language training, professional courses etc. and study leave. The FCO spends an average of £1,000 a year on training for each member of staff (more than twice the average spend by UK employers of £469).

Nationality and Residency You will be eligible for appointment only if: 1. You are a British citizen; and

2. You have been resident in the UK for at least two of the previous ten years, at least one year of which must have been a consecutive twelve-month period. Furthermore, to enable the appropriate security checks to be carried out, you must have resided for at least three consecutive years in one country.

You should be aware that a lack of sufficient background information may preclude you from being granted security clearance.

Developed Vetting and Other Checks This job requires Developed Vetting security clearance and is a condition of employment. If you are successful at interview, you will be asked to complete a number of security questionnaires. Employment references will also be obtained. There will be checks on your nationality, health and other matters, before a formal offer of appointment can be made.

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Conflict of Interest If you or your spouse has any business interest or conflict of interest with the activities of the Foreign & Commonwealth Office or UK Trade and Investment, you will be expected to declare this at a later stage. You will also be asked to inform us of any indirect conflict in interest you may have through any other family member or partnerships.

Confidentiality You will be subject to the provisions of the Official Secrets Act.

Equal Opportunity The FCO is an equal opportunity employer. It is our policy to provide equal opportunity for employment, career development and promotion to all who are eligible, on the basis of ability, qualifications and suitability for the work. The FCO aims to reflect the diversity of British society. Applications from all suitably qualified persons, including women, members of minority ethnic groups and people with disabilities are therefore welcome.

Guaranteed Interview Scheme for Disabled Persons The FCO is an accredited user of the government's "two ticks" disability symbol, which denotes organisations which have a positive attitude towards disabled people. Disabled applicants who meet the minimum criteria in the person specification at the short listing stage are guaranteed an invitation to interview. Selection will be on merit. If you wish to claim a guaranteed interview under the Disability Symbol commitment, you should attach a statement to this effect to your application. It is not necessary to state the nature of your disability.

Data Protection The FCO takes its obligations under the Data Protection Act seriously. Any data about you will be held in secure conditions with access restricted to those who need it in connection with dealing with your application and the selection process. Data may also be used for the purposes of monitoring the effectiveness of the recruitment process, but in these circumstances, all data will be kept anonymous. The ethnic monitoring form is used for monitoring the selection process only. If you do not wish to have these details recorded please return the form uncompleted. If you are unsuccessful, your personal data relating to your application will be destroyed after 12 months. If you are successful, data will be passed to the FCO personnel team.

Civil Service Commission Recruitment Principles The FCO’s recruitment processes are underpinned by the principle of selection for appointment on merit on the basis of fair and open competition as outlined in the Civil Service Commission Recruitment Principles which can be found at www.civilservicecommission.org.uk If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, you should in the first instance, contact HR Recruitment, Corporate Services Centre Foreign and Commonwealth Office, PO Box 6108, Milton Keynes, MK10 1PX. If you are not satisfied with the response you receive from the FCO you can contact the Office of the Civil Service Commissioners.

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Benefits for staff

General Benefits for all staff

Pay in the Delegated Grade Bands A to D pay is competitive within the Civil Service. Unlike many Whitehall Departments the FCO has one unified pay scale for its entire staff, whether you work in London, Hanslope Park or overseas.

Devolved Bonus Scheme Staff are eligible to receive a bonus as an individual or as a member of a team. Awards under the scheme vary from £100-£2,000.

Special Paid Leave This may be granted when getting married, for paternity, or for compassionate reasons and in some circumstances, for study and exams.

Career Breaks and Special Unpaid Leave Subject to operational requirements, these may be granted for a variety of circumstances such as voluntary work, study, nursing a relative etc.

Time off in Lieu (TOIL) This can be taken if you work in excess of your conditioned hours, with prior agreement of your line manager.

Free Annual Eye Test These are available up to £25. There may also be a contribution of up to £100 for frames/prescriptions.

Flexible Benefits Staff discounts and savings (including cash back options) are available at retailers such as Sainsbury’s, Marks & Spencer etc.

Give as You Earn You can make a donation to charities that are tax/NI free through Payroll. This is particularly attractive to higher tax earners as this cannot be done through direct donations.

Employee Assistance Programme This provides a 24/7 confidential counselling service on such matters such as financial problems, childcare, social security benefits, elder residential care etc.

Pre-Retirement Help This is through PROSPER who offer free outplacement advice, training for job hunting and career counselling services, both in-house and with specialised agencies. Also on offer is free financial planning and pre-retirement courses.

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Benefits for staff in the UK Interest Free Loans These can be for a season travel ticket or bicycle purchase to travel to work.

Childcare Support This is through onsite subsidised nurseries in London and Hanslope Park. Childcare vouchers are available but higher rate tax payers who join the scheme will be able to receive £124 a month tax and NI exempt and those paying the additional rate of tax will have the tax and NI exempt amount restricted to £97 a month.

Restaurant and Gym Facilities are available in London and Hanslope Park with a monthly subscription.

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Recruitment Process The FCO has appointed Capita a recruitment agency, to manage the process. Please see the timetable below for indicative dates:

Closing date for completed applications 6th January 2014

Panel Interview 3rd February 2014

If you are successful at the application stage, you will be invited to attend a panel interview at the Foreign & Commonwealth Office in London. Final panel interviews will be held during the week of 3rd February 2014 Please note: candidates must be prepared to attend the panel interviews in London on the above date. Existing Civil Servants For existing Civil Servants, the expectation is that the usual Civil Service rules on starting pay on level transfer or promotion will apply; on promotion, a 5% increase in salary if you are not already exceeding the progression target rate. Pay awards will be performance related and will include eligibility each year for a non-consolidated bonus.

How to Apply To apply for this position, please complete the online application form, via www.capitaras.co.uk/FCO. It is imperative that your application form provides evidence of the competencies contained in the Person Specification which can be found on page 5. In so far as you are able, you should address the desirable criteria in a similar manner. If you have any questions or wish to discuss the role or the process further please contact Vikki.Stanley@capita.co.uk Current FCO staff members are advised this is an external campaign and, as such, you will be required to go through the same process as all other candidates. The closing date for completed applications is 6th January 2014 Please note, the FCO will not reimburse any travel costs for attending interviews.

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Equal Opportunities Data The Foreign & Commonwealth Office (FCO) is committed to equal opportunities. Our officers are recruited on merit through fair and open competition. We seek our strength through diversity and appoint suitably qualified individuals regardless of ethnicity, religion, sexual orientation, gender, social backgrounds, age or disability. All of our recruitment activity is governed by the Office of the Civil Service Commissioners; you can view the appropriate guidelines at http://civilservicecommission.independent.gov.uk/ To help us ensure that our recruitment activity reflects the diversity of British society, we should be grateful if you could complete the equal opportunities questionnaire that is included as part of the online application form. You are under no obligation to provide these details.. The Recruitment Section of the FCO, those administering testing processes and the interview panel will not have access to the information you provide at any point during the recruitment process, nor will it be used as a selection tool. May we thank you in advance for your co-operation.

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Annex A: Civil Service Code

Civil Service Values 1. The Civil Service is an integral and key part of the government of the United Kingdom1. It

supports the Government of the day in developing and implementing its policies, and in delivering public services. Civil servants are accountable to Ministers2, who in turn are accountable to Parliament3.

2. As a civil servant, you are appointed on merit on the basis of fair and open competition and are

expected to carry out your role with dedication and a commitment to the Civil Service and its core values: integrity, honesty, objectivity and impartiality. In this Code:

• ‘integrity’ is putting the obligations of public service above your own personal interests;

• ‘honesty’ is being truthful and open;

• ‘objectivity’ is basing your advice and decisions on rigorous analysis of the evidence; and

• ‘impartiality’ is acting solely according to the merits of the case and serving equally well

Governments of different political persuasions. 3. These core values support good government and ensure the achievement of the highest

possible standards in all that the Civil Service does. This in turn helps the Civil Service to gain and retain the respect of Ministers, Parliament, the public and its customers.

4. This Code4 sets out the standards of behaviour expected of you and other civil servants. These

are based on the core values which are set out in legislation. Individual departments may also have their own separate mission and values statements based on the core values, including the standards of behaviour expected of you when you deal with your colleagues.

1Civil servants working for the Scottish Executive and the Welsh Assembly Government, and their Agencies, have their own versions of the Code. Similar Codes apply to the Northern Ireland Civil Service and the Diplomatic Service. Civil servants working in Non Ministerial Departments in England, Scotland and Wales are covered by this Code. 2 Some civil servants are accountable to the office holder in charge of their organisation. This is made clear in terms and conditions of employment. 3Civil servants advising Ministers should be aware of the constitutional significance of Parliament, and of the conventions governing the relationship between Parliament and the Government. 4 The respective responsibilities placed on Ministers and special advisers in relation to the Civil Service are set out in their Codes of Conduct: www.cabinetoffice.gov.uk/propriety_and_ethics. Special advisers are also covered by this Civil Service Code except, in recognition of their specific role, the requirements for objectivity and impartiality (paras 10-15 below).

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Standards of behaviour Integrity

5. You must:

• fulfil your duties and obligations responsibly;

• always act in a way that is professional5 and that deserves and retains the confidence of all those with whom you have dealings6;

• carry out your fiduciary obligations responsibly (that is make sure public money and other resources are used properly and efficiently);

• deal with the public and their affairs fairly, efficiently, promptly, effectively and sensitively, to the best of your ability;

• keep accurate official records and handle information as openly as possible within the legal framework; and

• comply with the law and uphold the administration of justice.

6. You must not:

• misuse your official position, for example by using information acquired in the course of your official duties to further your private interests or those of others;

• accept gifts or hospitality or receive other benefits from anyone which might reasonably be seen to compromise your personal judgment or integrity; or

• disclose official information without authority. This duty continues to apply after you leave the Civil Service.

Honesty

7. You must:

• set out the facts and relevant issues truthfully, and correct any errors as soon as possible; and

• use resources only for the authorised public purposes for which they are provided.

8. You must not:

• deceive or knowingly mislead Ministers, Parliament or others; or

• be influenced by improper pressures from others or the prospect of personal gain.

5Including taking account of ethical standards governing particular professions. 6 Including a particular recognition of the importance of cooperation and mutual respect between civil servants working for the UK Government and the devolved administrations and vice-versa.

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Objectivity

9. You must:

• provide information and advice, including advice to Ministers, on the basis of the evidence, and accurately present the options and facts;

• take decisions on the merits of the case; and

• take due account of expert and professional advice.

10. You must not:

• ignore inconvenient facts or relevant considerations when providing advice or making decisions; or

• frustrate the implementation of policies once decisions are taken by declining to take, or abstaining from, action which flows from those decisions.

Impartiality

11. You must:

• carry out your responsibilities in a way that is fair, just and equitable and reflects the Civil Service commitment to equality and diversity.

12. You must not:

• act in a way that unjustifiably favours or discriminates against particular individuals or interests.

Political Impartiality

13. You must:

• serve the Government7, whatever its political persuasion, to the best of your ability in a way which maintains political impartiality and is in line with the requirements of this Code, no matter what your own political beliefs are;

• act in a way which deserves and retains the confidence of Ministers, while at the same time ensuring that you will be able to establish the same relationship with those whom you may be required to serve in some future Government; and

• comply with any restrictions that have been laid down on your political activities.

14. You must not:

• act in a way that is determined by party political considerations, or use official resources for party political purposes; or

• allow your personal political views to determine any advice you give or your actions.

7 Some civil servants are accountable to the office holder in charge of their organisation. This is made clear in terms and conditions of employment.

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Rights and responsibilities

15. Your department or agency has a duty to make you aware of this Code and its values. If you believe that you are being required to act in a way which conflicts with this Code, your department or agency must consider your concern, and make sure that you are not penalised for raising it.

16. If you have a concern, you should start by talking to your line manager or someone else in your line management chain. If for any reason you would find this difficult, you should raise the matter with your department’s nominated officers who have been appointed to advise staff on the Code.

17. If you become aware of actions by others which you believe conflict with this Code you should report this to your line manager or someone else in your line management chain; alternatively you may wish to seek advice from your nominated officer. You should report evidence of criminal or unlawful activity to the police or other appropriate regulatory authorities. This Code does not cover HR management issues.

18. If you have raised a matter covered in paragraphs 16 to 18, in accordance with the relevant procedures8, and do not receive what you consider to be a reasonable response, you may report the matter to the Civil Service Commission9. The Commission will also consider taking a complaint direct. Its address is:

3rd Floor, 35 Great Smith Street, London SW1P 3BQ. Tel: 020 7276 2613 Email: info@civilservicecommission.org.uk

If the matter cannot be resolved using the procedures set out above, and you feel you cannot carry out the instructions you have been given, you will have to resign from the Civil Service.

19. This Code is part of the contractual relationship between you and your employer. It sets out the high standards of behaviour expected of you which follow from your position in public and national life as a civil servant. You can take pride in living up to these values.

September 2012

8The whistleblowing legislation (the Public Interest Disclosure Act 1998) may also apply in some circumstances. The Directory of Civil Service Guidance and the Civil Service Management Code give more information: www.cabinetoffice.gov.uk/conduct-ethics/civil-service.aspx.

9The Civil Service Commission’s Guide to Bringing a Complaint gives more information, available on the Commission’s website: www.civilservicecommission.org.uk.