G3 Overseas Housing Management

Compliance Tasks

• DFID's policy on residential accommodation overseas states that DFID will not normally purchase residential accommodation overseas. Accommodation should be sought from the rental market.
  The Capital Portfolio Board will on an exceptional basis consider releasing Admin Capital funds for residential accommodation purchase if there is a clear business case to do so and there are funds available when other priorities have been taken into account.
  Any request for Admin Capital  funding must be in the form of an initial Project Mandate, followed by a Project Brief and Business Case with a Cost Benefit Analysis and Budget Impact Analysis.
  Task assigned to: Head of Department, Head of Overseas Office
• Costs must be in line with the local market rates, and any upgrade costs to be paid by DFID (other than in exceptional circumstances) must be offset against rental payments; there are no prescribed limits for upgrading property but DFID overseas offices must consider the availability of suitable alternative accommodation and value for money
  Task assigned to: Estate Management Officer, Office Manager
• The Office/Estates Manager in each overseas office must provide SEPPS- Overseas Esates Support Unit, annually, with comprehensive information on all property owned or leased by the office, including a copy of the lease, rental period, rent costs, and refurbishment/ upgrade costs
  Task assigned to: Estate Management Officer, Office Manager
• DFID offices must implement the best practice gusince provided in the Overseas Domestic Accommodation Guidance (See link below)
  Task assigned to: Estate Management Officer, Office Manager
• DFID's policy is to follow safe Health and Safety (H&S) standards in office and residential accommodation wherever possible. This means that, for example, the following must be carried out:
• Surveys - all properties must be subject to comprehensive structural, fire and electrical surveys, undertaken by suitably qualified professionals, to minimum acceptable standards.
• Security - property including grounds must be secure, with a range of perimeter and building security measures appropriate to the country in question. Offices must take advice from the Foreign & Commonwealth Office (FCO), and DFID Security Section and follow their guidance. Property should be reasonably close to the office having consideration to emergency, maintenance and security issues
• Health & Safety (H&S) - all accommodation fixtures and fittings must comply with safe standards within the region. In particular, electrical and gas fittings, fire safety, pest control and security.

Task assigned to: Office Manager

• Maintenance - an adequate maintenance programme must be established to ensure H&S standards and protect investment. A clear set of service standards, based on quality and availability of contractors should be established.

Task assigned to: Office Manager

• Procurement - DFID standards must apply, in particular to furnishing materials (timber from sustainable sources, fire retardancy) refrigerants (air conditioning units), appropriate local servicing/ maintenance arrangements.
  Task assigned to: Estate Management Officer, Head of Overseas Office, Local Contract Officer, Office Manager

Risks of non-compliance

• Unsafe accommodation
• Wasted investment of funds
• Discontentment / Stress
• Potential Health and Safety implications for staff
• Vulnerability of staff and buildings to terrorism and theft
• Failure in duty of care to staff and others
• Detrimental impact on environment.

Associated learning and skills

Estates Management staff should receive the following training:

H&S Roles and Responsibilities, including Risk Assessment, Customer Relations, Negotiation Skills, Local Contracting Skills for LCO.

The OSSD web-page, security tab contains additional guidance on Staff Appointed in Country (SAIC) Security Clearance procedures and a handy guide to Security Clearance.

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