Facilities and Functions Supervisor

The Incumbent will manage the Facilities and Functions portfolio and to control the Switchboard and Reception, Facilities,condition and maintenance, Canteen; Meeting room support; Projects and administration functions within the Head Office portfolio according to policies and procedures. Provide administrative support to the Admin & Facilities Manager and extend support to the Zone Head of Admin (HOA’s) with regard to the management of outsourced services i.e. Switchboards; Cleaning, Hygiene and Pest Control; Lease management; Canteen services etc. to optimize and control costs. KPA 1: Manage And Control The Property And Facility Condition Management To Facilitate The Efficient Operation Of The Business KPI 1.1. Perform periodic site condition assessment in conjunction with Maintenance, Security and Safety and Environment department, prepare summary findings with corrective actions.1.2. Obtain costing against the remedial work, identify items that can be attended to via Opex and/or Capex budget for further discussion and approval by Line Manager and execute according to risk and priority assigned.1.3. Ensure that equipment, property maintenance and repairs are undertaken timeously by the Maintenance department or approved vendors, by coordinating with the Maintenance Department and Vendors on specific requirements.1.4. Identify and deal with approved vendors in conjunction with the Procurement department and to assist source potential qualifying vendors.1.5. Co-ordinate and manage office space and the planning thereof with relevant internal stakeholders, contractors, vendors, office movers, renovators, architects or any other professional services.1.6. Plan, manage and support office moves where required by liaising with internal employees, Safety and Environment, approved contractors and vendors.1.7. Manage the Facility equipment and coordinate timeous repairs or back up support against anybreakdown by consulting with the relevant stakeholders.1.8. Set up agreements with suppliers in conjunction with Admin Support Supervisor and other support departments such as Procurement and Finance in support of a quick response plan to any planned or unplanned interruptions that may affect the facilities.1.9. Ensure all work done on the site, has followed the necessary Safety and Environment Policies and procedures, including but not limited to Safety file approval and the issuing of work permits as andwhen required. KPA 2:Manage And Control the Meeting Room and Canteen Bookings To Ensure Efficient Customer Service In Support Of The Business Requirements KPI 2.1. Ensure all meeting rooms are inspected periodically and before and after use, initiate any repairs and maintenance to ensure all furniture, equipment, data, electrical and air conditioning is in good and safe working condition.2.2. Update and maintain an online booking system for the booking of meeting room facilities and Canteen orders, including equipment and catering equipment.2.3. Administer and manage the coordination of meeting rooms relating to bookings, preparing venues and servicing during functions, catering and cleaning.2.4. Ensure that the canteen, kitchens and all common areas are equipped and maintained.2.5. Manage and control the stock levels for each serviced area and ensure no out of stock situations.2.6. Manage and resolve conflict between meeting organizers and service providers as and when required.2.7. Resolve non-conformances to the relevant department for resolution. KPA 3:Manage and Control the Facility General and Outsourced Services in terms of Switchboard and Reception, Canteen, Cleaning, Hygiene, Pest Control, General Waste, Gardening and Manage Outsourced Vendor Performance to Facilitate Efficient Operations to the Business. KPI 3.1. Ensure that the reception employees whether permanent or relief, reflects a positive image andmaintain professional conduct at all times in support of the SANBS value and brand to both internal and external customers.3.2. Ensure Reception is supported at all times and fully equipped and equipment maintained.3.3. Administer, monitor and manage the Canteen, Cleaning and Hygiene, Pest Control, General Waste, Gardening Service contract performance against the Service Level Agreements in accordance to the industry standard and norms, and register any deviations with the provider and Procurement department.3.4. Establish and maintain good relationships with suppliers and service providers.3.5. Administer and ensure that service contracts billing and/or ad-hoc payments are reconciled and processed timeously by submitting processed invoices and/or cost re-allocation spread sheetsagainst individual cost centres to the Finance department (i.e. creation of shopping carts, follow up on purchase order creation after approval, performing confirmations and follow up on Finance verification, payment and cost re-allocation by Finance).3.6. Manage onsite cleanliness and upkeep of the facilities or all areas (internal and external), includingbut not limited to the meeting rooms and all other shared spaces, outer buildings, grounds, etc.3.7. Ensure a proper tracking system in place for all accounts managed.3.8. Ensure that all filing of documentation is undertaken in an appropriate manner and up to date and easy to retrieve in support of any audits and/or any other request KPA 4: Manage all Leases to Facilitate Efficient Business Operations KPI 4.1. Administer, monitor and manage all new lease agreements or lease renewals by ensuring proper process followed in terms of approval, vetting of terms and conditions and final sign off obtained.4.2. Administer and manage all Bank Guarantees required for leases by following process for preparing applications for sign off and onward processing by the relevant bank institute and final approval ofdraft guarantees.4.3. Maintain an updated detailed lease reporting system to ensure timeous renewals within the agreed Service Level Agreement is met.4.4. Manage all rental invoices and payments applicable to the Head Office supported sites, excluding Egoli Zone.4.5. Ensure continuous feedback on leases are provided to all relevant stakeholders. KPA 5: Project Management – Minor Renovations KPI 5.1. Co-ordinate new projects/renovations within the scope of control, through the appropriate Procurement processes, project planning and project management, including order creation once project approved and awarded.5.2. Ensure all work done on the site, has followed the necessary Safety and Environment Policies and procedures, including but not limited to Safety file approval and the issuing of work permits as and when required5.3. Co-ordinate activities with internal and external service providers (risk assessments, induction, renovations etc.) prior to work order issued.5.4. Ensure consistent communication is upheld between all stakeholder to align all activities within the scope of work.5.5. Ensure work activities have minimal impact on the business operation by negotiating project activities execution with the onsite affected stakeholders and appointed service provider.5.6. Inspect work performed in conjunction with the relevant department (Maintenance/S&E, ICT, end user).5.7. Ensure that work is performed according to SANBS quality and safety standards, relevant regulations and legislations.5.8. Monitor project deadlines and ensure that the work is completed timeously and within the approved budget.5.9. Manage and obtain timeous approval against any variations that may arise against the planned projects by following the appropriate Procurement process.5.10. Process all invoices for payment as per inspection, approval and sign off from relevant stakeholders. KPA 6: Provide Efficient Customer Service to Internal and External Customers KPI 6.1. Enable periodic Customer Service Surveys, both internal and external activated against the areas of support provided.6.2. Analyse survey response, prepare improvement response plan against internal surveys and obtain response plan from external providers, monitor and ensure execution of response plan/s are done with agreed timelines and manage the same as agreed with line manager and provider.6.3. Manage and respond to all customer service compliments, complaints and suggestions received through the service desk or any other platform as and when required.6.4. Resolve customer queries by identifying the customer’s needs and requirements and by extracting the relevant information, and providing solutions where appropriate, or forwarding queries to the responsible party, and following up on outcome.6.5. Maintain good relationships with all internal and external stakeholders at all times.6.6. Ensure professional conduct is maintained at all times. KPA 7 : People Management KPI 7.1. Conduct performance management and monitor performance on ongoing basis throughmentoring, coaching, and reviews according to agreed timeframes and take appropriate steps to correct problems.7.2. Track & drive individual development plans for all employee by identifying general training and employee development needs & ensuring that employees attend organised training programme.7.3. Deal with grievances, conflict and disciplinary issues and take appropriate corrective actions in accordance with SANBS Policy on matters related to misconduct & incapacity (performance & illhealth), with a view to improving productivity.7.4. Ensure regular two-way communication with employees on all general employees matters such as Principles of Excellence, team building, SOP’s, policy changes, etc. to ensure understanding, required competency as well as compliance with SOP criteria and Good Laboratory Practice Guidelines.7.5. Monitor and control employee time-keeping records, general and specific absenteeism trends andovertime worked to ensure adherence to SANBS HR policy and relevant legislation and take appropriate corrective action where necessary.7.6. Monitor the co-ordination and control of shift exchanges and employee leave and sick leave so as to ensure the provision of adequate personnel for cost-effective running of the department and submit required documentation to HR by the agreed day of the month.7.7. Recruitment and the selection of suitable candidates according to manpower plan R&S procedures and EE targets.7.8. Attend information meetings and appropriate training sessions as required, to remain informed of current field-related developments, to promote knowledge sharing where relevant according to IPA specifications. Attention to Detail and Analytical Thinking Judgement and Decision Making Problem Solving Planning, Organising and Monitoring Personal Drive and Belief in the Cause Ethical behaviour Excellence Orientation Interpersonal Customer Service Orientation Relationship Building Skills Teamwork Communication Prof. technical Business and Financial Acumen Technical skills:Contract Management Skills. Administration Skills. Logistical Management. Computer Literacy. Ability to think on his/her feet Leadership Motivating People EducationGrade 12. Office Administration Diploma / Facilities Management Professional Certification or any other relevant qualification. Experience and knowledge requirements2 years’ supervisory experience in Administration / Facilities or similar environment;or 4 years continuous experience as Administrator or Specialist within Admin / Facilities or similarenvironment. Other (knowledge and skills), Computer Literacy – MS Office. SAP and SRM Health and Safety Act. HIRA / Permit to Work (will be advantages). #J-18808-Ljbffr