Maintenance Manager

The incumbent will manage the staff and Maintenance department activities nationally to ensure that Maintenance services are provided to all sites. The role needs to be able to support the following general areas:

• Maintenance operations management.
• Maintenance facilities and equipment conformance to all applicable codes and standards.
• Development and management of capital and operational budgets and management of maintenance service agreements.
• Development and administration of Maintenance policies and standard operating procedures.
• Planning, informing design and direction of activities related to Maintenance projects.

Key Performance Areas

KPA 1: Management of the Financial Objectives of the Administration and Facilities Department to Ensure Effective Budget and Cost Management.

1. Develop long range capital improvement plans for maintenance plant, machinery and equipment.
2. Prepare annual budgets related to maintenance operations and projects for approval in accordance with management guidelines, by analysing previous expenditure and future estimates.
3. Manage capital expenditure budget in accordance with management guidelines by reporting progress on all projects against the timeline and costs.
4. Manage operational expenditure in accordance with management guidelines, reviewing actual costs against budgeted costs, and prepare monthly variance reports with supporting justification where appropriate.
5. Develop, implement and manage cost improvement initiatives and document results to substantiate realization of anticipated savings and achievement of projected payback.
6. Develop asset management plans to inform the acquisition/upgrade/replacement of critical maintenance plant and equipment as well as to forecast budget, human resource and training requirements.

KPA 2: Management of Maintenance function in order to ensure operational continuity

1. Plan, manage and improve maintenance operations including plant and equipment, utilities, Facilities engineering systems, general buildings and grounds and energy management. Develop, manage and maintain appropriate maintenance service for SANBS, to ensure operational continuity and fulfilment of related compliances.
2. Maintenance Planning

• Undertake demand analysis including a review of the expected business future demand, incorporating historic figures, external data and analysis and statistical models, to forecast future asset capacity demand based on products or services forecasted to be delivered by the organisation.
• Review business demand against maintenance department's capacity and identify gaps and any changes in the capacity, location or capability of the organisation's asset portfolio.
• Develop and formally document maintenance policies and/or procedures with clear principles and requirements derived from and consistent with the organisational strategic plan which will be used to manage maintenance assets and operations.
• Identify and assess the type and criticality of maintenance needs required to support continuity of SANBS operations and meet related equipment and facilities infrastructure compliance requirements.
• Evaluate appropriate resource activation mix best suited to serve SANBS maintenance needs (given SANBS footprint, provide input into the establishment of a cost-effective maintenance strategy i.e., outsource, insource or hybrid).
• Develop and prepare optimal resource deployment plan to manage efficient utilization of both in-house and external resources.
• Provide input into the maintenance department strategic plan to support organisational strategic plan.
• Provide maintenance scorecard input incorporating statutory/accreditation compliances, equipment performance and costs requirements.
• Develop maintenance management plans to inform the acquisition/upgrade of critical equipment including budget and resource requirements.

• Manage distribution of maintenance staff for projects and maintenance operations.
• Develop preventive maintenance strategies and programs for buildings, utilities equipment and operations equipment.
• Develop and maintain a structured process (such as RCM, OMM, RBM or FMEA) to select appropriate maintenance tactics and develop detailed maintenance plans in order to prevent costly, dangerous and disruptive equipment failures, depending on the probability and consequences of these failures, as well as the overall criticality of the asset under consideration.
• Ensure that utility services (e.g., electricity, compressed air, chilled water and ventilation and other required services) for the sites are sufficient and well maintained to support operational requirements.
• Coordinate utility shutdowns and related communications for maintenance related projects or activities.
• Periodic review of results related to maintenance and maintenance equipment testing activities.

• Continuously review maintenance practices and processes, and investigate improvements opportunities.
• Undertake the necessary impact analysis and where required business case presentations on proposed improvement initiatives.
• Manage department productivity and performance and successful implementation of approved improvement initiatives.
• Manage customer service levels by monitoring upkeep of schedule maintenance intervals and response to daily works orders are within agreed service levels.
• Review utilities reports and system operating conditions to identify needs for repair, replacements, upgrades, capacity additions and opportunity for cost improvement.

• Implement and maintain a list of approved contractors for all significant outsourced maintenance work and a contractor/vendor panel to respond to maintenance emergencies.
• Define service level agreements (SLA) to manage maintenance contractors and ensure the SLAs are enforced when managing the contractors.
• Define and maintain appropriate processes to monitor maintenance contractors' work quality and performance against standards and deliverables, as defined in the SLA and contractual agreement.
• Implement and maintain procedures and systems for effective and efficient administration of maintenance contracts. This includes approval of contracts, payment of invoices, communication with contractors, keeping of records, and where applicable application of penalties.
• Implement processes which ensure that Maintenance contractors comply with Health, Safety and Environment policies and procedures, in order to ensure the safety of contract workers, internal employees and the environment.

KPA 3: Manage Maintenance customer and stakeholder relations

1. Engage key stakeholders and contractors in order to develop a plan to address various stakeholders' requirements and concerns as well as include as input into the maintenance strategic plan.
2. Establish partnerships with utility companies, Municipal inspectors, insurance companies, and local community stakeholders, regarding functional activities.
3. Represent the organisation in formal meetings inside and outside the organisation on matters dealing with maintenance services.
4. Participate in insurance inspections and claims management processes related to maintenance assets and activities.

KPA 4: Ensuring that the Maintenance Department Adheres and Complies with the relevant regulatory requirements and Standard Operating Procedures of SANBS.

1. Ensure that Maintenance operations comply with all applicable legislation and applicable accreditation standards.
2. Establish a formal process with detailed procedures to manage required statutory and safety tests and inspection tasks, in order to ensure compliance to legislation and prevent HSSE incidents.
3. Assure that regulatory-required testing and/or inspection is completed and documented.
4. Ensure that Maintenance facilities; equipment and staff permits, licenses, and certificates are maintained, recorded, and remain current.
5. Investigate equipment and utility failures and non-compliances, and coordinate implementation of steps to prevent recurrence and/or corrective action to ensure compliance.
6. Ensure effective safeguarding of all physical assets which could cause bodily or environmental harm or disruption to business, including lock-out and permit-to-work procedures, equipment guarding, safe working procedures, "stop-and-think" risk assessments and task observations.
7. Identify and assess potential hazards from maintenance operations, ensure affected employees are educated on related hazards and enforce use of preventative and protective methods and clothing.
8. Implement maintenance processes to limit the impact of maintenance operations and equipment on the environment, e.g., pollution, effluent, emissions and garbage.

KPA 5: Proper administration and information management of the Maintenance function

1. Define key maintenance information required as input to key decision making on equipment and in supporting effective maintenance management and reporting.
2. Maintain appropriate systems to control maintenance work and provide key information on asset condition, asset performance and asset care; asset cost; management of materials (e.g., spares and consumables) required to undertake maintenance activities; compliance to statutory and accreditation requirements.
3. Ensure effective use of the systems to accurately record and process data into useful information to support maintenance management; reporting and analysis.
4. Ensure the maintenance system has efficient maintenance records management capabilities to fulfil applicable compliance requirements and support assets life management.
5. Ensure that all safety and statutory inspections are set up as scheduled tasks in the maintenance management system and a full records history is maintained in the system.
6. Ensure timely completion and documentation of all maintenance activities.
7. Adopt and maintain appropriate technical information standards to ensure consistency.
8. Ensure availability and accuracy of technical information.

KPA 6: People Management and Support to Achieve Operational Objectives

1. Develop a maintenance human resource plan to address the required competency levels, resource levels, investment in training, performance management and empowerment of employees, as well the use of contractors.
2. Manage execution of maintenance work in addressing departmental goals, objectives, and in maintaining required standards of work performance.
3. Ensure that all the people working in maintenance have the appropriate level of competence in terms of knowledge and skills.
4. Conduct performance management and monitor performance on an ongoing basis.
5. Identify general training and staff development needs and ensure staff attend appropriate training programs.
6. Develop and provide equipment and systems training programs for maintenance staff.
7. Ensure that the department has adequate maintenance tools of trade and appropriate processes to manage maintenance tools, in order to ensure proper use, control, maintenance and calibration for related reference tools and equipment.

KPA 7: Management of Specific Project related to Maintenance

1. Undertake planning of maintenance related projects.
2. Manage the project planning processes including review and management of project schedules; project development documents and project status.
3. Ensure efficient and effective monitoring and control of maintenance related projects to successfully deliver on approved objectives.
4. Ensure that project implementation performance is formally reviewed and lessons learnt are recorded to support value for money and continuous improvement efforts.
5. Assure that specification requirements are met on system improvement projects.
6. Review infrastructure needs for changes in workload, function, services, operational requirements, and capital equipment installations, in order to inform planning on required projects.
7. Develop and maintain institutional design standards (e.g., hardware, plumbing, lights, electrical systems) to provide reference point for maintenance system design.
8. Manage equipment planning process for new equipment required for expansion and life cycle planning for equipment replacement.

Cognitive

• Analytical thinking.
• Judgement and decision making.
• Problem solving.
• Big picture thinking.

Personal

• Resilience and stress management.
• Drive and belief in the cause.
• Ethical behaviour.
• Excellence orientation.

Interpersonal

• Teamwork.
• Communication.

Prof. technical

• Logistical Management.
• Best practice thinking.
• General maintenance skills.

Leadership

• Motivating people.
• Practical execution management (planning, organising and monitoring).

Education

• University degree in Mechanical or Electrical Engineering.
• Computer literacy (suites office).
• SAP experience (Ideal requirement).

Experience and knowledge requirements

• 5 years managerial experience with 3 years' experience in Maintenance and/or Engineering.
• 8 years' supervisory experience with 3 years' experience in Maintenance and/or engineering.

Other (knowledge and skills)

• Project Management knowledge and skill.
• Statutory compliance including but not limited to OHS Act; Building Regulation; Environmental Management Act; Water Act; Mineral and Petroleum Resources and Development Act.
• Understanding of the various Maintenance systems including – HVAC and Refrigeration; Electrical distribution and Emergency power; Medical/Laboratory equipment; Safety and related Fire protection; Plumbing and hot water; Elevators; Grounds maintenance.

Special Circumstances

• Travel to Zone offices and branches as and when required.