General Services Manager

2 weeks ago

Stellenbosch, South Africa COFCO International North America Full time

**Vacancy**: General Services Manager

**Department**: Admin

**Contract**: Permanent

Job Purpose
In this role, you will take responsibility ensuring that compliance elements are met, monitored and managed, as well as the smooth running of all administration operations within facilities and the general services functions of the business, together with internal and external stakeholders.

Minimum qualifications and experience
Matric Certificate and demonstrated experience of at least 10 years in a similar role, with a proven track record in compliance management and project management.

Duties and responsibilities
Your main responsibilities and duties in this position will include but are not limited to the following:
**Office services including**:

- Monitor and report on office attendance
- Manage office access control system
- Manage office daily lunch and liaise with external provider
- Manage and maintain Smart Office app
- Manage budget and oversee kitchen and office stationery stock orders
- Office cleaning, hygiene, repairs and maintenance
- Liaison with building landlord
- Negotiating office lease renewal (due from Nov 2023)
- Potential to source new office space, plan and manage an office move
- Conduct onboarding for new employees
- Collate annual SG&A budget and Capex (as required) and approve all SG&A budget related invoices
- Administrative support to leadership team
- Manage the procurement function
- Responsible for various committees, social and other

**Compliance including**:

- Office Health and Safety Officer responsible for creating and executing the workplace health and safety plan including training for safety committee members, compliance with OHS act, ensuring workplace risk assessments are completed and that the office is safety compliant
- Regional Deputy Information officer responsible for creating the required policies in line with the POPI act, arranging training for all employees, liaison with both internal general counsel and external specialist counsel and ensuring overall compliance with the Act.
- B-BBEE responsibilities currently include sourcing suitable projects, creating an annual plan and managing CSI spend and documentation within approved budget.
- Finance annual audit responsibility as regards submitting minutes from monthly leadership meetings.

**Events including**:

- Sourcing appropriate venues and preparing costings for a variety of events including employee events and customer events.
- Event planning and management.
- Managing the budget for events and all related items such as branded clothing, gifts and event stationery.

**Travel including**:

- Prepare, manage and report to MD on travel budget
- Liaison with external travel provider
- Oversee all bookings
- Negotiate annual contract renewal with external travel provider (due Oct 2023)

Corporate Social Responsibility
- Liaison with beneficiaries
- Preparing annual CSI plan according to budget allocated
- Responsible for collecting data and reporting on B-BBEE element for annual scorecard audit
- Collating documentation eg 18A tax certificates from donations

Brand and Communications
- Regional brand officer ensuring that the corporate brand identity is upheld and executed correctly in all formats.
- Liaison with Global Corporate Affairs Director.
- Manage and maintain new South Africa website.
- Responsible for publishing quarterly employee newsletter.

Essential Skills
- Agile, and able to multitask and work under pressure.
- Ability to prioritize effectively, with excellent time management skills.
- Planner with the ability to identify possible future obstacles, and problem-solving skills.
- Excellent written and verbal communication skills.
- Good interpersonal and organizing skills.
- Ability to handle conflict situations well and establish a plan/strategy that reduces future situations.
- Critical thinker with emotional resilience to overcome obstacles.
- Self-confident and self-assured approach with a positive attitude.
- Customer service focussed.
- Solutions driven and self-managed individual.
- Demonstrated experience managing and leading a team.
- Experience with dealing with auditors and supplying information for external audits.
- Demonstrated ability in formulating and managing budgets, strategy, and execution of associated projects.
- Knowledge of Asset Management.
- Knowledge of data protection operations and legislation (GDPR & POPIA).
- Excellent ability to formulate training material, train and support stakeholders; and ability to present ideas in user-friendly language.
- Experience in drafting policies and procedures.
- Experience with Business Continuity planning.
- Hands on working experience managing and completing multiple projects simultaneously, whilst collaborating with both internal and external resources.

Technical competencies
- Intermediate Excel proficiency
- Office 365 tools
- SAP exposure
- CCTV and access control solutions exposure

Core Competencies
- Customer focus:

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