Manager: Facilities Management

2 weeks ago

Midrand, South Africa Construction Education & Training Authority Full time

**JOB PURPOSE AND PROFILE**

To ensure the development, enhancement, communication, reporting and oversight of the CETA’s Facilities Management strategy and framework and associated tools and processes, ensuring that these are supportive of the CETA strategy and mitigate business risks for the organisation.

**RESPONSIBILITIES**:

- Develop the Facilities Management frameworks and strategy in consultation with the Chief Financial Officer.
- Develop supporting tactical plans for the facilities management business unit to ensure execution of the strategic objectives and goals.
- Drive the implementation of the tactical plan by developing and allocating operational activities to various divisions and ensuring alignment to the achievement of operational targets.
- Ensure the establishment, maintenance and improvement of Standard Operating Procedures, policies, and guidelines relating to the Facilities Management business unit in consultation with the Chief Financial Officer.
- Use insights gained through business information to compile reports, and metrics to measure success and inform the business decision making process and realign objectives.
- Keep abreast of changes in legislation, regulations and/or the occupational health and safety environment and respond to changes through adjustments to the strategy and tactical plans as required.
- Monitor and continuously evaluate progress of the business unit’s achievements against the tactical plan and strategic objectives.
- Plan for the CETA’s facilities related activities, specify priorities and resources requirements, and monitor effectiveness.
- Facilitate and oversee multi-disciplinary teams which may include cleaning, general maintenance, and space allocation, meeting room coordination, general building structures and health and safety.
- Develop and manage project plans in the periodic maintenance, refurbishment and use of facilities and equipment, to ensure timeous delivery of service.
- Ensure that all malfunctioning equipment is reported and repaired.
- Ensure the effective management of cleaning, waste disposal, catering, security and parking facilities.
- Management any logístical arrangements pertaining the CETA’s facilities, employee travel and accommodation and related equipment.
- Ensure the effective management of CETA’s fleet, including overseeing the maintenance, purchasing, registration, licensing and allocation of vehicles.
- Development and maintenance of an effective records management system.
- Development of an effective fleet management monitoring tool.
- Drive and ensure awareness and adherence to Occupational Health and Safety Protocols with the CETA offices.
- Ensure and oversee the recording and maintenance of accurate documentation and historical records as per Standard Operating Procedures.
- Ensure the design and implementation of an effective Records management framework/strategy and related protocols for the archiving, retrieving and disposal of CETA records.
- Ensure the effective security management of CETA’s facilities through coordination of security resources and proper access management and control of CETA facilities.
- Development of incident tracking and trend analysis reporting procedures.
- Development a document retention policy and business continuity plan.
- Development of office space planning and allocation standards/guide.
- Management an effective registry, courier, and mail management system.
- Perform any other duties as assigned by supervisors.
- Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
- Design, develop and oversee the implementation of guidelines and policies to ensure implementation of processes and procedures and to ensure sufficient resources for the smooth running of the Strategy & Research unit.
- Manage risk pertaining to the operations of Strategy & Research sub-division.
- Review and update relevant CETA policies and procedures (business unit relevant).
- Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
- Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
- Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
- Contribute to the risk maturity levels at the CETA.
- Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of, onto the CETA whistle blowing and fraud prevention hotline.
- Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
- Preparation of procurement specifications for facilities related services.
- Management of facility contracts and performance of service providers.
- Approval and verification of invoices and services rendered.
- Provide input in the planning and compilatio

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