Facilities & Asset Manager

**THE JOB AT A GLANCE**

As the Facilities and Asset Manager you will be reporting to the GM: Operational Finance, you will be responsible for the successful and efficient management, planning, execution and monitoring of all aspects related to facilities management.

**WHAT WILL YOU DO?**

**General facilities management**:

- Responsible for organisation and administration of sections such as canteen, security, transport, welfare, pest control, garden services, cleaning and hygiene, fleet management, water, mail, stationary etc.
- Manages facilities/property related queries. Allocate work to team to address issues.
- Collaborate with the legal and accounting to develop all facilities related policies and leases for branches.
- Ensuring effective and efficient fleet management by ensuring that all discs are up to date for all company vehicles and mobile units (Welkom, Malawi and EC).
- Manages all fixed assets for company and regions (desks, chairs, etc.) by maintaining and up to date register.
- Manage critical and essential security related matters including but not limited to security and access control; ensuring that cameras are fully functional etc.
- Performs ad hoc duties as assigned by the GM: Operations Finance.
- Manage the reception function.
- Ensure that all RMA assets/buildings have insurance at all times and that the directors have indemnity liability cover

**Planning and management of unit**:

- Develop and implement strategic and operational plans for the unit.
- Ensure implementation of the plans by supervising staff.
- Monitors and review plans on an ongoing basis.
- Manages relationship with suppliers
- Negotiate Facility contracts and service level agreements for service providers
- Manage facilities for RMA and ensure that all facilities are available.
- Ensure maximum, efficient operation of facilities and equipment, as well as the care of all buildings, grounds and support equipment and the purchase of necessary outside technical and non-technical support services.
- Recommend equipment modification for upgrades.
- Develop and maintains preventative maintenance programs.
- Enforce safety and housekeeping practices.

**Cost control and monitoring**:

- Collates information for budget planning process.
- Develop strategic and operational plans in line with the budget.
- Ensures that planning takes place in line with standards, and that necessary compliance controls are implemented.
- Recommends unit budget to the manager.
- Monitors unit budget on an ongoing basis.
- Carries out all departmental planning on a regular basis, as issues arise, or in advance of anticipated needs.
- Compile reports on budget monthly for review by the GM: Operational Finance
- Responsible for unit asset management.
- Sign invoices for budgeted services.
- Ensure insurance of buildings and all company assets - insurance is active/up to date.

**Reports and Meeting attendance**:

- Produce unit reports monthly.
- Produce project reports and ad hoc reports.
- Attend and participate in unit meetings.
- Attend and participate in ad hoc meetings.

**Project management**:

- Identifies projects in line with the strategy.
- Plans and manage projects within budget.
- Allocate and supervise work of project team.
- Manage projects working on ensure budget adherence, compliance and timely finalisation

**Ensure compliance**:

- Ensure compliance with mandatory requirements and all applicable international and bilateral agreements.
- Receives comments and updates comments with agreements on an ongoing basis or on demand.
- Audit findings - liaise with the Internal and External Auditors and implement action plans. Monitoring of action plans.
- Ensure compliance with OHSA and industry related compliance.

**Management of staff**:

- Daily and weekly supervision of subordinates through informal and formal discussions.
- Implements and use the performance management system fully to monitor the performance of subordinates.
- Liaising with HR on staff related issues.
- Identify training requirements for staff, through effective staff management and assist them in meeting their training requirements, by helping to arrange suitable training for them.
- Draft staff work plans and ensure implementation.
- Attend relevant committee meetings (OHS Committee).
- Represent organisation in relevant committees.
- Drafting / developing / maintaining / implementing policies and procedures in relevant competency.
- Conduct monthly staff meetings for unit.
- Conduct daily meetings with the facilities.
- Weekly meetings with senior manager - providing Monthly and quarterly reports.
- Responsible for planning and management of unit on a daily basis.

**WHAT YOU'LL BRING TO THE TABLE?**
- Bachelor’s degree in Facilities Management / Project Management / Real Estate
- Project Management Certification
- 5 - 8 years’ experience in facilities management
- Solid understanding of property management
- Working knowledge of building Layouts, network