Management Assistant: Facilities/Project Management

Appointment requirements

• Three (3) year National Diploma (NQF6) in Facilities or Property Management or a built environment qualification NQF 6 or Public administration NQF 6 or Management assistant NQF 6
• At least two years' relevant working experience in the higher education facilities management or higher education construction projects management environment PMO.
• Experience in Public sector project management, procurement of goods and services and contract management will be preferred.
• Supervisory experience in a similar environment will be an added advantage
• Ability to use excel, word, PowerPoint, outlook and the infrastructure reporting model.
• A valid Code B driving licence
• Computer literacy.

Knowledge: Batho Pele Principles, Regulations (e.g. PFMA, Treasury Regulations), Building Environment, Occupational Health and Safety, Government operations with regard to Facilities Management. Skills: Computer literacy with knowledge of Excel, Communication, Report Writing, Problem Solving, Decision Making, Supervisory.

Personal attributes and/or competencies

• Ability to work under pressure; good written and verbal communication skills; ability treat students and employees with courtesy and respect; service excellence skills; good telephone etiquette; understanding of higher education environment and local government; excellent proven administrative skills.
• Willingness to travel extensively, and to work irregular hours.

Primary functions

• Conduct inspections at institutions and verification of projects under implementation;
• Collate statistics and information for reports through inspections in loco and interaction with administrative officers
• Ensure that all reports are submitted timeously to the supervisor;
• Supervise the work of administrative officers and subordinates;
• Handle public and general office enquiries and complaints together with administrative officers and ensure that deadlines are met;
• Compile the agenda and minutes of meetings and write reports through consultation with the manager;
• Provide responses to internal and external correspondence within the specified timelines as and when required;
• Implement and ensure compliance with relevant policies, administrative systems and procedures;
• Manage and supervise all logistical and administrative matters
• Perform other administrative duties and assist other institutions or offices as and when instructed by superiors;
• Ensure that all forms are correctly completed and supporting documentation is submitted;
• Ensure that approved beneficiaries are informed accordingly of their approvals;
• Inform all beneficiaries who were not approved of the reasons for their non-approval;
• Ensure that all policy and administration systems are adhered to
• Ensure that regular meetings are held with the team and attend meetings as and when required
• Implement consumer education programmes in the region as and when required
• Information Management.
• Ensure timely and accurate uploading of infrastructure data; Maintain data integrity and version control.
• Manage Archibus System: Operate and update Archibus for asset tracking, space management, and maintenance scheduling.
• Train users and provide technical support where needed.
• Imagery Mapping System: Integrate geospatial data and imagery into infrastructure records and use mapping tools to visualize infrastructure layouts and conditions.
• Infrastructure Reporting Model (IRM); Populate and maintain the IRM with validated infrastructure data, generate reports for internal and external stakeholders.
• Assist in the Annual Conditional Assessment Booklet compilation, based on the national Building Regulations, Infrastructure Funding Norms and Standards of the DHET, Cost Norms for Infrastructure Provisioning for TVET colleges, Standardize material specifications across all colleges
• Oversee Active CIEG Projects Validate Projects in Progress by conducting site visits to verify project status and compliance. Document findings and flag discrepancies, measure quantities and verify cost estimates. Ensure estimates align with approved budgets and market rates and Provide Detailed Site Reports.

Job Type: Temporary

Contract length: 12 months

Pay: R300 000,00 - R370 000,00 per year

Work Location: In person