Manager: Facilities Management

Purpose of the Job: The Manager: Facilities Management is responsible for managing the RAF Facilities related activities and processes to ensure a safe and functional working space.

Key Performance Areas

Policy review and implementation

• Contribute to the development and implementation of departmental policy, procedures and processes.
• Keep up to date with effective policy and practice execution strategies

Manage effective workspace and parking space management.

• Create functional effective and flexible working areas.
• Maintain a database of accurate drawings of offices and submit any amendments to project office.
• Manage the allocation of parking bays and ensure compliance.
• Handle parking and workspace queries and ensure resolution.

Administration of audit and risk findings identified in the department

• Respond to the operational risks identified.
• Continuously monitor opportunities and incidents.
• Review audit findings, develop plans and submit comments to Senior Manager.
• Pro-actively rectify and control weaknesses identified.
• Ensure the proper administration, governance and risk management.

Manage Facilities services sectional budget and other financial resources management.

• Monitor the budget spending, manage the divisional cash flow and minimise budget variance.
• Forecast facilities management budget each FY starting with zero based and submit to manager.
• Ensure that expenses fall and are covered under the budget set.
• Ensure regular and consistent reporting on budget expenditure.
• To make input into the strategic and business planning and ensure budgeting for facilities services.

Manage 30-day payment of all FM invoices.

• Manage payment of accounts, rent and other Facilities Management related services.
• Manage landlords, agents on outstanding invoices before month end.
• Submit a report to manager on all invoice related information.

Manage all Facilities related Contracts.

• Draft memorandums and advise procurement of required Facilities Management contracts to ensure no irregular contracts.
• Manage service level agreements with service providers for office cleaning. Fumigation, office plant and special server room clearing etc.
• Ensure up to date contract data base.

Reporting

• Develop reports/ policies/ procedures and guide the process through the alignment of the documents to the overall RAF’s strategy.
• Develop functional reporting systems, for management, projects or performance reporting.
• Prepare proposals, briefings, presentations, reports, and other documentation and provide management information both verbally and in report format.

Stakeholder management

• Facilitate and manage communication with relevant internal and external stakeholders and proactively and progressively manage the relationships.
• Manage relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.
• Communicate with all levels of stakeholder contact.
• Represent the Fund in erlavant external activities and events.

People Management

•  Ensure the sourcing, development and retention of a high-performance team.
• Manage the recruitment of the operational workforce in line with employment equity targets.
• Manage staff in the department to ensure that they achieve their objectives in line with the strategic objectives of the RAF.
• Manage the implementation of people management processes and procedures to control/regulate workplace conflict and/or institute corrective measures and consultation processes to address deviations from standards.
• Allocate, direct, motivate and evaluate subordinates to help them achieve their individual goals.

Qualifications & Experience

•  Bachelor’s Degree/Advanced Diploma in Facilities Management related qualification.
• Postgraduate in Facilities Management related qualification will be advantageous.
• Driver’s License.
• Relevant 6-8 years’ experience in Facilities management environment of which 2 years must have been on supervisory level/area of expertise/management level.

Technical & behavioral Competencies required

• Knowledge of associated building maintenance processes.
• Project management skills.
• Troubleshooting skills
• Innovative ideas on office set ups.
• Solution focussed.
• Impact and innovation/creativity.
• Knowledge of Basic Financial Management.
• Resilience
• Communication
• Working with People
• Network and Alliances
• Planning, Organising and Coordinating
• Employee Engagement
• Personal Mastery
• Judgement and Decision Making
• Ethics and Values
• Client Service Orientation

Managerial Competencies

• Change management
• Coaching and mentoring
• Conflict management
• Critical and innovative thinking
• Direction setting
• Facilitation and Presentation Skills
• People management
• Policy conceptualisation and formulation
• Risk Management
• Risk Management
• Programme/project management
• Service Delivery Innovation
• Stakeholder development and relations
• Reporting

Purpose of the Job: The Manager: Facilities Management is responsible for managing the RAF Facilities related activities and processes to ensure a safe and functional working space.

Key Performance Areas

Policy review and implementation

• Contribute to the development and implementation of departmental policy, procedures and processes.
• Keep up to date with effective policy and practice execution strategies

Manage effective workspace and parking space management.

• Create functional effective and flexible working areas.
• Maintain a database of accurate drawings of offices and submit any amendments to project office.
• Manage the allocation of parking bays and ensure compliance.
• Handle parking and workspace queries and ensure resolution.

Administration of audit and risk findings identified in the department

 Respond to the operational risks identified.

• Continuously monitor opportunities and incidents.
• Review audit findings, develop plans and submit comments to Senior Manager.
• Pro-actively rectify and control weaknesses identified.
• Ensure the proper administration, governance and risk management.

Manage Facilities services sectional budget and other financial resources management.

• Monitor the budget spending, manage the divisional cash flow and minimise budget variance.
• Forecast facilities management budget each FY starting with zero based and submit to manager.
• Ensure that expenses fall and are covered under the budget set.
• Ensure regular and consistent reporting on budget expenditure.
• To make input into the strategic and business planning and ensure budgeting for facilities services.

Manage 30-day payment of all FM invoices.

• Manage payment of accounts, rent and other Facilities Management related services.
• Manage landlords, agents on outstanding invoices before month end.
• Submit a report to manager on all invoice related information.

Manage all Facilities related Contracts.

• Draft memorandums and advise procurement of required Facilities Management contracts to ensure no irregular contracts.
• Manage service level agreements with service providers for office cleaning. Fumigation, office plant and special server room clearing etc.
• Ensure up to date contract data base.

Reporting

• Develop reports/ policies/ procedures and guide the process through the alignment of the documents to the overall RAF’s strategy.
• Develop functional reporting systems, for management, projects or performance reporting.
• Prepare proposals, briefings, presentations, reports, and other documentation and provide management information both verbally and in report format.

Stakeholder management

• Facilitate and manage communication with relevant internal and external stakeholders and proactively and progressively manage the relationships.
• Manage relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.
• Communicate with all levels of stakeholder contact.
• Represent the Fund in erlavant external activities and events.

People Management

• Ensure the sourcing, development and retention of a high-performance team.
• Manage the recruitment of the operational workforce in line with employment equity targets.
• Manage staff in the department to ensure that they achieve their objectives in line with the strategic objectives of the RAF.
• Manage the implementation of people management processes and procedures to control/regulate workplace conflict and/or institute corrective measures and consultation processes to address deviations from standards.
• Allocate, direct, motivate and evaluate subordinates to help them achieve their individual goals.

Qualifications & Experience

• Bachelor’s Degree/Advanced Diploma in Facilities Management related qualification.
• Postgraduate in Facilities Management related qualification will be advantageous.
• Driver’s License.
• Relevant 6-8 years’ experience in Facilities management environment of which 2 years must have been on supervisory level/area of expertise/management level.

Technical & behavioral Competencies required

• Knowledge of associated building maintenance processes.
• Project management skills.
• Troubleshooting skills
• Innovative ideas on office set ups.
• Solution focussed.
• Impact and innovation/creativity.
• Knowledge of Basic Financial Management.
• Resilience
• Communication
• Working with People
• Network and Alliances
• Planning, Organising and Coordinating
• Employee Engagement
• Personal Mastery
• Judgement and Decision Making
• Ethics and Values
• Client Service Orientation

Managerial Competencies

• Change management
• Coaching and mentoring
• Conflict management
• Critical and innovative thinking
• Direction setting
• Facilitation and Presentation Skills
• People management
• Policy conceptualisation and formulation
• Risk Management
• Risk Management
• Programme/project management
• Service Delivery Innovation
• Stakeholder development and relations
• Reporting