Manager: Facilities Management

3 weeks ago

Pretoria, South Africa Road Accident Fund Full time
Job title : Manager: Facilities Management (Pretoria Regional Office)Job Location : Gauteng, PretoriaDeadline : December 06, 2024Quick Recommended Links
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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.

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