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Manager: Facilities Management
2 months ago
Purpose of the Job: The Manager: Facilities Management is responsible to to 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.
- Ensure national space strategy is adhered to.
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 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 relevant 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 and Experience
- Bachelor’s Degree/Advanced Diploma in Facilities Management related qualification
- Postgraduate in Facilities Management related qualification will be advantageous.
- Drivers Licence
- Relevant 6-8 years’ experience in Facilities management environment of which 2 years must have been on supervisory level/area of expertise/management level
Behavioral competencies
- 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:
- 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
- Programme/project management
- Service Delivery Innovation
- Stakeholder development and relations
- Reporting
Technical:
- Knowledge of associated building maintenance processes.
- Project management skills
- Troubleshooting skills
- Innovative ideas on office set ups.
- Solution focused.
- Impact and innovation/creativity.
- Knowledge of Basic Financial Management.
Purpose of the Job: The Manager: Facilities Management is responsible to to 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.
- Ensure national space strategy is adhered to.
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 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 relevant 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 and Experience
- Bachelor’s Degree/Advanced Diploma in Facilities Management related qualification
- Postgraduate in Facilities Management related qualification will be advantageous.
- Drivers Licence
- Relevant 6-8 years’ experience in Facilities management environment of which 2 years must have been on supervisory level/area of expertise/management level
Behavioral competencies
- 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:
- 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
- Programme/project management
- Service Delivery Innovation
- Stakeholder development and relations
- Reporting
Technical:
- Knowledge of associated building maintenance processes.
- Project management skills
- Troubleshooting skills
- Innovative ideas on office set ups.
- Solution focused.
- Impact and innovation/creativity.
- Knowledge of Basic Financial Management.
