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Manager : Facilities Management (Pretoria Regional Office)
Road Accident FundPretoria, None, ZA9 days ago
Job descriptionCreate 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. 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. 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 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. 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. 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. 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. 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. 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. 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 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 Contribute to the development and implementation of departmental policy, procedures and processes. Keep up to date with effective policy and practice execution strategies 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. 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. 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 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. 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. 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. 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. 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. 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. 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 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.
Administration of audit and risk findings identified in the department
Manage Facilities services sectional budget and other financial resources management.
Manage 30-day payment of all FM invoices.
Manage all Facilities related Contracts.
Reporting
Stakeholder management
People Management
Qualifications & Experience
Technical & behavioral Competencies required
Managerial Competencies
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
Manage effective workspace and parking space management.
Administration of audit and risk findings identified in the department
Manage Facilities services sectional budget and other financial resources management.
Manage 30-day payment of all FM invoices.
Manage all Facilities related Contracts.
Reporting
Stakeholder management
People Management
Qualifications & Experience
Technical & behavioral Competencies required
Managerial Competencies
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Regional Manager • Pretoria, None, ZA