Job Description

About the job Facilities ManagerPurpose of the job: The Manager: Facilities Management is responsible to ensure efficient facilities management and plan control, co-ordinate, organise and manage a functional working environment in a cost effective, effective manner.Key Performance AreasPolicy 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 an effective Fixed Asset Management System

• Draft fixed assets monthly reports and submit to the manager.
• Additions.
• Disposals.
• Values and depreciation.
• Submit ES to manager on all identified assets to be disposed of.
• Manage and ensure accuracy of fixed assets register (updates and maintenance).
• Implement plan for fixed asset verification annually.

Implementation of policies and procedures

• Ensure implementation of policy and procedure.
• Amend procedures where necessary.
• To research best practice, make an input into and implement approved strategies relating to effective facilities management.
• To make input into and implement approved operating policies, procedures and processes relating to facilities management.

To manage HO fleet management system

• Manage the implementation of fleet management policy and procedures.
• Manage and monitor use of company fleet ensure compliance with Acts and Regulations.
• Analyse vehicle usage and submit report to manager.

Manage an Effective inventory management system

• Implement inventory management policy and ensure adherence thereof for all stock items.
• Ensure regular and consistent stock taking of stock items.
• Monitor use of stock items.

Reporting

• Prepare and submit regulation reports as and when required to provide progress updates and/or inform management decisions.
• Develop reports/ policies/ procedures and guide the process through the alignment of the documents to the overall companys 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.

Manage effective workspace management

• Create functional effective and flexible working areas.
• Maintain a database of accurate drawings of offices and submit any amendments to project office.

Ensure proper administration of audit and risk findings identified in the division

• Identify operational risks.
• Continuously monitor opportunities and incidents.
• Review audit findings, develop plans and submit comments to manager.
• Pro-actively rectify and control weaknesses identified.
• To ensure proper administration, governance, and risk management.

Manage FS sectional budget and other financial resources management

• Monitor the budget spending, manage the divisional cash flow, and minimise budget variance.

Financial resources management

• Forecast facilities management budget each FY starting with zero based and submit to manager. Ensure that expenses fall 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.

Stakeholder management

• Facilitate and manage communication with relevant internal and external stakeholders in relation to investments 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 relevant external activities and events.

Manage 30-day payment of all FM invoices

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

Manage all Facilities related Contracts

• Draft ES and advise SCM 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 database.

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 Company. Manage the implementation of human capital 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

• Bachelors Degree in Facilities Management related qualification.
• Postgraduate in Facilities Management related qualification will be advantageous.
• Drivers Licence

Experience

• 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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