East & Southern Africa Service Delivery Assistant at Unilever

Main purpose of job:

The scope of the Workplace Specialist covers Offices and Supply Chain Site East Africa & Southern Africa (South Africa & Zimbabwe). The role will be responsible for leading the Workplace & Travel Services transformation and be accountable for the day to day delivery of Workplace & Travel Services in line with established service levels and service line strategy. The services scope of this role includes primarily Facilities Management (both soft and technical services but excluding technical services inside the production areas of our Supply Chain factory). The services scope will also include activities across the other Workplace & Travel Services areas (Real Estate, Travel, Fleet Management, Sustainability initiatives and building projects and any other that will be part of our future journey).

The role reports to the Workplace Services Delivery Manager Africa and will be part of the Africa Workplace Services delivery organization. 

Key accountabilities:

The below are the Key areas of deliverables as set out by the SDM for the ASDM role, the ASDM are to manage all reporting staff into this role to ensure targets & deliverable are met as per the below and to report back to the SDM role on all aspects at all times:

• Drive the future of the office
• Drive Re-imagine of Services
• Drive Hybrid Working models and Digital Workplace
• Drive transformation program with scope of Facilities Management to deliver employee experience, safety and wellbeing to Unilever and any other aspects in this area as advised by the SDM.
• Accountable for the day-to-day site FM service delivery in line with established service levels and KPIs whether provided by a third party or by Unilever WPS team.
• Weekly / Monthly management of Vendors by checking site audits
• Weekly/ Monthly management of Vendors by ensuring supplier score cards is done on standards
• Weekly/ Monthly reporting back to the SDM on all aspects relating to service delivery / Vendors
• Reporting back to the SDM on Contract renewals coming up and vendor escalations 3 months prior.
• Work with Africa WPS Procurement team to deliver all vendor contracts aligned to FMT.
• Deliver innovations and improvement projects aimed at improving cost savings and service (think outside of the box)
• Ensure timely and accurate performance reporting of both services and financial variances per CBT line items.
• Full understanding of financial accounting for budgeting/ budget management / forecasts/ variance change and upcoming costs as well as scope adjustment with finance visibility to SDM.
• Must be able to drive finances timely with all local finance business partners for the monthly view to the SDM
• Understand and manage the monthly rental of the office through ROUA & IFRS 16. (both systems can be explained)
• Evaluate operations and propose improvements as appropriate to SDM prior to other stakeholders
• Conduct site business relationship management as well as internal stake holder management for respective role
• Oversee and supervise the implementation of various site projects such as office renovations, maintenance works, office re-stacking, etc.
• Support regional WPS initiatives and programs as led by SDM
• Support Work Permit authorizations at facilities and any other SHE required input / audits.  Must b able to drive the SHE act and OHS act from a FM understanding on site.
• Drive sustainability agenda as led by SDM
• Drive and adhere to the Safety & Security culture and standards in Workplace Services
• Workplace digitalization to improve employee’s experience
• Last minute reporting with emergencies on site to SDM / SHE / Security (This will be for emergencies which might occur outside office areas
• Drive and delivery any other requirements related to Business requests related to WPS & EX as requested by SDM / EX Director
• Ensure weekly / monthly meetings with partner stakeholders as SHE / Security / IT/ (Sustainability & EX/ Medical – when required)
• Ensure full visibility on all sites for all work-related aspects at any time during working hours except for emergencies where information might be needed
• Must have extensive understanding an management of technical / soft and mechanical FM services and be able to manage and direct vendors.
• Must have basic understanding of AV equipment.

Experience and qualifications required:

Essential

• Extensive experience in Facilities Management or Building Maintenance Services (at least 5 years) preferably in a Supply Chain Environment or corporate office environment from a MNC or large and reputable local organization; This includes delivery and management of KPIs, SLAs, and relevant FM contracts.
• Capability to implement FM local and regional programs and initiatives. 
• Strong supervisory skills. 
• Ability to establish rapport externally and internally in a multi-cultural environment
• Have financial basic understanding of Forecasts / budgeting/ budget management
• Good English language skills

Desirable

• FM Technical or Engineering & Soft services background.
• Able to work at corporate office locations and engage with factories for FM Operations
• Skills & Competencies:
• Service delivery mind-set.
• Capability to create/assist & meeting transformations.
• Strong communication skills.
• Excellent IT skills (Excel, PowerPoint, Word).
• Ability to work independently and assist with core business objectives.
• Strong interpersonal skills and the ability to develop excellent working relationships.
• Good prioritisation, planning and organisation skills.
• Persistence, loyalty and confidentiality.
• Think outside the ‘box’

Key interfaces:

• Africa Workplace Services Transformation Manager (SA)
• Africa Workplace Service Delivery Manager (SA)
• Real Estate Lead, Africa (SA)
• Africa EX Director
• Procurement (Global, Cluster & Local)
• Finance (Global & Local)
• Secretaries (Global, Cluster & Local)