Facilities Management Specialist [REF. 1930/11] at ETDP SETA

Minimum Requirements 

• A Bachelor’s Degree in Facilities Management or Property Management at NQF Level 7 
• A postgraduate qualification relevant to the portfolio will serve as an added advantage 
• Relevant professional body certificates, such as the South African Facilities Management Association (SAFMA) or equivalent professional body certificates will be an added advantage 
• Applicable certificate to Property/Facilities Management, as well as contract management, would be an advantage 
• At least five (5) years’ experience in the provision of property management/facilities management in lease agreements, contract management, maintenance and all facets of facility operation in a medium-sized organization, with at least three years of experience at management level 
• Strong knowledge of facilities management best practices and building maintenance requirements 
• Working knowledge of health and safety regulations, environmental, workplace risk analysis and compliance standards 
• Must have extensive knowledge of contract management, OHSA, PFMA, National treasury requirements, and the Built - Environment Legislative Framework 
• Understanding of lease agreements and property law 
• Knowledge of Budget and Service Level management, drafting and management 
• Excellent communication skills (both verbal and written) with good report-writing skills 
• Proficiency in MS Office packages and data analysis skills 
• Knowledge of accounting principles related to asset management 
• Excellent organisational and project management principles skills
• Strong problem-solving skills 
• Good understanding of the necessary principles of mechanical and electrical requirements
• Good interpersonal skills and ability to manage and lead a team to ensure desired results are achieved 
• Ability to follow up diligently and resolve issues promptly and effectively 
• A valid driver’s licence and willingness to travel to different provinces is essential 

 ​​​​​​​Knowledge and Skills 

• Building and facilities management 
• Budgeting and financial management 
• Safety, Health and Environmental Management knowledge 
• Utility services and Heating, Ventilation, and Air Conditioning (HVAC) Systems and Power Solutions knowledge 
• The Occupational Health and Safety Act (OHS Act) includes regulations and contract law 
• Leadership, analytical and negotiation skills 
• Project management, Strategic and operational planning skills 
• Contractor management skills 
• Asset Management Systems and Processes skills 

Duties and Responsibilities 

• Develop and implement Facilities Management policies and procedures 
• Responsible for the ongoing improvement and continued development of the Strategic Facilities Maintenance Plan 
• Manage the sourcing and maintenance of office accommodation in the provinces 
• Manage the ETDP SETA office constructions and continue renovating spaces according to our strategic plans 
• Manage the upkeep of equipment and supplies to meet health and safety standards
• Ensure the service, maintenance and repair of all air conditioning, plumbing, electrical and telephone systems are done 
• Ensure that basic facilities, such as water and heating are well maintained 
• Negotiate lease agreements and liaise with landlords regarding facility matters for which the landlords are responsible 
• Review and manage all contracts and SLAs in relation to facilities management and maintenance 
• Oversee facility refurbishment, renovations and building projects 
• Liaise and collaborate with all role players internally and externally on maintenance, renovation and construction projects 
• Manage Facilities staff, contractors and external suppliers 
• Develop and/or adhere to a maintenance and preventative maintenance programme on facilities 
• Plan and execute physical changes and move and handle the allocation and management of space within buildings 
• Oversee and manage outsourced services such as cleaning and security 
• Liaise with service providers for contracted services and drafting agreements/ Service Level Agreements (SLAs) 
• Oversee and manage the contracts with providers for services, including security, parking, cleaning and technology 
• Act timeously on internal staff requests relating to facility matters and matters pertaining to fixed assets 
• Assist in establishing and maintaining policies and procedures for asset acquisition, recording, control and disposal 
• Oversee and supervise the maintenance and reconciliation of fixed assets records and match to fixed asset inventory with all business units 
• Determine useful lives and depreciation methods and update depreciation schedules as required 
• Compile monthly and quarterly management reports on activities and assets 
• Co-operate with internal and external auditors on issues relating to fixed assets 
• Attend meetings of the committee, e.g., the Occupational Health and Safety Committee, and respond promptly to emergency calls for maintenance and repairs 
• Participate in inspections of buildings and facilities 
• Prepare and manage budgets, ensure cost-effectiveness and authorize expenditure within budget 
• Manage and oversee the ETDP SETA vehicle, driver and related assets 
• Ensure safety and cost-effective vehicle utilization and compliance with policies and procedures 
• Ensure efficient vehicle management, fuel consumption and maintenance 
• Manage the Facilities staff and ensure adequate resources are available to fulfil tasks 
• Evaluate staff performance regularly and provide appropriate training and skills evaluations 
• Drafting reports and making written recommendations for Senior Management 
• Executive any other duties as assigned by the Manager: Corporate Services