Facilities Officer: Non-technical (Soft Services) at Mining Qualifications Authority (MQA)

Key Performance Areas

• Soft Services Facilities Management: Ensure that office housekeeping and cleanliness are maintained to the highest standards by closely supervising cleaning staff, monitoring their work, and conducting regular audits. Liaise with security services to ensure that premises and all assets are guarded and secured, emergencies are immediately attended to.
• Ensure that all the MQA buildings comply with the Occupational Health and Safety Act. Prepare monthly reconciliation with supporting schedules of the asset registers for relevant stakeholders and resolve uncleared items. Plan and execute asset verifications, investigate and report on variances, make necessary recommendations to resolve discrepancies and update the asset register.
• Attend to all the Auditors ‘audit requirements relating to assets verification and the disposal thereof. Oversee the maintenance and repair of all company vehicles, including scheduling regular maintenance and coordinating repairs as needed and the maintenance of a logbook. Reconcile the fuel expenditure on a monthly basis for all petrol card holders and authorise the maintenance expenditure with the service provider. Reconcile insurance holders’ monthly policy reports and assist employees with insurance claims.
• Facilitate and manage the implementation of Facility contracts in line with SCM policies and procedures.
• Compliance with legislation: Ensure internal policies and procedures are adhered to consistently including statutory compliance to Facilities Management Standards (SABS and ISO) and standard operating procedures. Monitor financial activities ensuring compliance with: OHS, Facilities Regulations, PFMA, Treasury Regulations PPPFA, SCM and MQA Policies.
• Maintain Stakeholder Relationships: Build relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience. Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary. Exceed customer expectations by giving all the relevant information, business advice, and support to internal and external customers and stakeholders.  Collaborate with other business units/teams to ensure a consistent approach concerning query resolution and approach.
• Risk Management: Assist with the development of the Operational Risk Register of the Unit and ensure mitigation of risk. Assist with identifying and evaluating the risks associated with unit activities and take appropriate action to mitigate and control the risks.
• Reporting: Compile accurate and timely reports on facilities management projects for monthly, quarterly and annual reporting. Extract the relevant reports and information from the database system. Generate ad hoc reports as requested.
• Budget Management: Contribute to the development, management and overseeing the efficient utilisation of the Facilities Unit project budgets. Monitor and coordinate the commitments and accruals and reconcile projects with the commitment register. Ensure that the projects operate within the approved budget and in line with valid legal contracts.
• People Management:  Assist with the supervision of the cleaners and general workers within the unit. Co-ordinate the implementation of the performance management system in the Facilities Unit.  Ensure the development, guidance, and empowerment of the team. Ensure that the performance contracts are in place before the beginning of each financial year. Ensure that reviews are conducted in line with the MQA performance management policy. 

Key requirements: qualifications, experience, and competencies

Qualifications:

• National Senior Certificate (NSC) or National Certificate: Vocational (NCV), (NQF 4)
• National Diploma (NQF 6) in Facilities Management/ Public Administration/ Administration
• A Bachelor’s degree (NQF 7) or equivalent in the above-mentioned fields will be an added advantage
• Valid driver’s license

Experience:

• Minimum of 4 years’ work experience in facilities administration.