Head: Facilities Management at South African Bureau of Standards (SABS)

Purpose Statement

Accountable for the implementation of tactical work plans and formulate associated procedures to ensure the development and effective implementation of the Facilities strategy in line with the SABS’s mandate and overall approved strategy, to ensure the execution of key deliverables, while promoting good governance and sound financial and business principles

Minimum Requirements    

• Honours Degree in Facilities Management or  Engineering (NQF Level 8)
• Formal registration with ECSA / SAFMA
• 10 years relevant work experience in Facilities Management
• 3 years’ senior management experience
• 5 years’ management experience
• Proven track record and ability to execute and formulate strategy for Facilities Maintenance and Management and Property Management 
• Experience in master planning, space planning and design

Duties and Responsibilities 

Strategic Management

• Lead the development, management and execution of the Facilities management strategy and provide input into the overall strategy, policy and decision-making direction of the organisation.
• Ensure the alignment of the Facilities management strategy with the requirements of all Facilities sub-business units, through the development and execution of strategic work plans.
• Set and drive comprehensive goals and objectives for performance to support SABS and subsidiaries strategy and objectives.
• Ensure the effective management of the entire extended Facilities management value chain (both internal and external) in line with SABS overall
• Lead and ensure the establishment, maintenance and improvement of Standard Operating Procedures, policies, and guidelines relating to Facilities in consultation with the Chief Corporate Services Officer and other Executive members.
• Develop a Centre of Excellence to balance technical know-how with customer/stakeholder
• Ensure productivity is measured effectively against set objectives.

Operational Management

• Develop and execute the Facilities Management Operational Plan in collaboration with operational business units to meet capacity and requirements in line with the overall SABS plans.
• Convert divisional operational plan into business unit activities to attain targets.
• Oversee the implementation of master planning, space planning and design within SABS
• Oversee and ensure the modernisation of Facilities Management infrastructure to ensure up-to-date reporting and data gathering and to deliver the services that are required from Facilities Management
• Manage the operating model within sphere of control and ensure the continuous improvement thereof so as to ensure business improvement (e.g. drive the infrastructural renewal project strategy and associated facilities innovation projects)
• Ensure that business unit objectives are met through effective performance management and measurement
• Provide subject matter expertise to the organisation regarding facilities management protocols and processes.
• Organise and manage Facilities Management in terms of resources to maximize productivity and customer satisfaction.
• Ensure clear alignment between the actions and goals of the Facilities Management team and business units.
• Communicate team progress and goal achievement to EXCO.
• Continuously assess areas for internal improvement and develop plans for implementation.
• Develop and implement annual integrated maintenance and infrastructure renewal plans and report to the relevant stakeholders.

Risk and Compliance Management

• Ensure the mitigation of Facilities’ risk profile through the application of fraud controls and risk prevention principles and implementing of sound governance and compliance processes and tools to identify and manage risks.
• Responsible for the coordination and maintenance of quality risk management in line with Accreditation and regulatory requirements.
• Collaborate with Risk Management to ensure business continuity protocols are in place for all premises relating to Facilities disaster response plans
• Monitor changes in legislation and the regulatory environment and ensure that appropriate operational controls are implemented to address new requirements.
• Support and provide evidence to all internal and external audit and Accreditation and regulatory requirements.
• Oversee the maintenance and enforcement of related Service Level Agreements to minimise business risk and ensure business continuity.
• Oversee the implementation of all OHSAS aspects at all premises and facilities within SABS.
• Ensure adherence in Facilities management to all relevant laws (e.g., local, national and provincial), policies and Standard Operating Procedures throughout the organisation.
• Ensure compliance with National, Local and Provincial legislation and SABS Group specific policies and procedures (e.g., Code of Ethics, PFMA, PPPFA, etc.)

Financial Management 

• Provide input in the planning and compilation of the annual budget aligned to the operational and strategic delivery plans to support the implementation of set objectives.
• Lead the overall financial performance and improvement of efficiency in service delivery within Facilities Management.
• Develop and manage financial plans, forecasts and budgets that will be used to initiate, drive and implement all Facilities, Assets and Infrastructure Management related initiatives in line with the business strategy
• Ensure the effective implementation, management, monitoring of Facilities’ Management budget, and mitigate and report on any variances.
• Ensure the deployment of proper financial controls to manage the budget

People Management 

• Manage and lead Facilities by providing clarity of vision; prioritising resources; facilitating alignment of the team; managing non-performance, driving a customer-centric performance culture, setting appropriate KPA’s and ensure the cascading thereof throughout Facilities and driving their achievement; inspiring commitment; encouraging mutual support; and enabling development opportunities
• Proactively manage all direct reports in order to ensure that the strategic objectives for Facilities is met.
• Maintain excellent human capital performance within Facilities through various people management practices such as employee engagement, empowerment, skills development, attraction and retention of key talent, succession planning, etc.
• Ensure that all people within scope of control are properly trained and developed including mentorship and coaching of employees.

Stakeholder Management 

• Identify and mitigate internal systems and procedural barriers to enhance excellent customer service.
• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene, chair and attend meetings and present performance and business related information to relevant stakeholders when required.
• Provide technical support and advocacy on Facilities related matters to the organisation.
• Actively liaise and build relationships with SABS clients and service providers and internal stakeholders so as to ensure that the service standards are met appropriately.
• Effectively analyse, manage and resolve operational complaints through timeous resolution and/or escalation as required, and develop mechanisms to proactively resolve common issues and share lessons learned.