Manager: Facilities Management - Midrand at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

• To ensure the development, enhancement, communication, reporting and oversight of the CETA’s Facilities Management strategy and framework and associated tools and processes, ensuring that these are supportive of the CETA strategy and mitigate business risks for the organisation.

RESPONSIBILITIES:

• Develop the Facilities Management frameworks and strategy in consultation with the Chief Financial Officer.
• Develop supporting tactical plans for the facilities management business unit to ensure execution of the strategic objectives and goals.
• Drive the implementation of the tactical plan by developing and allocating operational activities to various divisions and ensuring alignment to the achievement of operational targets.
• Ensure the establishment, maintenance and improvement of Standard Operating Procedures, policies, and guidelines relating to the Facilities Management business unit in consultation with the Chief Financial Officer.
• Use insights gained through business information to compile reports, and metrics to measure success and inform the business decision making process and realign objectives.
• Keep abreast of changes in legislation, regulations and/or the occupational health and safety environment and respond to changes through adjustments to the strategy and tactical plans as required.
• Monitor and continuously evaluate progress of the business unit’s achievements against the tactical plan and strategic objectives.
• Plan for the CETA’s facilities related activities, specify priorities and resources requirements, and monitor effectiveness.
• Facilitate and oversee multi-disciplinary teams which may include cleaning, general maintenance, and space allocation, meeting room coordination, general building structures and health and safety.
• Develop and manage project plans in the periodic maintenance, refurbishment and use of facilities and equipment, to ensure timeous delivery of service.
• Ensure that all malfunctioning equipment is reported and repaired.
• Ensure the effective management of cleaning, waste disposal, catering, security and parking facilities. 
• Management any logistical arrangements pertaining the CETA’s facilities, employee travel and accommodation and related equipment.
• Ensure the effective management of CETA’s fleet, including overseeing the maintenance, purchasing, registration, licensing and allocation of vehicles.
• Development and maintenance of an effective records management system.
• Development of an effective fleet management monitoring tool.
• Drive and ensure awareness and adherence to Occupational Health and Safety Protocols with the CETA offices.
• Ensure and oversee the recording and maintenance of accurate documentation and historical records as per Standard Operating Procedures.
• Ensure the design and implementation of an effective Records management framework/strategy and related protocols for the archiving, retrieving and disposal of CETA records.
• Ensure the effective security management of CETA’s facilities through coordination of security resources and proper access management and control of CETA facilities.
• Development of incident tracking and trend analysis reporting procedures.
• Development a document retention policy and business continuity plan.
• Development of office space planning and allocation standards/guide.
• Management an effective registry, courier, and mail management system.
• Perform any other duties as assigned by supervisors.
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Design, develop and oversee the implementation of guidelines and policies to ensure implementation of processes and procedures and to ensure sufficient resources for the smooth running of the Strategy & Research unit.
• Manage risk pertaining to the operations of Strategy & Research sub-division.
• Review and update relevant CETA policies and procedures (business unit relevant).
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of, onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Preparation of procurement specifications for facilities related services.
• Management of facility contracts and performance of service providers.
• Approval and verification of invoices and services rendered.
• Provide input in the planning and compilation of the business unit’s annual budget aligned to the tactical delivery plans to support the implementation of set objectives.
• Ensure the effective implementation, management, monitoring of the business unit’s budget, and mitigate and report on any variances.
• Ensure the deployment of proper financial controls to manage the business unit budget.
• Report on and communicate any costs improvements and shortfalls.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.
• Build and lead an effective and cohesive team through the effective management of divisional resources.
• Drive the implementation of talent acquisition, succession planning, development, and retention strategies for the division.
• Ensure the enhancement of relevant knowledge and skills through continuous coaching, mentoring and nurturing of talent in the business unit.
• Create a high performance culture and manage team performance effectively by translating and communicating the annual performance goals and measures into individual work plans based on agreed upon objectives.
• Ensure the working environment contributes to improving employee engagement, recognition and increased productivity.
• Ensure the management of poor performance and disciplinary matters in line with the CETA’s policies and procedures.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values
• Ensure that on-the-job training, learning and development is taking place
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the unit.
• Build and maintain relationships with all CETA business units for the purposes of expectations management and knowledge sharing.
• Represent and participate in the organisation’s committees and tasks teams when required.
• Convene and attend meetings and present findings and business cases to relevant stakeholders when required.
• Implement timeous communication on progress and challenges in achieving the tactical work plans to impacted stakeholders.
• Attend industry related forums, conferences and workshops to gain industry insight for the purpose of business improvement.
• Execution of day-to-day activities in accordance with the CETA values.
• Provide advocacy on matters related to fleet and records management to empower the CETA stakeholders to make informed decisions.
• Attend and address all stakeholder queries timeously and effectively.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Matric/Grade 12 Certificate plus a 3 years’ qualification in Facilities Management.
• BTech Degree in Construction Management advantageous.
• Minimum 3-5 years’ operational experience in Facilities Management
• A minimum of 5 years of project management or similar related experience
• Knowledge of local South African laws and practices required.
• An understanding of, and insight into, the BCEA, LRA and OHS Acts, with the ability to apply the required principles.

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.