Manager: Facilities at Mining Qualifications Authority (MQA)

 Role Purpose:
To support the organisation through the delivery of office facilities and enable a conducive working environment and to oversee all building-related activities, and responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning. 

  Key Performance Areas 
Strategic Planning and Implementation:

• Support the organisation by ensuring that the office facilities are conducive to support the strategic objectives of the MQA.
• Develop the Facilities Operational Plan aligned to the organisational objectives and ensure its implementation.

Corporate Governance:

• Develop and Implement Facilities Management policies, procedures and systems pertaining to the Business Unit deliverables.
• Conduct facilities risk assessment and develop risk management plan for all the MQA Facilities.
• Oversee the identification, assessment, mitigation, and monitoring of strategic and operational risks for Corporate Services.
• Develop, seek approval, and communicate the Unit process flows and ensure compliance.
• Prepare reports in line with the MQA’s governance framework and submit to the relevant structures.
•  Manage the preparation and submission of documentation to the internal and external auditors.
• Prepare management response pertaining to the audit findings and implement remedial actions.

Technical Maintenance: 

• Plan, co-ordinate and oversee activities of technical maintenance providers.
• Develop and implement floor plans and office space allocation for all employees.
• Manage utilisation of resources to effect repairs and/or renovations and ensure safety.
• Ensure the maintenance of the regional offices in line with the Technical Maintenance Plan.
• Provide technical expertise in area of responsibility.
• Manage procurement of goods and services in the area of responsibility.
• Develop and manage maintenance budget for assigned area of responsibility.
• Develop and implement planned maintenance programmes including short- and long-term maintenance.
• Manage the outsourced services to ensure value for money.
• Manage the use of all meeting rooms and facilities.
• Act as a link between the Trustees and Body Corporate on behalf of the MQA.

Security and Access Control: 

• Ensure the effective security management of MQA’s facilities through coordination and allocation of security resources and proper access management and control of MQA facilities.
• Ensure the access control system is managed effectively. Articulate standards and procedures regarding the security of MQA’s human capital, physical assets, and stakeholders.
• Guide the implementation of such security standards and procedures.
• Ensure continuous assessments of security risks and timely implementation of recommended corrective actions; and to provide a baseline from which security systems, measure and procedures can be implemented for compliance with the policy.
• To inform staff, contractors, and visitors of those essential requirements for protecting the assets of the MQA, of which the most important are people, property and information.
• To provide framework in specifying the mechanisms through which security management requirement can be met.

Assets and Fleet Management: 

• Ensure the safeguarding, maintenance, and protection of the MQA assets namely the building, office equipment and vehicles. Ensure that all the MQA assets are insured by the reputable organisations and ensure that the asset is on the asset register. Ensure that repairs and maintenance is conducted on assets. Ensure the effective management of MQA’s fleet, including overseeing the acquisition, registration, licensing as per Road Traffic Act, allocation, and maintenance of vehicles.

Facilities and Document Management:

• Ensure the management of facilities preventative and predictive maintenance programs, including scope of works, specifications, SLAs, vendor management and quality assessments. Create and maintain a centralised MQA document management system, for managing Unit documentation, archiving, disposals, contracts, reports and MQA Records Management. Ensure the design and implementation of an effective Records Management Framework/Strategy and related protocols for the archiving, retrieving and disposal of MQA records. Ensure all internal and external stakeholders receive accurate and timely information.

Health and Safety:

•  Ensure compliance with the applicable legislations and standards including Health and Safety rules & Standards. Ensure a healthy and safe environment for all employees, contractors, and stakeholders. Promote a culture of zero tolerance on health and safety incidents and accidents. Ensure facilities are compliant in terms of Health & Safety. Ensure ISO 9001 compliance and alignment of the MQA facilities. Conduct safety drills in the building and facilitate the capacitation of Health and Safety representatives.

Regional Office Support: 

• Provide support to the regional offices. Ensure that the Regional Offices have office supplies and adequate tools of trade.

Financial Management: 

• Compile budget for approval. Manage all costs in line with budget. Investigate and action any items of over expenditure. Review the monthly expenditure and explain and / or action all areas of discrepancy. Ensure that all payments pertaining to the utilities and all other supplier payments are finalised monthly.

People Management: 

• Set the Business Unit deliverables and assign functions in line with reporting lines. Ensure the development, guidance, and empowerment of the team to deliver Unit targets. Ensure that the performance contracts are in place prior to the beginning of each financial year in line with the Unit’s strategy and Plans. Measure, manage and monitor the performance of the team.

  Key requirements: qualifications, experience, and competencies
Qualifications:
Minimum:

• A Bachelor`s degree in Facilities Management/ Property studies / Construction / Architecture / Business/ Engineering at NQF Level 7 or equivalent.
• Post Graduate Diploma/Honours degree Facilities Management/ Property studies / Construction / Architecture at NQF 8 will be an added advantage.

Experience:

• Minimum of 8 years relevant working experience in a facilities/ building management, of which 3 years must be at middle management/supervisory.

Competencies: Knowledge

• Building Management Technical knowledge. General Principles of Construction, Plumbing, Electrical Work and Carpentry. ISO 9001 compliance knowledge. Office Design/Layout and Planning. Public Sector legislation and policies. Maintenance Planning. Occupational Health & Safety. Financial Accounting & Budgeting knowledge.

  Competencies: Skills

• Project Management skills. Risk Management. Planning and organising. Problem Solving. Gathering and Analysing Information. Negotiation skills. Report writing.

  Competencies: Attributes

• Emotional maturity. Interpersonal skills. Attention to detail. Persuasion. Situational sensitivity. Integrity. Honesty. Time management.