Manager: Facilities Support Services (N001455) at North West University

Job description

PURPOSE OF THE POSITION

• Provides support to the Chief Director’s office and related services, developing and implementing long term strategic alignment between facilities departments, management systems, policies, procedures, standards and provide guidance and assistance with budget and procurement co-ordination and contracts management; administrative coordination, performance monitoring, evaluation and reporting across departments and campuses to achieve synergy and equity of provision between all campuses within services related to facilities.

KEY RESPONSIBILITIES:

Administrative coordination

• Provide high level support to the Chief Director Facilities and other senior managers, as required, to ensure executive decision making is based on appropriate, accurate and timely information.
• Develop, implement and maintain a document (digital and/or physical) record keeping system for the Office of the Chief

Director: Facilities

• Coordinate internal communication and/or prepare routine and ad-hoc reports, presentations, and responses to queries to ensure stakeholders and customers receive relevant, accurate timely information.
• Facilitate and manage the directorates strategic risk register, business continuity plans, and report on mitigation strategies and deviations.

Facilities Functional strategy

• Facilitate the development of the directorate 5-year strategy, monitor, and report on implementation thereof.
• Use innovative tools and techniques of analysis to anticipate issues arising and give management advance warning of possible problem areas before they can impact on strategy

Performance monitoring and reporting

• Coordinate the development and implementation of the balanced scorecard and annual performance plans, and
• monitoring and evaluation thereof (performance dashboard for Facilities).
• Analyse, interpret and write reports as deemed appropriate, develop presentations and management information relevant to the department and intended audience when required.
• Liaise and coordinate with procurement department to ensure Departmental procurement plans are executed effectively and timeously within agreed service levels.
• Monitor and ensure that directorates procurement plans and activities comply with agreed local participation targets.

Contracts monitoring

• Monitor and update the central contract register in line with contracts management SOP.
• Develop and continuously review templates for contracts administration (services contracts) to promote operational efficiency, uniformity and standardization.

Continuous process improvement & special projects

• In collaboration with process owner identifies, monitors, evaluates, and recommend improvement to policies, operational processes, procedures, standards and workflow, ensuring alignment with NWU mission, values, goals and objectives.
• Plan and implement assigned projects as approved.

Stakeholder management

• Monitor the implementation of the Facilities service delivery model to ensure services are delivered in alignment to the framework and to stakeholder needs.
• Develop, implement and maintain a Facilities digital magazine and intranet page showcasing departmental work and projects to stakeholders.
• Represent Chief Director Facilities in key engagements where necessary. Coordinate the creation of Facilities intranet page, update and maintain content.

People management

• Be responsible for the effective performance and operational management of the support services team.
• Monitor Facilities equity plans in line with EAP targets.

Minimum requirements

• A bachelor’s degree (NQF level 7) in Business Administration, Management or Built Environment.
• A minimum of five (5) years’ experience in business support or office management as well as performance tracking, monitoring, evaluation and reporting
• A minimum of three (3) years’ proven experience in management.

ADDED ADVANTAGES:

• Any relevant project management qualification.
• A postgraduate diploma (NQF level 8) in Management.
• A minimum of three (3) years management experience in a construction/technical/property/project or facilities environment.
• Knowledge of Power BI, Tableau or other data visualization software

KEY FUNCTIONAL/TECHNICAL COMPETENCIES:

• Ability to prepare planning schedules with measurable intermediate goals
• Good verbal communication and report-writing skills
• Computer Literacy: Microsoft excel
• Compile budgets and cost estimates
• Development of emergency preparedness plans

KEY BEHAVIORAL COMPETENCIES:

• People relationships, liaise externally with parents and potential students
• The ability to manage staff and their work ethics.
• Equal moderately temper.
• Good management ability to handle telephone enquiries, students, and personnel at the same time.

BEHAVIORAL COMPETENCIES

• Team leader
• Able to operate independently within delegated authorities
• Strategic thinker and planner
• Enthusiastic team player with positive social and interpersonal skills

Apply by: 14 September 2025