Manager: Land Property Management at Housing Development Agency (HDA)

Main Purpose: 

• To control, coordinate, manage and oversee the material aspects of the immovable property portfolio and facilities management of the HDA and/or other Human Settlement Sector departments together with other organs of state, ensuring efficient and effective management, including cost recovery on the portfolio, providing technical support, advice and guidance on immovable property management to the HDA and HDA clients.

Key Performance Areas:
Strategy, Policy, Operational Systems and Procedures Management

• Define, maintain, and oversee the implementation of strategy and organizational policy for Immovable Property in alignment with the Land Acquisition and Management strategy and HDA organizational strategy.
• Define, maintain, and oversee the implementation of organizational systems, procedures and capacity in line with the HDA policy for land and property management, sector best practices, legislative requirements and sector learnings.
• Develop and implement HDA Property Management policies, procedures, and practices.
• Ensure appropriate legal agreements and property management arrangements (security, maintenance, OHS) are in place on HDA Land/Properties.
• Develop, manage, monitor, and control the asset register for Land held and owned by the HDA.
• Ensure an appropriate revenue collection and generation approach for properties/Land held by the HDA.
• Coordinate the procedure for the transition between holding and development and managing the risk in this process.
• Identify and develop opportunities to make the Property portfolio sustainable for the HDA.
• Monitor regularly and provide monthly reporting on the Immovable property portfolio including reporting monthly and quarterly on appropriate controls and compliance matters.
• Communicate the land property management and property management services and strategy as well as any best practices and learning from the work to relevant stakeholders including team members and managers in the HDA.
• Ensure all properties in the portfolio are insured against the risk of fire, damages and public liability.
• Ensure all property valuations are conducted regularly to update the overall assets register.
• Develop and provide efficient and effective risk management and oversight of the Immovable property portfolio.
• Monitor regularly and provide monthly reporting on the Immovable property portfolio including reporting monthly and quarterly on appropriate controls and compliance matters.
• Communicate the land property management and property management services and strategy as well as any best practices and learning from the work to relevant stakeholders including team members and managers in the HDA.
• Development and management of an annual operational plan in line with the applicable policies, organizational strategy and funding.

Facilities Management

• Formulate the facilities management operating model.
• Ensure that all HDA offices are properly let and maintained.
• Manage the procurement of HDA offices.

Ensure that there are effective policies, procedures, and SOPs in the HDA head office and nationally.
 Pre-land Property Management Support

• Conduct pre-land holding assessments of land that is proposed for acquisition by the HDA or HDA clients.
• Develop, maintain, and apply a basic land holding financial model and/or financial projection/analysis on properties proposed for acquisition indicating land holding cost implications over the short, medium, and/or long term.
• Develop the risk management plan for all properties in the portfolio and for properties proposed for acquisition.

Asset Document Management

• Develop and implement a system to manage relevant immovable asset ownership documentation in the HDA.
• Maintain an up-to-date HDA immovable asset register.
• Maintain all immovable asset ownership documentation in a secure environment.
• Establish and maintain an immovable asset management system, integrated to other systems in the HDA, that inter alia:
• Records all Immovable property holdings of the HDA
• Defines the status of the land/property/building
• Outlines the proposed purpose and future of the land
• Monitor, record and report immovable asset status on an ongoing basis
• Ensure that related documentations are filed electronically in a chronological manner.

Immovable Property and Management

• Manage, oversee and provide technical support on all immovable properties in line with the HDA organizational policy and related annual agreed implementation plans ensuring property management and any tenant management matters are addressed as legally required and agreed.
• Ensure that all properties in the portfolio are effectively managed and maintained while expediting cost recovery as far as possible.
• Ensure that effective legal agreements are in place for all properties.
• Ensure that all properties that are in use are effectively secured by the user while ensuring that all vacant properties are effectively secured.
• Coordinate the financial viability of all “in use” properties in collaboration with the Provincial and Regional Managers.
• Support the Head: Land in managing relationships with the HDA clients and other key stakeholders.
• Resolve and address any issues and matters that may arise on the HDA Land asset portfolio.

Immovable Property Release

• Manage and oversee the practical release of Land in line with the policy and the Immovable property plan.
• Ensure necessary release documentation and approvals are in place before and/or during the release.
• Maintain effective communication of the release to affected HDA departments.
• Develop and assist with handover reports and contractual matters relating to any services/tenants in place on the properties.
• Resolve any matters relating to the physical properties arising during the release process.

 Budgeting Management

• Develop project/programme budgets in line with agreed feasibilities, available funding and project/operational planning.
• Coordinate and monitor the budget required for the unit.
• Manage expenditure against budget in collaboration with the Project Finance Accountants.
• Coordinate the procurement of project products in line with the relevant policies and procedures.
• Provide input to appropriate stakeholders to ensure financial and budget requirements are met.
• Apply appropriate financial controls to ensure expenditure levels are prudent, and wastage is limited to prevent irregular, fruitless and wasteful expenditure and other losses.
• Identify variances in budget and submit reports with explanatory narratives.
• Assist the Head: Land to manage departmental expenditure in line with approved HDA parameters.

People Management

• Select, assign, lead and manage resources and people.
• Manage the performance of staff in line with their performance management agreements.
• Provide advice, guidance, and direction to subordinate managers and staff toward their professional development.
• Implementing the HDA HR policies and procedures with the team.
• Manage risks and address labour issues as they arise.
• Provide leadership to the entire team, defining objectives to be achieved by the business unit.
• Manage recruitment and support staff development.
• Develop and manage the implementation of succession plans for key individuals and critical positions.
• Manage performance of direct reports ensuring agreement of annual goals, measuring performance against agreed goals, and dealing with non-performance accordingly.
• Ensure that the working environment contributes to improving staff morale and increasing productivity.

Qualifications & Experience

• A Degree (NQF Level 7) or equivalent in real estate, asset, or facilities management.
• Registration to a relevant Professional Body will be an added advantage.
• A minimum of 10 years’ experience in the property management environment is required. A minimum of 5 years of this experience must be at the management level.
• Sound knowledge and experience in Property Finance is essential.
• Experience in the public-sector asset management environment will be an added advantage.
• Experience in the human settlements’ environment is preferable.
• Code 8 (B) driver’s license or above is necessary and be able to travel extensively.
• Computer literacy is required.
• Excellent communication skills (verbal and written).