Ops Manager: Facilities Management (IT Facility) (10590) at The South African Revenue Service (SARS)

Job Purpose

• To be responsible for managing multiple sites and staff, development and implementation of buildings and infrastructure maintenance plans and provision of services. To provide business support and logistic service to the SARS business units at a standard and performance that enables the SARS business operations.

Education and Experience

Minimum Qualification & Experience Required

• B. Degree/Adv Dip / BTech in Electrical/Mechanical Engineering AND 5-7 years' experience in Facilities Management or Built Environment, of which 2-3 is at the supervisory level. Facilities Management in a Data Centre environment will add as an advantage. Management qualification and experience will add as an advantage. 

#Alternative

• Senior Certificate and 10 years of Facilities Management or Built Environment experience, of which 2-3 years is at a supervisory level. Facilities Management in a Data Centre environment will add as an advantage. Management qualification and experience will add as an advantage.

Job Outputs:

Process

• Apply sound knowledge of electrical and mechanical systems, and infrastructure, e.g. generators, UPSs, HVAC, chiller plants, fire detection, environmental monitoring systems, control and suppression systems, and lightning protection etc.
• Be observant and engage in possible violations of procedures and standards of conduct and escalate where necessary.
• Develop and manage building and infrastructure maintenance services and contracts and also manage life cycle maintenance programs.
• Develop, champion and implement a facility management program including preventative maintenance and life-cycle requirements.
• Ensure compliance with health and safety and environmental regulations and standards and industry codes including local by laws.
• Identify and direct facilities related problems to the Property Department for resolution and provide needed support to resolve.
• Identify and resolve queries and problems timeously, apply known solutions in line with guidelines provided and escalate unresolved problems.
• Involve and contribute to the management of operational costs.
• Manage and maintain control of projects undertaken within Corporate Real Estate in area of responsibility.
• Manage outsourced third-party facility management service providers brought in under contract (e.g.cleaning, pest control, landscaping, maintenance service providers, etc.)
• Manage the resolution of issues and disputes arising from daily operations as it relates to landlord obligations.
• Motivate and encourage staff to work efficiently and achieve a high standard of work as per set standards.
• Plan, coordinate and arrange all logistics and arrangements associated with assets between buildings and/or offices.
• Report maintenance matters, includes the building, premises and any equipment located on the property, to Maintenance Manager via the Regional FM Manager.
• Responsible for reviewing and monitoring that contracted work is completed on time and according to the contracted agreements.
• Accumulate information to report on work progress and use for decision making purposes and the identification of improvement opportunities.
• Apply discretion and judgement to diagnose symptoms, causes and effects and to make decisions to overcome problems and to provide solutions.
• Apply the necessary discretion and judgment in making decisions and overcoming obstacles in order to attain set goals and objectives for area of accountability.
• Deploy resources appropriately and anticipate and resolve problems to ensure that tactical targets are achieved within agreed deadlines and standards.
• Ensure procedures, policies and mandates are clearly understood and complied with.
• Ensure the development, alignment and implementation of end-to-end processes within area of accountability for continued process improvement.
• Frequently report on progress of unit and or team against pre-defined objectives and standards, ensuring accurate representation of facts.
• Implement change and provide guidelines to direct reports defining the impact of change, the change itself and new requirements as a result of the change.
• Implement resource plans in line with delivery and performance objectives, on budget and in partnership with specialised areas.
• Link and communicate unit's objectives back to mandate, schedule and prioritise activities and allocate work to meet identified work outputs.
• Manage a work function or unit by focusing on the delivery and achievement of set objectives within specified time frames, costs and standards.
• Plan and organise multiple work outputs by assigning priorities and continuously reviewing objectives and goals.
• Provide input into the development of the tactical strategy as well as develop and implement a supporting operational strategy.
• Develop and maintain productive working relationships with peers, SARS role players and third parties to achieve predefined objectives.
• Develop and implement processes which build client service delivery excellence and encourage others to provide exceptional service.

Governance

• Ensure that completed work adheres to relevant policies, procedures, governance, and legislative requirements and report on deviations & discrepancies.
• Understand and implement governance control processes and role segregation requirements in the area of accountability.
• Implement risk management, governance, and compliance policies and processes to identify and manage risks and expose liabilities
• Implement and use governance & compliance procedures & processes effectively to identify and manage risks and expose previously unknown liabilities.
• Manage the resolution of issues and disputes arising from daily operations as it relates to landlord obligations.

People

• Monitor and actively manage team performance to meet specified objectives against required targets, deadlines, and quality standards.
• Build strong relationships through providing direction and leadership to own team and expressing positive expectations.
• Implement appropriate people capacity plans in line with delivery and efficiency targets, on budget, and in partnership with specialised areas.
• Encourage and enable teamwork, by enabling collaboration with others and commitment to pursuing set goals.

Finance

• Manage effective cost control of the core processes in line with targeted savings.
• Ensure team's adherence to specified policies, standards & procedures to prevent & reduce wastage of financial resources & escalate associated risk.
• Draw up a budget aligned to operational delivery plans and monitor and report on variances.
• Implement, manage, and report on cost improvement objectives and communicate or escalate any shortfalls.

Client

• Contribute to a culture of customer service excellence, which builds positive relationships & provides opportunities for feedback & exceptional service.
• Develop and implement processes that build client service delivery excellence and encourage others to provide exceptional service.

Behavioural competencies

• Developing Others
• Honesty and Integrity
• Trust
• Respect
• Honesty and Integrity
• Problem Solving and Analysis
• Adaptability
• Fairness and Transparency
• Accountability
• Conceptual Thinking
• Championing the Mandate
• Influencing Others
• Mobilising Teams
• Driving for Excellence
• Leveraging Diversity
• Accurate Understanding
• Resilience
• Customer Service
• Building Sustainability

Technical competencies

• Computer Literacy
• Managerial Budgeting
• Facilities Management
• Project Management
• Effective Business Communication
• Problem Analysis and Judgement
• Planning and Organising
• Decisiveness
• Business Acumen
• SARS Systems Products
• Logistic Management
• Query Resolution