Ops Manager: Portfolio Management at The South African Revenue Service (SARS)

About the Position

• In an ever-changing environment, we have build a responsive and agile organisation to give effect to our strategic intent of achieving voluntary compliance. We invite you to be part of the special team that contributes  to  the collection of revenue, protect the economy and people of South Africa. We believe that your skills , commitment and dedication  will add value and make a difference to the organisation and  country .  Integrity is key to the organisation

Job Purpose

• To be responsible for the day-to-day aspects of property management & maintenance issues related to the respective regional portfolio. To support the portfolio management sub-unit to implements and manages the acquisition, leasing & disposal of immoveable assets; facilitate effective implementation of the immovable asset management strategy of the CRE Division, to ensure best value for money.

Education and Experience

Minimum Qualification & Experience Required

• Relevant Bachelor's Degree / Advanced Diploma (NQF 7) AND 5-7 years' experience in a similar environment, of which 1 year  ideally at supervisory level
• Senior Certificate (NQF 4) AND 10 years related experience

Job Outputs:

Process

• Understand the concept of property portfolio management and provide input into the development of strategic plans for immovable asset management in the organisation.
• Contribute towards the formulation and execution of the leasing and property strategies on a regional basis comprising of multiple provinces.
• Implement and complies with the property acquisition, lease renewal and property management policies, processes and the guiding frameworks.
• Manages a leasing-out area portfolio comprising of approximately twenty five lease agreements with a collective rental value of a minimum of R15 million annually.
• Maintain a strong working relationship with vendors, clients and landlords for better synergy between all parties so as to obtain seamless excellent services at all times.
• Provide regular reports of activities and performance related to the CRE regional manager to ensure the accurate recording and communication of progress made towards meeting agreed objectives to stakeholders.
• Continuously identifies industry trends that would enhance property management strategies/procedures to ensure effectiveness, efficiency and economical use of properties, thus maximising value at all times. (e.g. green building initiatives).
• Manage contractual obligations of lease agreements and co-ordinates the process of disposal of properties and timeous decommissioning of properties in the designated portfolio.
• Provide input towards the sub-divisions business planning and budgeting process to ensure the effective utilization of resources and the achievement of the sub-units objectives.
• Operate and contribute to the implementation and enhancement of IT systems related to the property and facilities management environment.
• Supervise team members to ensure effective performance of duties such as the accurate, timely and up to date record keeping of transactions, communication and agreements with all stakeholders.
• Ensure that financial obligations in terms of lease agreements, SLAs and MOUs are executed timeously as stipulated in the respective agreements and that external stakeholders adhere to their contractual obligations.
• 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.
• Apply the necessary discretion and judgment in making decisions and overcoming obstacles in order to attain set goals and objectives for area of accountability.
• 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.
• Frequently report on progress of unit and or team against pre-defined objectives and standards, ensuring accurate representation of facts.
• Deploy resources appropriately and anticipate and resolve problems to ensure that tactical targets are achieved within agreed deadlines & 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.
• Implement change & provide guidelines to direct reports defining the impact of change, the change itself & 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.

Governance

• Understand and implement governance control processes and role segregation requirements in 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.

People

• Encourage and enable teamwork, by enabling collaboration with others and commitment to pursuing set goals.
• Implement appropriate people capacity plans in line with delivery and efficiency targets, on budget and in partnership with specialised areas.
• 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.

Finance

• Provide specialist advice and support on property related matters including compiling and controlling property related expenditure budgets.
• Ensure team's adherence to specified policies, standards & procedures to prevent & reduce wastage on financial resources & escalate associated risk.
• Draw up a budget aligned to operational delivery plans, monitor and report on variances
• Implement, manage and report on cost improvement objectives and communicate or escalate any shortfalls.

Client

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

Behavioural competencies

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

Technical competencies

• Managerial Budgeting
• Costing and Budgeting
• Facilities Management
• Effective Business Communication
• Problem Analysis and Judgement
• Planning and Organising
• Decisiveness
• Business Acumen
• SARS Systems Products
• Asset Management
• Property Finance and Investment