Project Compliance Specialist at Bidvest Facilities Management

ROLE PURPOSE

• Responsible to support the Regional Compliance Manager with the establishment of an Integrated Management System (IMS) that is aligned with the Bidvest Facilities Management Integrated Management System and Client SHEQR contractual obligation, perform the required contractual and IMS required audits / inspections, update the relevant systems, institute corrective actions and maintain Contractor Management processes and implement continuous improvement initiatives.

MAIN OUTPUTS

• Assist with the establishing and setting of Risk and Compliance departmental standards to work towards and achieve.
• Conduct Integrated Management System (ISO9001, ISO14001, OHSAS 18001, ISO 31001) and Legal Audits objectively
• Facilitate work / training sessions to transfer IMS knowledge and to action corrective actions for addressing business risks.
• Establish a platform for Customer audits, conduct and / or support customer audits and action customer concerns.
• Provide document – and record management system and administration support
• Ensuring that risk assessments are carried out and that Health, Safety and Environmental Plans are adhered to.
• Attend meetings and conduct site visits as may be required by the client
• Ensuring that IMS Self-Assessment Audits and task observations are conducted on a regular basis and that corrective actions are executed.
• Project Management Compliance
• Conduct Projects SHE Files and Site audits / inspections
• Verify Project Screening document from PM's and inform Absa Group OHS of high-risk projects
• Ensure and assist with the documentation OHS Minimum Requirements for High Risk Projects are documented to submit to Absa OHS and address findings
• Assist and ensure that the OHS minimum requirements for high-risk projects are documented, submit for approval to Absa Group OHS and ensure findings are addressed timeously
• Conduct and provide conditional approval for all projects SHE Files and site audits/inspections
• Conduct Risk Assessment Adherence verification audit
• Maintain a Permit to Work System, provide process training and verify adherence to Permit to Work System and initiate improvements
• Review and ensure that all mechanisms, policies and procedures relating to the IMS are implemented and ensure continual improvement, as well as the continual efficiency and effectiveness of the IMS
• Implement and maintain a process for ensuring that all relevant building certificates are maintained, and status recorded monthly
• ERP’s and Evacuation Drills
• Execute and maintain a process to maintain, verify, monitor and review ERP’s and Evacuation drills and to initiate the improvement process.
• Monitor and report changes to the Facilities Managers’ allocation per building to Group OHS and provide monthly status reports on Evacuation Drills and False Alarms
• Attend Corporate Evacuation Drills and Post-evacuation drill meeting
• Review the quality of the Evacuation Drill reports compiled by the Facilities Managers and register improvement actions applicable to the scope of services
• Consolidate the availability of Emergency Response Plans (ERP’s) for Corporate and all Retail Facilities
• Update the Corporate ERP’s, monitor the status of improvements and escalate issues where required to Absa Group OHS
• Execute and maintain a process for reporting, recording, investigating, initiate improvements, tracking and close-out of HSE incidents and accidents and monitor adherence to the process. Ensure that Group OHS are notified of all incidents and accidents
• Execute and maintain a process for recording, maintaining, monitor adherence, reporting of Cress and BAU issues and risks, initiate improvement process, track, close-out and escalating Risk and Issues to contract senior management and Cres
• Execute and maintain a process for maintaining and reviewing Building / Fire Risk Assessments as per Absa Group OHS requirements and monitor OneView document and Projects to ensure Building Risk Assessments are updated accordingly.
• Assist with the establishing of a Contractor Management Plan that includes Soft Services, Projects and Maintenance related work. Verify status of compliance to the process, report non-compliances and close-out. Initiate / execute any required improvement processes.
• Building Inspections
• Execute and maintain a process for FM Building Inspections
• Draft the annual HSE building inspection plan
• Monitor compliance to the building inspection program
• Conduct analysis and identify trends from defects
• Ensure adherence to schedule status
• Verify the quality of the FM Building Inspection Reports
• Monitor Improvements and update Placemat report
• Conformance Test Inspections
• Execute and maintain a process for Conformance Tests
• Conduct Conformance test Inspections (20%)
• Drafting of the annual Conformance test plan
• Monitor compliance to the Conformance test plan
• Conduct analysis and identify trends from defects
• Ensure adherence to schedule status
• Verify the quality of the Conformance test Reports
• Monitor Improvements and update Placemat report
• Health, Safety and Risk Notification Management
• Pro-actively interact and engage with the client to understand areas of improvement and ensure that turn-around times are shortened to the satisfaction of the client
• Create Purchase Requisitions (PR) on correct expense codes and ensure accuracy against the quotation
• Ensure that all orders are processed timeously
• Manage all incoming requests and complaints on daily basis, and provide timeous feedback in ensuring customer satisfaction
• Conduct monthly verification of WIP and report on variances
• Undertake other related duties and assignments as assigned from time to time

QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:

• Matric (Senior Certificate)
• Preferably Tertiary qualifications which may include some of the following:
• Any three-year technical tertiary qualification
• Quality Management Qualification
• Health & Safety Management Qualification
• Environmental Management Qualification
• Risk Management Qualification
• Business administration and knowledge management
• Quality and Environmental Management System Auditing (ISO 19011:2002)
• SAIOSH (advantageous)
• Code B Driver’s License
• Planning experience and understanding of business processes
• 1- 2 years’ experience of SHEQR Management
• 2 -3 years’ experience in Construction related work
• Excellent knowledge of the IMS; Document Management System Training; ISO 9001, ISO 14001, ISO 45001, ISO 31001; Report writing; ISO 19011 QMS / EMS System Auditing; Documentation and Record Control knowledge; Knowledge of the Facilities Management domain; Relevant Regulatory / SANS standards Knowledge; SAMTRAC
• Microsoft Office (Intermediate)
• SAP
• SharePoint
• Knowledge of OHS Act & Regulations; Incident Investigation Training; Health, Safety & Environmental Risk Assessment; Environmental Legislation

FUNDAMENTAL COMPETENCIES

• Excellent Oral and Written Communication
• Good Listening Skills
• Results / Output orientated
• Attentive To Detail
• Stress Tolerant
• People skills
• Social awareness
• Integrity
• Punctuality
• Self-management
• Strong work ethic – reliability
• Customer/Client Focused
• Ability To Dealing With Ambiguity
• Interactive Reasoning
• Planning & Scheduling
• Excellent analytical and problem-solving skills
• Ability to prioritize and manage multiple tasks simultaneously
• Ability to accept constructive feedback
• Ability to function autonomously
• Responsible decision making
• Business Acumen
• Collaborator/Team Player
• Teamwork
• Relationship Building
• Adaptable and flexible
• Positive attitude
• Time management