ROLE PURPOSE
To continuously implement and maintain sufficient operational processes and procedures within the FFO Vodacom Contract domain to ensure SLA compliance Finance and delivery w.r.t. Vandalism
MAIN OUTPUTS
- Drive timeous execution of effective vandalism strategies in conjunction with other Business Units relating to the top 3 categories i.e. 24 hour; 48 hour and generator vandalism incidents
- Identify vandalism risks on Client’s property and equipment towards evaluation and resolution
- Implementation of an effective HSE, Quality, Reaction; Mitigation and Risk and Preventative Management system in conjunction with FFO Business Units in accordance to Client needs
- Ensure optimum utilization of available resources
- Ensure timely requests, orders, appropriate stock level management delivery and appropriateness by Materials Management of parts and spares required for effective vandalism execution
- Continuously monitor and evaluate vandalism work performed by technical staff to ensure quality, cost optimization and timely execution as per SLA, work instructions and Client’s instruction
- Identify gaps and deficiencies in services, advise and effect solutions as part of Continuous Improvement on Vandalism and related services rendered
- Manage back to back SLA agreements internally as well as with suppliers and contractors – where appropriate and applicable
- Monitor Vandalism office- and field staff and / or service providers’ (contractors – if and where applicable) performance and effect corrective action on any deviations to the SLA
- Assist in the management of additional technical scope / projects / additional functions and activities which may be required by the Client (amongst others possibility to install batteries, epoxy, bosal, site hardening, Apollo, etc) and provide technical support, where applicable
- Demonstrate and instill effective adherence to processes and procedures
- Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
- Manage operations within allocated budget in conjunction with Commercial Manager
- Manage technical staff performance and facilitate improvement through regularly monitoring performance and providing required coaching, support and feedback
- Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedure
- Ensure adequate staff placement i.e. prepare suitable shift-roster and manage/approve applicable leave for subordinate employees
- Responsible for training, coaching, mentoring & development of all Vandalism staff
- Ongoing / further training and competencies evaluation
- Complete utilization and navigation of applicable Vodacom platforms i.e. amongst other Streamline, IFS/WFM, Workflow, White Pages, etc
- Continuously and timeously uploading and updating Accurate and complete Workflow Incidents onto Workflow and following through on Workflow statuses, rejections, more information required activities until such time as each respective incident have been succesfully concluded and hence Bidvest Facilities Management have been remunarated accordingly.
- Ensure regular engagement with Commercial Manager and “Taulia” Accountant – not only re concluding the afore-mentioned income activities but also ensuring that all WO, PO’s WF incidents are closed out on time, within agreed timelines and within budget and expenses incurred and hence simultaneously driving WIP expense account to Zero threshold.
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
- Tertiary Education Matric (Senior Certificate) or higher or related formal qualification
- Secondary Education Matric (Senior Certificate)
- Licenses Valid SA Drivers License
- Experience 5yrs relevant experience
- Technical/Core Training Basic understanding of applications on site in the Telecommunications industry / environment
- IT Training (General MS etc.) MS Word, MS Excel, MS Powerpoint, MS Project & MS Outlook (Intermediate skill level), SAP knowledge
- Statutory Requirements OHS Act, ISO 9001 Quality Management & Risk Management Systems
FUNDAMENTAL COMPETENCIES
- Initiative/Proactivity
- Basic Supervisory Skills
- Customer Focus
- Teamwork & Partnering
- Deadline Driven & Highly Motivated
- Subordinates Capacity Building
- Negotiation Skills
- Relationship Building
- Stress Tolerant
- Analytical Skills
- Interactive Reasoning
- Excellent Written Communication
- Planning/Scheduling/Objective Setting
- Excellent Oral Communication
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ROLE PURPOSE
- Responsible for accurate capturing of financial data as per Invoice/Reconciliations and following up on outstanding invoices.
MAIN OUTPUTS
- Verify if invoices are valid Tax invoices
- Accurate and timely capturing of financial data as per Invoices received from Suppliers
- Ensure that Invoice details match with the Purchase Order details
- Collection of outstanding invoices from suppliers by contacting the supplier via telephone or e-mail
- Request and follow up on outstanding invoices
- Attend to client and supplier queries
- Relationship building with Supplier and Client
- Ensure that filing is done timeously, all documents are saved online in the SharePoint folders
- Review of invoice captured information and confirm if correct
- Initiating remedial steps to clear items older than 30 days on the GRIR report
- Update exception report daily
- Supporting audit requirements and activities
Providing support to the Creditors Manager
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
- Studying towards a formal qualification in Finance
- Grade 12
- Code 08
- 1-3 years Data Capturing experience, Knowledge of GRIR
- Sound knowledge of Accounting practices, good planning and organizing skills
- MS Excel, MS Outlook (Intermediate skill level), SAP knowledge
FUNDAMENTAL COMPETENCIES
- Initiative/Proactivity
- Deadline driven & highly motivated
- Stress tolerance
- Written communication
- Customer Focus
- Innovation
- Problem Analysis
- Teamwork & Partnering
- Relationship Building
- Interactive Reasoning
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ROLE PURPOSE
Responsible to support the County Leads 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, ensure overall HSE compliance in the region and implement continuous improvement initiatives.
MAIN OUTPUTS
Integrated Management System
- Assist with the establishing and setting of HSE standards to work towards and achieve.
- 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;
- Provide document and record management system and administration support;
- 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 the Clients HSE Representatives are notified of all incidents and accidents;
- Execute and maintain a process for recording, maintaining, weekly monitoring of issues and risks, initiate the improvement process, track, close-out and escalating risk and issues to the Executive Operations;
- Manage HSE risk assessments and report any new hazards/ risks and aspect/ impacts;
- Ensuring that HSE risk assessments are carried out and that HSE Plans are adhered to;
- Maintain a Permit to Work System, provide process training and verify adherence to the Permit to Work System and initiate improvements;
- Compile, manage and update the HSE file for the Region (Gate 2)
- Obtain Gate 2 approval from the client’s HSE representative.
- Manage, Maintain, and continually improve Safety 360 system to ensure compliance with Bidvest and Vodacom STD
Sub-Contractor HSE Compliance
- Manage and monitor subcontractors Gate 1, Gate 2 and work execution HSE compliance in the region;
- Issue sub-contractors Gate 2 approval and ensure action plans are in place whereby you monitor their compliance.
- Conduct subcontractor HSE compliance and legal audits at least quarterly to ensure that their HSE Plan and Files are updated.
Incident Management (Near misses, Incidents, accidents, non-conformances, etc.)
- Report all incidents within 24 hours to the HSE Manager and Client on the required form.
- Record all incidents on the Vodacom FFO Incident Register (SharePoint) and ensure that agreed timelines are met.
- Conduct a full investigation into the causes of any incidents, how to avoid reoccurrence and submit full investigation report within 7 working days to the HSE Manager and Client HSE Representative.
- A Final Close out report as per client’s A3 Policy to be submitted within 21 days after all the corrective actions have been closed-out by the HSE Manager and HSE Coordinator.
- Organize a close out meeting and ensure that the incident has been appropriately managed, that the root cause of the incident that is clearly understood and any lessons learned have been communicated.
- Site Inspections (Warehouses, Workshops, BTS – work areas, etc.)
- Carry out site HSE inspections to verify the teams’ compliance with the Client’s HSE Standards and Bidvest Facilities Management requirements;
- Inspect fall arrest/ rescue equipment, firefighting equipment, first aid boxes, stacking and storage, hand tools, spill kits, housekeeping and vehicles monthly.
- Visit at least 2 sites per week and provide a written report with photos to the HSE Manager and manage NCR`s on Safety 360 system/ share point.
- Conduct at least 2 planned task observations monthly and provide a written report with photos to the HSE Manager,
Compliance Audits/ Inspections
- Execute legal compliance audits monthly (report in writing) including subcontractors and report deviation to HSE Manager
- Conduct cross regional Integrated Management System Audit/ inspections and record findings on Risk Register (VC FFO Share point) or Safety 360 system.
- Establish a platform for Customer audits, conduct and / or support customer audits and action customer concerns.
- Conduct IMS Self-Assessment Audits and ensure that planned task observations are conducted monthly and that corrective actions are executed.
Communication, training, awareness and medical surveillance
- Present in-house HSE training/ inductions with all employees and sub-contractors working for or on behalf of Bidvest Facilities Management
- Facilitate work / training sessions to transfer IMS knowledge and to action corrective actions for addressing business risks.
- Communicate all changes to the HSE system with all employees and sub-contractors working for or on behalf of Bidvest Facilities Management in your Region;
- Monitor and manage HSE training and medicals in your Region;
- Being up to date with new legislation and maintaining a working knowledge of all HSE legislation and any developments that affect the employer's industry.
- Keep accurate SHE statistics (Training, Vehicle matrix, Incidents, Medicals, Personnel tracking, Audits, and Inspections)
- Train all VC FFO management and staff on Safety 360 system.
IMS Reporting
- Monitor and manage Bidvest Facilities Management employees and subcontractor’s vehicle tracking (Journey Management Plans, Report violations trends, verify corrective actions and close outs);
- Monitor and investigate daily employee’s driver violations, driver behaviour, etc, and report Non-compliance to County Lead/ Management and or Client Representative.
- Keep accurate SHE statistics (Training, Vehicle matrix, Journey Management Plans, Incidents, Medicals, Personnel tracking, Audits, and Inspections) for monthly reporting.
- Managing the safe disposal of hazardous substances and report it according to the waste streams as per the Environmental Management Plan;
- Ensure weekly and monthly reports are up to date and submitted within allocated timeframes
HSE Work Order management.
- Manage all incoming requests and complaints daily, and provide timeous feedback, ensuring customer satisfaction.
- Conduct monthly verification of WIP and report on variances.
Client Relationship Management
- Establish and maintain professional relationships with Vodacom and Bidvest Management.
- Gain an understanding of relevant client governance rules, protocols, processes and standards;
- Support Vodacom HSE management in the execution of their duties while remaining within the scope of our contract;
- Verify and ensure the quality of submissions to Vodacom HSE 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
- Prepare, present, and Attend meetings and conduct site visits as may be required by the client
Management Activities
- Review, quality check and where required consolidate inputs from regional managers before submission to Vodacom HSE Management;
- Provide regional management and staff with mentorship and direction pertaining to HSE Compliance;
- Provide guidance and direction to Bidvest Facilities Management Senior Management w.r.t compliance to Vodacom HSE requirements.
Execute any reasonable actions requested by management and the client
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
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
SACPCMP registered as CHSO or SAIOSH – this is an advantage to be registered but not a current requirement of Bidvest Facilities Management
- Grade 12
- Code B Driver’s License
- Planning experience and understanding of business processes
- 1- 2 years’ experience of HSEQR Management
- 2 -3 years’ experience in Construction related work
- Excellent knowledge of the IMS;
- Documentation and Record Control knowledge;
- Report writing;
- ISO45001 and ISO 14001 internal auditing;
- Knowledge of the Facilities Management domain;
- Relevant Regulatory and SANS standards Knowledge;
- Excellent knowledge of field operations routine procedures and processes
- MS Office (Outlook, Word, Excel, PowerPoint), SAP, SharePoint, Health and Safety Management Software, Web Fleet software,
- SAMTRAC or equivalent;
- Knowledge of OHS Act, its Regulations and Environmental Legislation;
- Incident Investigation;
- Health, Safety, Environmental Risk Assessment or equivalent;
- Legal liability;
- Fall Arrest and Basic Rescue
- Fall Protection Developer
- Defensive Driving and Anti hijacking
FUNDAMENTAL COMPETENCIES
- Highly driven to meet target
- Initiative/Proactivity
- Results orientated
- Self-development Orientation
- Supervisory Skills
- Motivating others
- Talent Management Empowering
- Time Management
- Innovative
- Detail orientate - Attention to detail
- Customer Focus / orientated
- Problem Analysis
- Excellent communication Skills;
- Excellent people management skills;
- Trustworthiness
- Teamwork & Partnering
- Interactive Reasoning
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ROLE PURPOSE
- To implement and manage an integrated Facilities Management solution for Clients within the region of responsibility in accordance with the contractual requirements achieving the set commercial targets while adhering to all company policies and procedures.
- Ensure customer satisfaction is managed and set satisfaction levels are achieved for contract retention.
MAIN OUTPUTS
- Service Level Agreements
- Ensure compliance with all hard and soft FM service level agreements entered into with internal staff and external service providers.
- Ensure compliance with IFM/contractual Output specifications.
- Ensure BFM procedures for management, monitoring and audit of internal labour and external service providers are compliant with BFM contractual obligations and adequate for the purposes of BFM service delivery and risk reduction (operationally and commercially).
- Manage back to back SLA agreements with suppliers and contractors.
- Monitor internal labour and service providers’ (contractors) performance and ensure corrective action on any deviations to the contract are closed out successfully and timeously.
BFM Management and Operational Staff
- Meet and consult with BFM management and site allocated staff.
Provide and implement recommendations to improve existing organization structures and internal communication and service delivery.
- Review and align current organizational structures, personnel and reporting lines.
- Review and align BFM Management and operational staff job descriptions to contractual deliverables.
Ensure alignment of the BFM site personnel and staff outputs with the strategic and operational objectives
- Project Agreement
- FM Output Specifications
- Best practice service delivery
- BFM wider business and strategic objectives
People Management
- Review staff training initiatives and develop skill needs analysis in conjunction with BFM Peopel Management Department and implement recommendations.
- Co-ordinate team building and motivation workshops and interactive sessions with BFM operational staff
- Develop succession planning strategy to ensure compliance with BFM contract obligations especially BEE requirements.
- Manage BFM site labour relations issues in accordance with BFM Policies and Procedures and statutory requirements.
- Manage staff performance & facilitate improvement through regularly monitoring performance
- Responsible for training, coaching, mentoring & development of subordinate employees
- Manage/approve applicable leave for subordinate employees
- Manage performance & conflicts within subordinate employees & effect corrective actions, in line with company policies/procedure
Customer relationships
- Understand existing client structures and determine what communication methods and channels will be best suited.
- Develop effective, customer focused and proactive relationships at all levels in the customer chain. Develop effective communication lines and relationships with BFM customers on site.
- Occupational Health & Safety
- Review and ensure compliance of BFM obligations and responsibilities with respect to the Occupational Health & Safety Act and statutory requirements.
Ensure Health & Safety, Quality & Risk Management is a primary function and all mechanisms, processes and procedures are in place, monitored & adhered to at all times.
- Review duties and responsibilities of BFM “responsible person” on site.
- Ensure all statutory appointments have been concluded and are in operation on a continuing basis.
- Carry out review and audits
- Take strategic and operational action as required on an exception basis to resolve issues related to Health & Safety.
Reporting structures and reporting
Ensure compliance of BFM contractual requirements and internal reporting, report production and attendance at relevant meetings, workshops and review sessions.
- Review all task team minutes of meetings.
- Arrange BFM management meetings on a regular basis and ensure proper record is maintained of such meetings.
- Attend, as required.
Risk Management
Ensure effective policies and procedures are in place to manage and minimize BFM operational risks and obligations.
- Identify key risks in relation to technical systems and services, procurement and soft FM services (the latter with particular reference to Health & Safety) and develop appropriate risk minimization strategies.
- Liaise with BFM technical and ‘soft’ FM service managers to ensure all risk issues are being managed correctly.
Quality Standards
Ensure quality systems of the Contractual Agreement are implemented and monitored on an ongoing basis for all contracted services.
- Review SLA’s with BFM Management team to ensure compliance with quality standards.
- Put in place mechanisms, processes and procedures to ensure effective monitoring of performance related to quality management and standards.
Familiarise yourself with and ensure ongoing implementation of BFM quality management system known as IMS for all policies and procedures related to:
- Quality
- Environment
- Health & Safety
Empowerment
- Ensure BFM contractual and statutory obligations and responsibilities are compliant in accordance with the Contractual Agreement.
- Develop training and succession plans to ensure compliance and in accordance with overall budget provisions.
- Financial Management and Reporting
- Ensure compliance with Contractual obligations and BFM authorization levels.
- Ensure all financial elements are managed as required ultimately ensuring and exceeding planned profitability and sustainability.
- Ensure all inputs enabling the efficient management of all financial elements are managed as required.
- Liaise with BFM commercial manager and BFM site managers to manage, monitor and ensure costs are contained within budgets (OPEX and CAPEX).
- Review and report on monthly variance reports.
- Ensure timeous sign-off and variance explanations on P&L's
- Ensure compliance with BFM policies and procedures related to financial management, controls and expenditure authorization levels.
- Assist in the management of FM projects and provide technical support, where applicable
Document Library
- Ensure this is maintained and updated at both site and regional office and in accordance with the Agreement requirements.
- Liaise with BFM technical and soft services site managers to ensure all contract documentation is maintained and updated in duplicate.
- Carry out random inspections to check status and take corrective action as required.
- Demonstrate and instill effective adherence to processes on infrastructure maintenance
Quality, Environmental and Health & Safety Standards (ISO 9001; 14001 & 18001)
- Adhere to the BFM’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures of as applicable to this position.
- Explore and recommend innovative methods, based on best practices, in order to bring about cost-effective solutions
Adhoc:
- Assist in the management of FM projects and provide support where applicable.
- Any reasonable action requested by management.
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
- National Diploma/Degree: Facilities Management, Engineering, Property Management, Project Management, Operations Management or related FM formal qualification will be considered
- Matric (Senior Certificate)
- Valid SA Drivers License
- 8yrs relevant experience in Facilities Management, CRM, Property Management & Financial Management
- Facilities Management, CRM, Property Management & Financial Management
- MS Word, MS Excel, MS PowerPoint, MS Project & MS Outlook (Intermediate skill level), SAP knowledge
- Knowledge of OHS Act, ISO 9001 Quality Management, Risk Management Systems, Property Law & Contractual Law
FUNDAMENTAL COMPETENCIES
- Initiative/Proactivity
- Deadline Driven & Highly Motivated
- Stress Tolerant
- Excellent Communication
- Strategic
- Subordinates Capacity Building
- Problem Solving
- People Management
- Customer Focus/Centric
- Negotiation Skills
- Analytical Skills
- Planning/Scheduling/Objective Setting
- Teamwork & Partnering
- Relationship Building
- Interactive Reasoning
- Conflict Management
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