Job Openings at V&A Waterfront

Contract Management and Compliance

• Provide input into the development and negotiation of cleaning service contracts
• Ensure consistent management of all contracts with service providers
• Review contract terms, conditions and expectations to ensure alignment with business expectations and company capabilities
• Conduct regular audits on the SLA and devise and implement strategies to identify and resolve issues
• Maintain deadlines on deliverables and communicate on an on-going basis with business partners and internal clients about contractual issues
• Review contractual performance to ensure compliance with terms and to identify conflicts or changes requiring resolution at contract renewal
• Assist with contract development and tender stages of all service providers at time of renewal of the contract
• Produce and review policies and protocols for each cleaning-related discipline

Project Management

• Plan projects and ensure it is programmed to a level of detail necessary for the team on-site to deliver the scheme without delays
• Produce and analyse progress reports, including updated costs and forecasts
• Ensure agreed standard is adhered to as per set goals, and in line with the approved budget
• Lead project team to provide a superior standard of safety and project management
• Prepare and submit all procurement- related paperwork, and assist with tender stages and all meetings

Quality Control

• Monitor service delivery issues and request(s) as logged on PLANON® and ensure all cases are closed within the required timeframes
• Ensure weekly PLANON® feedback reports are submitted to line manager
• Implement and monitor quality control measures to ensure cleaning services meet or exceed the contract specifications
• Conduct regular inspections of cleaning activities and collaborate with vendors to address any performance issues
• Implement continuous improvement initiatives to enhance service quality
• Identify areas that need attention and issue non-compliance reports and or penalties where necessary
• Produce and review policies and protocols for each cleaning-related discipline

Safety and Compliance

• Ensure that a safe work environment is maintained through compliance with all health & safety policies and procedures
• Collaborate with internal and external stakeholders to enforce safety protocols and address any concerns

Documentation and Reporting

• Prepare monthly reports on contract performance, client satisfaction and financial metrics for management review
• Maintain accurate records of contract terms, modifications, and all audits and communications
• Ensure all documentation is organised and easily accessible for auditing purposes

Stakeholder Relations

• Establish and maintain positive relationships with internal and external stakeholders to ensure excellent customer service and professional cleaning services
• Act as primary point of contact for all cleaning service-related enquiries, concerns and ad hoc requests
• Attend internal and external meetings to assess customer satisfaction and address issues promptly, and ensure the production of accurate records of any discussions and actions required

Financial Management

• Assist in the development and management of budgets related to all cleaning service contracts
• Monitor monthly expenditures and identify cost-saving opportunities without compromising service quality
• Review and approve all PLANON® orders
• Review and approve invoices from vendors in line with SLAs
• Review and approve all ad hoc manual billing
• Conduct and review audits of consumable products and the issue of stock as required
• Ensure that all cost recoveries from events and ad-hoc cleaning takes place
• Support internal audit team with the necessary document and paperwork as and when requested for auditing purposes

Events & Ad Hoc Requests

• Co-ordinate with service providers to supply required services for all events and or ad hoc requests
• Attend all event related planning meetings where required
• Ensure implementation of all events-related cleaning procedures
• Ensure all event-related Purchase Orders and Invoices are generated and paid for after event completion
• Provide monthly recons on event-related income and expenditure to line manager
• Serve as primary organizational contact during events for cleaning-related services

Educational requirements relevant to this job:

• Business Management, Project Management or related Degree / Diploma

Experience requirements relevant to this job:

• 5 Years Relevant Working experience
• Experience in contract management, preferably in the cleaning services industry
• Experience working with Quality Management Systems (e.g. ISO 9001)

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Requirements

Objectives were found to be relevant to this job:

Corporate Governance

• Ensuring good corporate governance for the V&A
• Assist the Company Secretary in fulfilling all the statutory duties of a Company Secretary as outlined in the Companies Act, 2008, for the Group and its subsidiaries
• Ensure that the Group complies with the Companies Act and King IV (and any other relevant legislation regulations and guidelines) and update the Group’s compliance checklists in this regard
• Prepare all necessary governance and compliance documentation, such as Board Resolutions, MOIs, AGM,Agendas, Notices etc., for the Group and its subsidiaries
• Attend to all corporate governance and company secretarial statutory matters for the Group, including the timely preparation and submission of statutory documents to CIPC, such as annual returns, registration of new companies, directors’ consent forms, etc.
• Prepare and ensure that directors’ financial and directorships interests are updated annually and as may be required
• Update governance documents regularly reviewed by the Board and Board Committees, such Board and Board Committee charters, Code of Ethics, Limits of Authority and Approval Framework, etc.
• Oversee the annual review of the Committee Terms of References.
• Assist in providing the directors collectively and individually with guidance as to their duties, responsibilities and powers
• Assist in making the directors aware of any laws relevant to or affecting the Company
• Report to the directors any failure on the part of the Company or a director to comply with the Memorandum of Incorporation or rules of the Company or the Acts
• File annual returns of the Company in the manner and form prescribed in the Acts
• Assist with verification documentation and B-BBEE
• Assist in providing Corporate Governance advice to the Board, Board Committees and Executives
• Assist in identifying possible governance and compliance risks or development opportunities for the business
• Collaborate with internal Audit to mitigate governance and compliance risks
• Assist in drafting Board and Company policies where necessary
• Input on ESG Quarterly Reporting.
• Prepare meeting dates and annual workplan for Board and Committee meetings with communication and co-ordination on respect thereof   
• Ensure proper storage of documentation (including electronically), Metrofiling and archiving
• Maintaining of statutory records
• Administering the functions of the Board and its Committees

Liaison between the Board and other stakeholders

• Attend and take minutes at AGM, Board meetings (including subsidiaries’ Board meetings), HRRC, Social & Ethics Committee, Property Committee Audit and Risk Committee meetings (as required) and ensure timeous distribution thereof
• Coordinate the compilation and timely distribution of the Notices, Agendas and Board and Committee packs, for the Group and its subsidiaries. Both in hard copy and on the relevant App as may be required
• Liaising with relevant parties on timeous signature of Minutes, resolutions and other documentation
• Provide extracts of meeting minutes as required
• Assist the Chairperson of the Board and Chairperson of the Board Committees with all such necessary tasks to ensure the smooth running of Board meetings and effectiveness of the Board, such as Annual Board / Board Committee Plans
• Coordinating the Board evaluation process and other tasks and processes as require
• Ensure that the minutes of all shareholders’ meetings, board meetings and the meetings of any Committee of the Board are properly recorded in accordance with the Act.
• Ensure that a copy of the Company’s annual financial statements is sent, in accordance with the Act, to every person who is entitled to it
• Making travel arrangements as required
• Respond to general queries regarding FICA, SARS, B-BBEE Verification.
• Liaise with External Auditors regarding statutory records
• Attending to Director Fees and approval of invoices
• Assist with the induction of new Board Members
• Maintaining up to date structure charts, schedules and contacts for the group
• Identify potential Board Consultants and manage shortlisting and appointment process
• Point of contact / liaison between the board and any external consultants
• XBRL conversions and submission to CIPC
• Arranging courier for company secretarial documents
• Assist with identifying organizational best practices to drive continuous improvement in processes, procedures and develop and implement plans, practices and processes to better achieve organization goals
• Updating schedules in respect of company secretarial work and related contacts
• Coordinate and schedule all Board and Board Committee meetings

Financial Management

• Responsible for managing the Company Secretarial budget (delegative authority)
• Plan, present and manage the Board of Directors budget in collaboration with the for sign-off

Educational requirements relevant to this job:

• Understanding of the Company Secretariat function
• Chartered Secretaries Southern Africa Qualification
• Experience using company secretarial software
• Microsoft office suite  

Advantageous:

• Member of IODSA

Experience requirements relevant to this job:

• 5+ Years’ Experience (PQE) in the corporate governance and company secretarial environment
• PA skills and experience would be advantageous