Jobs at Bidvest Facilities Management

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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Brief Role Description 

• To provide specialist advice and support in all areas of service, enabling the provision and execution of different communications functions across the Company. The Communications Specialist's role is to manage, conceptualise, plan and implement the communication requirements for management of the account ensuring high quality and consistency in all documents, copy or content.

Key Performance Areas

• Manage creation of copy for all initiatives, content strategies and campaigns, and insights into executive-ready messaging.
• Manage the day-to-day internal communications activities of the account.
• Develop and implement a communication plan which details communication strategy, processes and protocols for customer engagement.
• Provide a communication support function for all Customer Engagement of the account.
• Foster relationships with internal and external key stakeholders and collaborate to ensure effective implementation of initiatives.
• Support the account on any projects that have an impact on or need communication.
• Ensure that all communication outputs are of a high standard, respond to the needs of the target audience, and are delivered within agreed budget and timelines.
• Develop a library of templates that conform to brand guidelines and can be used across the account to ensure a consistent corporate tone of voice is achieved.
• Work closely with all technology platforms (CRM and digital) to ensure communication function is effective and compliant.
• Delivering high-quality visual content using Illustrator, InDesign, and Photoshop.
• Perform the role of the quality and communication compliance conduct when large scale communications activities are being planned.
• Accountable for the improvement of quality, service and work outputs, continuously recommending improvements.
• Plan for the organisation of work outputs and process improvement activities in light of a specific situational context related to the area of specialisation.
• Proactively identify area of specialisation related problems, determine cause and effect and recommend the best option to implement corrective action based on previous experience

Minimum Requirements: 

• Bachelor’s Degree/National Diploma in Communications and/or Marketing
• Grade 12 (Senior Certificate)
• Minimum 5 Years’ experience in the Brand and Communications arena

Technical / Core Competencies:

• Solid knowledge of Business Development, market trends and best practices within the Marketing/Sales environment
• Understanding of marketing principles specific to the functions of communication, brand and media including social media
• Effective engagement with third party agencies, customer relationships and internal / external stakeholders     
• Good knowledge of standard Microsoft, specifically Word and PowerPoint, intranet, internet and social media applications and software
   

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• To assist, implement and manage systems to best support maintenance strategies and rendering of efficient service delivery environment to customers.

Key Performance Areas

• Maintain Preventative Maintenance (PM) schedules in accordance with the SLA for all equipment and services.
• Create Purchase Requisitions (PR) on correct expense codes and ensure accuracy against the quotation.
• Ensure that all orders are processed timeously.
• Monitor the execution of work and implement corrective measures on deviations.
• Manage all incoming requests and complaints on daily basis and provide timeous feedback in ensuring customer satisfaction.
• Dispatch requests to technical staff and pertinent service providers and follow-up on action items
• Conduct monthly verification of WIP and report on variances.
• Provide weekly/monthly reports on SLAs and backlog.
• Planning for placement of employees, contractors and efficient utilization of materials and tools
• Ensure that tasks are conducted efficiently and optimum use of tools and equipment.
• Building good Internal and External customer relationships
• Undertake other related duties and assignments as assigned from time to time.

Minimum Requirements

• N3 - N6 in Engineering or Project Management or Operations Management or related
• Matric (Senior Certificate)
• Valid SA Driver's License
• 4 - 6 years relevant experience in maintenance planning, project management and knowledge of financial management principles
• Maintenance planning, project management skills
• MS Word, MS Excel & MS Outlook (Intermediate skill level),
• SAP Knowledge is a requirement 
• Knowledge of OHS Act & ISO 9001 Quality Management Systems
   

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ROLE PURPOSE

• To carry out timeous and quality planned, preventive and emergency maintenance on all specified equipment.

MAIN OUTPUTS

• Perform tasks in accordance to job cards (work orders) issued, as per Client & Company requirements.
• Conduct investigations, evaluation & restorations on identified equipment malfunction.
• Carry out minor repairs & service on all electrical equipment & appliances as per SLA.
• Perform inspection of facility & repairs on all building infrastructure.
• Carry out inspections & report back on all.
• Assist the Artisan with major repairs and services.
• Provide constant feedback to the Line Manager, Technical staff & CCC on restoration status of operations.

QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:

• N4 Technical (Electrical/Mechanical)
• Grade 12 (Technical Matric advantageous)
• Valid SA Drivers License
• Practical exposure in basic tasks of electricity building infrastructure, including carpentry, plumbing, Painting.
• Minimum 1 year working experience.
• Basic training on hand tools, electrical and mechanical equipment
• Knowledge of OHS Act & ISO 9001 Quality Management Systems

FUNDAMENTAL COMPETENCIES

• Initiative/Proactivity
• Deadline Driven & Highly Motivated
• Stress Tolerant
• Good Written Communication
• Customer Focus
• Innovative
• Problem Analysis
• Planning/Scheduling/Objective Setting
• Teamwork & Partnering
• Relationship Building
• Interactive Reasoning