Jobs at Housing Development Agency (HDA)

Responsibilities

Community Liaison

Community engagement

• Creating effective communication networks with the community
• Promoting the project to the community
• Building a trusting and open relationship with the community through open, honest and realistic communication with the community
• Assisting to resolve conflicts involving the contractors and beneficiary communities
• Identify effective and use existing communication channels and establish contact with Ward Councilors and Sub-councilors.
• Facilitate and be responsible for the establishment of Project Steering Committee (PSC)
• Attend Project Steering-committee meetings in order to obtain information regarding community needs, expectations and opinions as well as communicate to the community via the PSC progress.
• Interact with designated Councilors and relevant Community leaders in order to obtain information regarding community needs, expectations and opinions
• Fulfil all secretarial functions required for the PSC meetings i.e. chairing, attendance register, record keeping, minute keeping and approval of previous minutes.

Community Education

• Improving community knowledge about the housing and relocation process
• Providing feedback and insight into the construction and development process
• Setting up and implementing the services required to ensure understanding of the process in both the community and individual beneficiaries
• Develop and run training programmes that will promote project objectives

HDA / community intermediary

• Establish systems required to liaise with the Project Managers and Project Administrators on the project status to provide feedback to communities
• Advising Project Manager and contractors on cross cultural matters and awareness

Relocations

• Verify beneficiaries to ensure that they are eligible and rightful occupants.
• Oversee the relocation of beneficiaries from informal to formal structures, including attending to administrative process, namely signing of relocation certificates, deeds of sale and conforming that legitimate beneficiaries have been relocated.
• Coordinate training of residents

Surveys (Enumerations)

• Assist in undertaking surveys to confirm details of occupants and their structures (formal and informal).

Subsidy applications

• Provide the community leadership with information that needs to be communicated to the broader communities on how the subsidy application process will be implemented and how and where application forms should be collected and submitted.
• Establish subsidy application information desks in the communities where community members can collect and submit application forms and are assisted to complete their applications.
• Scrutinise each application to ensure correctness and completeness of information with all supporting documents.

Administration

• Assisting in building a beneficiary and stakeholder database
• Developing and compiling reports as required
• Establishing and maintaining good practice guidelines
• Ensuring the correctness, compliance and timeous collection of documentation received via contractors
• Any other reasonable administration requirements that may present themselves in the day to day functioning of the project.

Requirements

• At least a grade 12 or equivalent qualification
• 3 years’ experience in a large scale social / development environment of which 2 years must have been in a Community Liaison role.
• Computer Literacy.

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Responsibilities

Strategy  

• Participate in the management on the Regional office.
• Contributing as a manager to the overall effective functioning of the HDA assigned projects in the Regional office.
• Ensure integration in the different functions with the Regional office to ensure optimal delivery of the assigned projects.

Beneficiary Management

• Creating effective communication networks with the community.
• Promoting projects and programme to the community.
• Assisting to resolve conflicts involving the contractors and beneficiary communities.
• Identify effective and use existing communication channels and establish contact with Ward Councilors and Sub-councilors.
• Interact with designated Councilors and relevant Community leaders in order to obtain information regarding community needs, expectations and opinions.
• Improving community knowledge about the housing and relocation process.
• Providing feedback and insight into the construction and development process.
• Setting up and implementing the services required to ensure understanding of the process in both the community and individual beneficiaries.
• Develop and run training programmes that will promote project objectives.
• Establish systems required to liaise with the stakeholders on the project status to provide feedback to communities.
• Oversee and manage the relocation of beneficiaries from informal to formal structures, conforming that legitimate beneficiaries have been relocated.
• Oversee and manage enumerations, surveys and verifications to confirm details of occupants and their structures (formal and informal).

Subsidy Administration

• Provide the community leadership with information that needs to be communicated to the broader communities on how the subsidy application process will be implemented and how and where application forms should be collected and submitted.
• Establish subsidy application information desks in the communities where community members can collect and submit application forms and are assisted to complete their applications.
• Manage the subsidy application process to ensure correctness and completeness of information with all supporting documents.

Stakeholder Engagement

• Manage relations with all human settlement stakeholders involved in the programmes and projects.
• Develop a departmental wide stakeholder management strategy, execute research, analyse information and compile complex stakeholder management related documents for the department.
• Promote the HDA function, mandate and service offerings through governance with all relevant stakeholders through conclusion of implementation protocols between the HDA and various stakeholders.
• Sensitise senior management of the department on issues emanating from workshops and visits to the various stakeholders.
• Manage relations with key clients or business influence in the community.

Project Management

• Manage resources to deliver according to defined outputs and project plan deliverables;
• Manage the interpretation and assessment of performance of projects to ensure attainment of targets and objectives.
• Management of relationships with key stakeholders and community representatives.
• Complete and present post implementation reports regarding successes, challenges, and lessons learnt.
• Develop best practices and tools for project execution and management.

Project Administration

• Define reports to be sourced from databases and spreadsheets on which data is captured.
• Collate periodic reports as required, including Helpdesk Queries and other operational requirements.
• Assisting in building a beneficiary and stakeholder database.
• Developing and compiling reports as required.
• Establishing and maintaining good practice guidelines.
• Ensuring the correctness, compliance and timeous collection of documentation received via service providers.

People Management

• Select, assign, lead and manage people.
• Set clear objectives for self and others and measure achievements against these objectives through implementation of the performance management system.
• Build and manage relationships with staff members.
• Manage and support staff development.
• Develop and manage the implementation of succession plans for key individuals and critical positions.
• Implement the HDA HR policies and procedures as required.
• Manage risks and address issues as they arise.

Requirements

• Relevant Post Matric certification / diploma
• Computer literacy
• Competence in Microsoft Office Suite (Outlook, Excel, Powerpoint and Word)
• 8-10 years’ experience in large administrative office. At least 5 years of this are at a staff supervisor level.
• Experience in housing construction and/or infrastructure based environment.
• Experience in subsidy and beneficiary housing projects is preferable.

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Responsibilities

Meeting Management

• Arrange and facilitate all site / technical and allocation meetings.
• Arrange and facilitate relationship meetings between the contractors and beneficiaries in matters relating to rectifying defects.
• Arrange and facilitate all meetings that lead to the successful completion of the project.

Project Coordination

• Plan and coordinate inspections as per the Clerk of Works projections.
• Coordinate the collection and collation of project documentation.
• Coordinate the collection and collation of subsidy documentation from the contractors.
• Implement Project Managers communication plan.
• Coordinate on site activities of donor programmes.
• Coordinate and assist in the collation of all project documentation from contractors.

Unit handover / takeover

• Arrange and coordinate the takeover of units, keys, certificates etc.
• Arrange and coordinate handover of units, keys, certificates etc.
• Coordinate training of residents .
• Coordinate all installations of technical items after beneficiary handover.
• Manage relationships between contractors and beneficiaries relating to rectification of defects.

Requirements

• Grade 12 or similar qualification.
• Diploma certificate or similar in related field.
• Competent in MS Project, Outlook, Excel intermediate and Word intermediate.
• 2-3 years’ experience in a similar role.

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Responsibilities

Switchboard Management and Maintenance

• Answering and appropriately responding to incoming calls.
• Directing calls appropriately.
• Taking messages and sending these to the appropriate parties.
• Notify supplier of switchboard issues and ensure they get resolved.

Front Office Management

• Welcome visitors and prepare refreshments for visitors at the receptions area.
• Directing visitors to appropriate staff and venues.
• Coordinating visitors by adhering to visitors sign in processes.
• Assisting with queries where necessary.

Meeting Room Administration

• Planning and scheduling the booking of meeting rooms.
• Ensuring that meeting rooms are prepared for meetings.
• Allocating and managing meeting room tools and equipment such as data projectors, flip charts and tele-conference portals.
• Ensuring that appropriate equipment for meetings is set up and working.
• Ensure that refreshments for meeting is set up at all times.

General Administration

• Distributing mail and faxes.
• Maintaining internal telephone lists.
• Ensuring that all telephone related information is available.
• Coordinate the repair, maintenance and utilization of office equipment including telephone equipment.
• Ensuring stock of stationery and other office supplies is at the correct levels for the HAD.
• Ordering of stationery when required and complying with the procurement process.
• Typing of submissions and filing.
• Any other administration support required.

Ad Hoc

• Any other duties which may be assigned from time to time.

Requirements

• Grade 12 or similar qualification.
• At least 2 years’ experience as a receptionist and managing a front office.
• Excellent communication and customer service skills.