Jobs at University of Johannesburg

Job Description:

• The Director: Maintenance Management oversees the maintenance and upkeep of facilities, equipment, buildings and grounds ensuring optimal functionality, compliance to safety regulations. The Director develops, plans and manages the execution of the maintenance policies, strategies, procedures for all engineered assets of the university for their entire life cycle.

Responsibilities:

• Craft and drive the implementation of the Facilities Management Maintenance Management Strategy aligned with the University Strategic Goals.
• Responsible for the development of maintenance policies, processes and procedures that ensure the
  implementation of the Maintenance Strategy.
• Provide maintenance of infrastructure and equipment related input into the University Master Plan.
• Develop and update infrastructure and equipment maintenance plans according to the university strategic plan.
• Implement / Manage Facilities Management Systems to assist with maintenance and management of infrastructure and equipment.
• Oversee the sourcing, implementation and the management of maintenance related contractual agreements.
• Direct the compilation, updating and maintenance of all facilities and infrastructure on the campus.
• Direct the maintenance of all facilities and infrastructure on campus.
• Produce and manage the specification and standardisation of all University Components
• Be actively involved in the University Smart Campus initiative
• Identify and cultivate Continuous Improvement Initiatives and Maintenance Best Practices.
• Cradle to grave Management of all UJ Land and Engineered Assets.
• Provides strategic leadership and direction to all external contractors on all four campuses.
• Compile and manage the annual and multi-year maintenance budget related to all maintenance of infrastructure and equipment efficiently and effectively
• Create a safe and conducive environment for all UJ internal and external stakeholders on campus.
• Provide a healthy working environment for both internal and external stakeholders.
• Ensure compliance with statutory requirements (e.g., Occupational Health and Safety Act).
• Adhere and enforce compliance with UJ standards, policies, processes and procedures.
• Compile reports for University Executives and Committees of Council, Treasury, the Department of Higher
  Education and any other structure as directed by the Executive Director.

Minimum requirements

• A Postgraduate qualification in Engineering (NQF Level 8).
• A Government Certificate of Competence (GCC Factories Certification).
• Ten (10) years Maintenance Management experience in a multi-functional environment.
• Five (5) years Senior Management experience.

Competencies and Behavioural Attributes:

• Good computer skills i.e., Microsoft Office.
• Proven ability to build and sustain excellent relationships, through clear and effective communication, with all levels of management across functions and divisions within the University.
• Ability to successfully develop, interpret, and apply policies and regulations.
• Effective customer service, people management and team leadership skills.

Recommendations:

• Professional registration with ECSA.
• A working knowledge of facilities management software systems with regard to management and maintenance of infrastructure and infrastructure related assets.
• Development of Maintenance Strategies and Policies.
• Contract Management experience.
• A post Graduate Business Qualification.
• Five (5) years implementation and management of the Occupational Health & Safety Act and relevant legislative requirements.

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Job Specification:

The successful incumbent will be expected to fulfil the responsibilities of an Executive Secretary. The overarching responsibility is the professional and effective management of the Executive Director’s Office. This includes:

• Effective and proactive diary management.
• Effective management of tasks and information related to the Executive Director’s responsibilities and prioritizing tasks in terms of urgency and importance.
• Follow-up, collate, consolidation and submission of reports as directed by the Executive Director.
• Effective planning and organising of tasks in the office of the Executive Director.
• Act as first point of call for Facilities staff and other external stakeholders on all general queries that go via the office, resolve queries, and escalate where necessary.
• Ensure an effective record-keeping system including establishing and maintaining an effective filing system and keeping records up to date.
• Assist the Executive Director in managing his budget.
• Manage and order stationary supply, as well as kitchen supplies.
• Provide secretarial services to meetings: times, attendees, venues, arrange catering and minutes.
• Operate office machines and equipment in support of secretarial work.
• Perform Oracle (ERP) on-line orders related to the Executive Director’s responsibilities.
• Manage procurement of operational items to enable efficient operation and timely payment of invoices.
• Facilitate the maintenance of infrastructure in line with university processes.
• Deal with correspondence as required by the Executive Director.
• Deal with risk management in own focus areas and adherence to Service Level Agreements (SLA).
• Perform ad-hoc duties as and when required.
• Make travel, transport and accommodation arrangements for the Executive Director.
• Plan, arrange and coordinate relevant meetings, training, workshops, functions, and conferences as directed by the Executive Director.
• Reconcile receipts and manage finances related to the credit cards and/or financial claims of the Executive Director.

Minimum requirements

• A National Diploma in Administration or relevant NQF 6 qualification.
• A minimum of three (3) to five (5) years’ experience as a Personal Assistant/Secretary.
• Proven computer skills in MS Office packages (must be fully conversant in MS Word, Excel, PowerPoint, Outlook and usage of the internet).
• Proven experience of extensive diary management and scheduling.

Competencies and Behavioural Attributes:

• Good Planning, organisational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to priorities and work under pressure.
• Fluent English language use.
• Ability to use own initiative and work independently.
• Good professional typing skills.
• Good interpersonal and human relations skills, coupled with intercultural skills and assertiveness.
• Social perceptiveness and the ability to handle conflict situations in a diplomatic manner.
• Attention to detail.
• Minute taking experience.

Recommendations:

• Knowledge of UJ rules and regulations.
• Previous experience in the Higher Education and Training sector.

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Responsibilities:

• Implement specific maintenance strategies, policies and tactics, and to schedule tasks with reference to the maintenance plan and philosophies
• Manage all campus maintenance projects to ensure optimal infrastructure maintenance
• Manage staff and external contractors effectively and ensure that tasks are executed within an acceptable time-frame
• Manage contractors in terms of SLA's agreements and specifications
• Managing and operating within the engineering build environment with reference to Facilities and Infrastructure and Essential Technical Services.
• Plan and monitor daily support programs through the Archibus Management System
• Evaluate subordinates' performance through walkabouts
• Compile and maintain asset register
• Benchmarking of standards and operating procedures
• Research and advice on the latest technology and legislation for optimum use of resources
• Ensure that staff is accredited to perform their tasks as required in legislation and for quality assurance purposes
• Ensuring compliance with the OHS Act, BCEA, LRA, EE Act
• Implement and monitor Risk Management Strategies to continually reduce risk to acceptable levels
• Compile operational and capital budgets, manage expenditure and correct deviations
• Accurate record keeping of all financial expenditure
• Plan, execute and monitor all projects
• Drafting/monitoring of SLAs
• Evaluation of Tenders
• Accountable for compliance with safety legislation
• Compile and update risk register and institute corrective action
• Basic knowledge and understanding of Maintenance Management Systems

Minimum requirements

• Postgraduate qualification (NQF 8) in Engineering/Facilities Management.
• 5 years’ proven experience in maintenance management
• 5 years' supervisory experience
• Five years’ knowledge of computerized maintenance management systems
• A valid driver’s license
• Knowledge of university policies, rules and regulations
• Knowledge of UJ’s financial and procurement policies and procedures

Competencies and Behavioural Attributes:

• Excellent written, verbal, listening and interpersonal communication skills
• Competent in MS Word, Excel, PowerPoint, Outlook - emails, Oracle Management System, Archibus Management system, IDU Oracle budget loading system
• Knowledge of relevant legislation related to Maintenance Services
• Knowledge of Facilities and Operations Management 
• Knowledge of Health and Safety requirements
• Good Computer skills i.e. Microsoft or Excel

Recommendations:

• Experience of Oracle Management System and Archibus would be advantage
• Exposure in Operations or Facilities Management
• Exposure in Event and Function planning and management