Vacant Opportunities at Secondments

QUALIFICATIONS AND EXPERIENCE

• Relevant Post-graduate qualification at Hons level 
• Project Management Qualification and Project Management Professional (PMP) / PRINCE II certification will be advantageous.
• Valid Driver’s License
• At least 7 years’ relevant experience of which at least 3 years have been at an equivalent level within a medium to large sized organisation
• Demonstrates a sound understanding of the Local Government Sector and in particular project management unit functionality. 
• Sound understanding of the policy, legislative and regulatory frameworks governing the professional discipline; and in particular those applying to the Local Government Sector and company
• Sound track record in effectively managing complex projects and sensitive stakeholder engagements at all levels.

Duties and Responsibilities

KEY PORTFOLIO AND PERFORMANCE FOCUS AREAS

• Planning: Through an integrated company planning process, actively participate in the development & implementation of the Project Management Strategy. 
• Lead the design and implementation of common project management methodology, standards and tools to drive and facilitate the successful delivery of projects. 
• Provide input to the review and drafting of operational policies and procedures
• Support the planning process of all company programmes/ Projects – creation of structured schedules and project plans based on the project goals, resources needed, potential risks and budget constraints. Assess the workloads and impacts for different departments -identify dependencies and possible issues across teams
• Programme/ Project Execution and Governance: Lead the execution of a Programme Management Office governance, reporting and review framework to provide a holistic view of all organisational project activity. Track deadlines, deliverables, resources, and timelines throughout the Project/ Programme process. 
• Manage interdependencies and coordination across projects to ensure that information relating to project deliverables, risks and issues are effectively communicated between stakeholders and that key performance indicators are monitored and evaluated. Hold programme/ project owners accountable for their commitments through establishment of project management meetings with owners. 
• Facilitate the adaption of plans based on evolving needs, conditions or issues that may arise and ensure on-time, high-quality delivery in accordance with the stated project/ programme goals:
• Programme/ project Documentation and Archives: Work with core business teams to ensure documentation, supporting materials, and project plans are updated and readily available for internal teams and senior leaders. Upon completion of a programme/ project, compile and 
• document project information to assess delivery and to share lessons learnt. All information should be archived in one place, so it is accessible to the appropriate team members and senior leaders.
• Programme/ project prioritisation and Resource Mobilisation: Given the broad scope both in working with colleagues from different clusters and provinces; and across multiple projects, take responsible for balancing projects and communicating priorities internally (project dashboard). 
• Identify resource priority needs of programmes/ projects and facilitate the adjustment of workflows and mobilisation of resources
• Implement processes and systems to enable the fluid utilisation of resources and mobilisation of company resources.
• Process Improvement and Standards Development: Review and analyse the programme/ project value chains to identify possible process improvements. 
• Identify workable PM frameworks and methodologies; process standards and best practices for how teams should approach programmes/ projects. 
• Implement, documents and communicate the new procedures to the rest of the organization. Monitor 
• compliance with project management methodology and standards.
• Stakeholder Relations: Build strong working relationships with all areas of company business and promote effective programme/ project management as a business imperative. 
• Foster collaborative and mutually supportive relationships with project leaders and senior 
• stakeholders. 
• Assess cross-functional project team capability, provide coaching, training and support to enhance comapny’s project/program management capability, and improve collaborative development and project results. Cooperation from the core business requires strong influencing abilities
• Financial and Expense Monitoring: Assist with the preparation of annual budgets and monitoring of the monthly expenditure in area of accountability. 
• Assist in the identification of potential revenue sources in area of responsibility (where applicable). 
• Actively save costs in the area of responsibility. 
• Uphold sound corporate governance principles in the day-to-day operation of the area of responsibility/ professional discipline. 
• Ensure compliance with organisational policies and procedures.
• Project Management Specialisation: Diagnostic of challenges in municipal project environment and support identified municipal project management units to improve their processes, systems and procedures while promoting knowledge sharing and project management excellence amongst municipal project management practitioners

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Minimum Requirements

KEY COMPETENCIES

• Excellent communication and interpersonal skills on all levels. 
• Strong negotiations and Leasing skills.
• Dynamic and enthusiastic
• The ability to interact professionally with the client
• Competent time management skills
• Professional attitude and capability and personal initiative
• Be deadline driven
• Professional attitude and capability and personal initiative
• Innovative thinking and ability to follow process

QUALIFICATIONS AND EXPERIENCE

Qualifications

• Matric (Must)
• Ndip or degree in related field (added advantage)

Experience

• 1-2 years’ experience in a similar role
• Must have a strong electrical background
• Experience working with Low or High Voltage Maintenance preferred Skills 
• Strong Proficiency in relevant computer packages (MS Office) and software packages
• Excellent attention to detail and numerate accuracy

Duties and Responsibilities

KPA KPI

Facilities Management & Help Desk

• Pursuing job progress when calls and emails are logged on the C works program (Work order generation)
• Adhering tdeadlines set by management
• Adhering tcriterion of helpdesk procedures
• Reporting taccountable Senior Facilities manager of work tbe completed
• Follow ups and escalations of work orders daily.
• Following standards of the helpdesk procedures
• Guaranteeing supporting documents are attached tHelpdesk C-Works system
• Logging of complaints or other requests received from tenants for services tbe rendered.
• Logging and completing of job cards and closing of work orders.
• Interacting with suppliers, Facilities Managers, Building Managers and Contractors tensure all parties deliver on objectives and are up tdate with current issues/changes
• Updating management of recurring difficulties with service staff or contractors and providing a resolve tthe issues at hand
• Escalations of unresolved logged matters tcompany Management for assistance
• Rectify inquiries allocated by Management
• Project Management related duties such as supervising weekend work effected by contractors, supervising office division relocations tdifferent floors as per management mandate and construction of new offices
• Responsible for preparing overtime reports for the handymen whenever weekend work needs tbe scheduled and ensuring the client signs off for company Management tinvoice tClient
• Alert and available tattend tbuilding emergencies after hours such as water shortages or flooding, power failure, lift failure emergencies & fire sprinkler relocations only if the Senior Facility Manager is not available tattend tthese emergencies
• Understanding the E-proc Sage program tgenerate requisitions, purchase orders and receipt purchase orders for payment
• Ensuring that coding and allocation of invoices are accurate 
• Confirming that invoices are paid on time and in the most efficient manner
• Resolving supplier requests, problems and complaints related tthe relevant accounts
• Submitting remittances tsuppliers tconfirm that monies owed tsuppliers have been received
• Carrying out reconciliation of payments tsuppliers statement on a monthly basis
• Ability twork without supervision, assist with audit preparation and supplying support documentation as requested.
• Keeping all documents diligently filed, as per filing system and archive files annually.
• Assist the FM tmaintain the management of building services and statutes.
• Control source documentation and maintain the filing system.
• Administration and control of vender documentation.
• Ensure all assets comply and are maintained within the requirements of the Occupational Health and Safety Act, Local authority by laws and the SABS / SANS standards.

General

• Assist the FM to manage the reporting process of all incidents defined as "reportable" in terms of the Occupational Health and Safety Act.
• Manage service provider documentation as per the service provider procedure document.
• Complete risk inspection reports as per the OHS file per site.
• Perform vacation inspections.
• Manage and control all re-active purchase / work orders raised on the FSI system.
• Maintain all mechanical, electrical, structural and civil aspects of each asset within the official investment strategy of each asset.
• Comprehensive annual building inspections on all fully repairing and maintenance leases.
• Assist the FM to maintain and update the fixed contract schedule by the 15th of each month and forward to financial department.
• Outstanding purchase orders to be managed and followed-up daily.
• Liaison between internal & external clients in a professional and cuties manner.
• Assure an effective communication protocol is in place on both company and Client side with peers, subordinates, senior managers, vendors and customers. 
• Respond promptly and accurately to email and phone communications. 
• Create required reporting and meeting notes in the timeframe required.
• Actively participate in meetings sharing ideas and solutions as may be appropriate