Overview
Facilities Officer Jobs in Pretoria, South Africa at South African Maritime Safety Authority
KEY PERFORMANCE AREAS
Attending and managing all facilities enquiries, allocate them to the relevant person and track them to completion
Compiling specifications for work to be carried out and assist SCM with the appointment of contractors
Ensuring proper negotiation with suppliers for the renewal of SAMSA’s insurance portfolios which include Short Term, Professional Maritime Indemnity, Building and Directors and Officers and managing them once concluded. Handling all claims, deletions and additions of assets and other enquiries relating to the Short-Term insurance policy, including the settlement of claims
Managing and ensuring that the PABX System, air-conditioners, lifts, generator, firefighting equipment, fire detection and smoking system, electrical and plumbing requirements are attended to on a regular basis, ensuring compliance with legislation (where applicable)
Compiling specifications, where applicable or as and when required
Participating in lease contractual agreements with Facilities Manager and Legal Section. Participating with the Facilities Manager and sourcing/Contract Specialist/Legal Section (SCM) on contractual and other arrangements
Assisting with the replacement/acquisition of copier equipment on the Transversal
Contract-ordinate all lease agreement through legal section and ensure that they are properly sign and adhere to SAMSA regulatory requirements
Occupational Health and Safety
Preparing safety records and reports on, inter alia, OHS related matters
Representing Facilities Management at meetings, etc.
Mailing and couriers services
Overseeing that the incoming mail are distributed correctly and timeously and that outgoing mail (whether per hand or otherwise) are adequately addressed
Managing the transversal contract on behalf of SAMSA
Reconciling the monthly courier account, ensuring that correct tariffs are being charged.
Effective and efficient fleet Management
Managing the Pretoria fleet of seven (7) vehicles which includes the controlling, approving of trips, overseeing that log sheets are duly completed, ensuring that drivers are in possession of valid driver’s licenses, timeously renewing of vehicle licenses, managing alleged contraventions (speeding fines, etc.)
Assisting SCM with the procurement of official vehicles on the Transversal Contract as well as the registration of the newly procured vehicle
As Proxy/ SAMSA’s representative for vehicles, executing all duties relating thereto
Managing sub-ordinates (People management)
Managing and supporting seventeen (17) sub-ordinates by ensuring the implementation of an effective and efficient performance and evaluation management system, ensuring that sub-ordinates are well equipped (trained) for their duties and evaluate the work quality of them and guide where assistance is required
Ensure completion of own performance contract and reviews in line with the Performance Management Guidelines and Cycle
Effectively apply newly acquired skills for improved performance
Ensuring that payments are being made in accordance with contracts/invoices
Assisting with the preparation of the facilities annual budget, including capital requirements
Ensuring that purchase orders are being issued for work to be carried out or agreements entered into
Participate in preparing the facilities budget and developing the facilities procurement plan
Participate and provide input in the development of policies and procedures affecting the SAMSA and facilities environment
Prepare safety memorandums and reports
Develop and implement performance management techniques to monitor and demonstrate achievement of agreed service levels, to lead on improvement
Assisting with and provide inputs relating to management reports
Title: Facilities Officer
Company: South African Maritime Safety Authority
Location: Pretoria, South Africa
Category: Management (Operations Manager, Administrative Management)
