FACILITIES OFFICER JOB PROFILE

Transcription

1 FACILITIES OFFICER JOB PROFILE Jb Title: Jb Grade: Department: Reprting Line (This structure reprts t?) Full-time/Part-time/Cntract: JOB PROFILE Facilities Officer C1 Facilities Management Chief Financial Officer Full-time PURPOSE OF THE JOB This psitin exists t ensure fr the smth functin f the peratinal aspects f the building, leading t a healthy and cnducive wrking envirnment s as t ensure the efficient and effective use f peple resurces. MAIN ACCOUNTABILITIES AND APPROXIMATE TIME SPLIT (Time (%) spent n this accuntability?) Respnsibility: Facilities management in relatin t: Time Split 55 % General cnditin and maintenance requirements f the ffice building and its surrundings Review the prvider cntracts fr security, leases, ffice rental, facilities suppliers cntracts and ensure that the suppliers are in cmpliance. Ensure deliverables are prvided thrugh effective cmmunicatin with cntractrs by building and maintaining strng relatinships Review the cnditin f mvable assets and ensure that they are adequately insured and are safe. Review the escape rutes fr emergencies and ensure that they are accessible and prperly functining. Ensure that fire extinguishers and pht cpiers, are serviced and easily accessible Cnduct emergency drills and update staff n hw t react t emergency situatins Cntinually mnitr the facility fr cmpliance with safety, health and envirnmental regulatins Ensure that the first aid kit is available and replenished. Cmpile incidents reprts 1

2 Mitigate risk fr areas fund t be hazardus Understanding f the rganisatin s Business Cntinuity Plans (BCP) Allcate access rights t the building and deactivate terminated and resigned emplyees Liaise with the security cmpany fr any emergencies Be the primary cntact persn fr the security cmpany. Respnsibility: Manage registry by: Time Split 5 % Cllecting, registering and distributing mail Respnsibility: Managing filing rm by: Time Split 5 % Establishing access cntrl and issue and recrding f finance files Respnsibility: Effective use f assets by: Time Split 5 % Advising n assets that are idling Advising f assets that need t be scrapped Ensuring that there is adequate budget fr assets needed fr business Respnsibility: Financial Management Time Split 10 % Prepare budget and submit inputs int the budget fr the shared facilities resurces such as 2

3 Cleaning services Insurances Licenses and Insurance Office imprvements Other equipment rentals PI Insurance Pstage & curier services Printing Refreshments Rent paid Repairs and maintenance Security expenses Service cntracts Statinery Telephne lines Water & electricity Furniture and fittings Office equipment Office fixtures receipt Pstage & curier service~skills develpment Mnitr and cntrl csts and budget Preparing and submitting invices f facilities service prviders fr payment within 5 days f Respnsibility: Safe custdy f cnsumables by: Time Split 5 % Keeping cnsumables under lck and key Making rders fr replenishment Mnthly cnsumables cunt/reprt Respnsibility: Secretarial services Time Split 10 % Take minutes and keep recrds fr Risk management meetings Respnsibility: Custmer management Time Split 5 % Walk abut t ensure that the bard rms are tidy Walk abut t ensure that the receptin area in tidy 3

4 Walk abut t identify any lse cables that may cause accidents NQF Level: 6 REQUIRED QUALIFICATION Minimum Qualificatin Required Essential: Diplma in business management r administratin r equivalent REQUIRED EXPERIENCE 5 years experience in facilities area, filing and Valid Driver s licence COMPETENCIES REQUIRED Critical Cmpetencies: Teamwrk Respnsibility Cmmitment t career Cmmercial awareness Career mtivatin Decisin making Cmmunicatin Leadership Trustwrthiness & Ethics Results rientatin Prblem slving KNOWLEDGE AND SKILLS REQUIRED Essential Secretarial Filing Administrative Financial Crdinating Frward yur applicatin letter supprted by yur CV t vacancies@inseta.rg.za with the psitin yu are applying fr clearly stated. Clsing date: 03 June 2018 INSETA reserves the right nt t make an appintment. N late applicatins will be accepted. 4

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