PURPOSE OF THE JOB

Provides support services to the INSETA by ensuring that the Facilities are maintained and secured in line with the regulatory and legal requirements including that of the OHS requirements.

Key Performance Areas

Outputs

Provide Asset/ Facilities Management Support Services 30%

• Assist in Safeguarding of INSETA assets (buildings and movable assets)
• Assist with assets disposal
• Assist to secure storage and usage of consumables
• Ensure servicing of all applicable equipment such as photocopiers and other general office equipment
• Assist with coordination of  meetings with external stakeholders in Facilities Management
• Submit weekly report to the relevant Manager.
• Assist with coordination of the gym facility maintenance schedule and  gym equipment is serviced
• Assist in the Periodic assessment of gym equipment, recommend addition or replacement of equipment

Fleet Administration 30%

• Work as  pool driver for Inseta
• Should be proficient in driving manual and automatic vehicles
• Assist in allocation of vehicles to Inseta staff in line with policies and procedures

•       Perform vehicle inspection before and after the trip

• Ensuring all vehicles are serviced, licenced and road worthy
•  Ensure  Vehicles are filled and have adequate fuel
• Access and write incident report relating to any damage to the vehicles, submit the report to the SCM and Facilities Manager

Compliance and Reporting on OHS regulations and legal aspects 20%

• Assist the Facilities Officer to report any incidences relating to OHS
• Assists in  findings and implement mitigating actions
• Review and assess escape routes for emergencies
• Assist in  emergency drills in the INSETA building
• Assess and implement service intervals for fire equipment
• Monitor and assess the premises continually for OHS and environmental regulations
• Review and replenish First Aid kit as per regulation
• Compile incidents and accidents reports
• Mitigate any hazards as identified
• Collaborate with the Facilities Officer in all OHS matters

Administrative Support on Budget actuals vs planned 10%

• Provide inputs to the budget process to Finance Department relating to facilities services and equipment
• Monitor and report on variances against budget
• Identify training needs
• Prepare and submit payment requisitions for service and equipment providers
• Perform any other duties as assigned by Facilities Management

Stakeholder Management  5%

• Address and resolve Stakeholder queries and concerns internally and externally
• Attend tender briefing sessions with potential service providers as required.
• Administration of internal and external supplier database.
• Relieve the Facilities Officer while on leave
• Communicate with internal- and external service providers to inform and advise of new developments or information distribution.

General Administration and Support 5%

• Ensure that access and security of filing facilities are reviewed and updated periodically
• Ensure that filing systems are updated and maintained
• Support in all administrative duties of the division
• Provide information from records and databases as required by stakeholders.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirement:

• NQF Level 6  qualification or equivalent  in Facilities Management/ Commercial/Logistic or Built Environment (Electrical/Building/Mechanical) or  related field

Experience

Minimum Requirement:

• Minimum of 2-3  years’ experience as a Driver/Fleet  management
• Valid driver’s license (Code 10/C1 with  valid Professional Driving Permit (PDP)
• Knowledge of basic vehicle maintenance.
• Knowledge of building maintenance.
• Understanding of the responsibilities/liabilities of driving/transporting passengers.
• Knowledge of administrative and clerical procedures

REQUIRED KNOWLEDGE AND SKILLS

Knowledge

Minimum Requirement:

Knowledge and understanding of the PFMA and NT regulations.

Understanding of the overall Asset Management lifecycle, Knowledge and understanding of the Asset Management Framework

Preferred Requirement: Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

Skills

Minimum Requirement:

Attention to detail ability to work under pressure and meet deadline under challenging circumstances.

Customer orientation.

Communication skills (Oral and Written).

Teamwork and collaboration.

Problem-solving.

Report writing skills.

Sense of urgency.

Computer literate.

Preferred Requirements:

A deep understanding and consistent adherence to all South African road rules, speed limits, and specific transport regulation