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Bidvest Facilities Management was founded in 2002 under the name Total Facilities Management Company (TFMC). It was a joint venture with Atkins, one of Western Europe's leading engineering and facilities management organisation. The purpose was to facilitate the outsourcing of the infrastructure management group within a major organisation, and to embed inte...
Job Description
ROLE PURPOSE
- Takes full accountability to ensure that all strategic, critical & other facilities as defined by the Customer meet business as well as contractual needs. Takes full accountability to develop the operating model (people, process, system) to the level where service can be delivered effectively and economically.
MAIN OUTPUTS
Finance:
- Ensure strategies, mechanisms and guidelines are developed that would govern the development & maintenance of short, medium and long term capex budgets for the associated contracts
- Develop FM operational budget (short & medium term) and ensure compliance thereto
Customer:
- Engage with different customer groups on a senior level to determine the associated business plan & requirements
- Interpret customer business plan into FM requirements and ensure customer satisfaction to at least agreed levels
- Determine the impact of their requirements on existing SLA's and applicable agreements
Operations:
- Ensure strategies, mechanisms and guidelines are developed to understand the general business environment the customer operates in
- Devise communication & change management strategies to ensure implementation of culture and strategies
- Define key performance areas & ensure the development of KPI's and contract compliance activities
- Engage with service providers in developing their service delivery strategies
- Define the broad contract requirements & principles for supplier contracts (together with Supply Chain)
- Ensure service strategies, mechanisms and guidelines are developed to ensure service delivery to the required quality and safety standards as well as in an environmental responsible manner.
Growth & Development:
- Determine the appropriate & desired strategy & culture required to meet the customer requirements
- Devise strategies to educate customer on the customer specific contract
Governance:
- Ensure strategies, mechanisms & guidelines exist to identify the applicable statutory guidelines and compliance
- Ensure required customer policies are identified and developed
- Adherence to Integrated Management System (IMS)
QUALIFICATIONS AND SKILLS
The Applicant must meet the following requirements:
- Degree or B-Tech in Engineering / FM Qualification / Management degree (EDP, MBA or MBL advantageous)
- Government Certificate of Compliance (GCC) is a requirement
- Matric (Senior Certificate)
- Valid SA Drivers’ License
- 15yrs relevant working experience, 8yrs Engineering experience. 8yrs Senior Management experience. Experience in CRM & Property Management
- Facilities Management, General Building Maintenance, People Management, Supply Chain, Procurement (especially Strategic Sourcing), Negotiation Skills, Commercial, Contract & Vendor Management, General knowledge in Finance, Law & Auditing
- MS Word, MS Excel, MS Powerpoint, MS Project & MS Outlook (Intermediate skill level), SAP knowledge
- OHS Act, ISO 9001 Quality Management & Risk Management Systems
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Job Description
ROLE PURPOSE
- Responsible to support the County Leads with the establishment of an Integrated Management System (IMS) that is aligned with the Bidvest Facilities Management Integrated Management System and Client SHEQR contractual obligation, perform the required contractual and IMS required audits / inspections, update the relevant systems, institute corrective actions, ensure overall HSE compliance in the region and implement continuous improvement initiatives.
MAIN OUTPUTS
Integrated Management System
- Assist with the establishing and setting of HSE standards to work towards and achieve.
- Review and ensure that all mechanisms, policies and procedures relating to the IMS are implemented and ensure continual improvement; as well as the continual efficiency and effectiveness of the IMS;
- Provide document and record management system and administration support;
- Execute and maintain a process for reporting, recording, investigating, initiate improvements, tracking and close-out of HSE incidents and accidents and monitor adherence to the process. Ensure that the Clients HSE Representatives are notified of all incidents and accidents;
- Execute and maintain a process for recording, maintaining, weekly monitoring of issues and risks, initiate the improvement process, track, close-out and escalating risk and issues to the Executive Operations;
- Manage HSE risk assessments and report any new hazards/ risks and aspect/ impacts;
- Ensuring that HSE risk assessments are carried out and that HSE Plans are adhered to;
- Maintain a Permit to Work System, provide process training and verify adherence to the Permit to Work System and initiate improvements;
- Manage, Maintain, and continually update the Gate 1 as per NOSA/ VC requirements
- Obtain Gate 2 approval from the client’s HSE representative.
- Manage, Maintain, and continually improve Safety 360 and IMS system to ensure compliance with Bidvest and Vodacom STD
Sub-Contractor HSE Compliance
- Manage and monitor subcontractors Gate 1, Gate 2 and work execution HSE compliance in the region;
- Conduct subcontractor HSE compliance and legal audits at least quarterly to ensure that their HSE Plan and Files are updated.
Incident Management (Near misses, Incidents, accidents, non-conformances, etc.)
- Report all incidents within 24 hours to the HSE Manager and Client on the required form.
- Manage and ensure records of all incidents on the Vodacom FFO Incident Register (SharePoint) is uploaded and ensure that agreed timelines are met.
- Review a full investigation into the causes of any incidents, how to avoid reoccurrence and submit full investigation report within 15 working days to the Client HSE Representative.
- A Final Close out report as per client’s A3 Policy to be submitted within 21 days after all the corrective actions have been closed-out by the HSE Manager and HSE Coordinator.
- Organize a close out meeting and ensure that the incident has been appropriately managed, that the root cause of the incident that is clearly understood and any lessons learned have been communicated.
Site Inspections (Warehouses, Workshops, BTS – work areas, etc.)
- Carry out site visible felt leadership HSE inspections with management
- to verify the teams’ compliance with the Client’s HSE Standards and Bidvest Facilities Management requirements;
- Manage NCR`s on Safety 360 system, share point and RIMS.
Compliance Audits/ Inspections
- Execute legal compliance audits monthly (report in writing) including subcontractors and report deviation to HSE Manager
- Conduct cross regional Integrated Management System Audit/ inspections and record findings on Risk Register (VC FFO Share point) or Safety 360 system.
- Establish a platform for Customer audits, conduct and / or support customer audits and action customer concerns.
- Conduct IMS internal, ISO, Self-Assessment Audits and ensure that planned task observations are conducted monthly and that corrective actions are executed.
Communication, training, awareness and medical surveillance
- Facilitate work / training sessions to transfer IMS knowledge and to action corrective actions for addressing business risks.
- Communicate all changes to the HSE system with all employees and sub-contractors working for or on behalf of Bidvest Facilities Management in your Region;
- Monitor and manage all HSE training and medicals with OHS Officers;
- Being up to date with new legislation and maintaining a working knowledge of all HSE legislation and any developments that affect the employer's industry.
- Keep accurate SHE statistics (Training, Vehicle matrix, Incidents, Medicals, Personnel tracking, Audits, and Inspections)
- Assist and ensure OHS Officers including FFO management are utilising the Safety 360 system.
IMS Reporting
- Monitor and manage Bidvest Facilities Management employees and subcontractor’s vehicle tracking (Journey Management Plans, Report violations trends, verify corrective actions and close outs);
- Monitor and investigate daily employee’s driver violations, driver behaviour, etc, and report Non-compliance to County Lead/ Management and or Client Representative.
- Keep accurate SHE statistics (Training, Vehicle matrix, Journey Management Plans, Incidents, Medicals, Personnel tracking, Audits, and Inspections) for monthly reporting.
- Managing the safe disposal of hazardous substances and report it according to the waste streams as per the Environmental Management Plan;
- Ensure weekly and monthly reports are up to date and submitted within allocated timeframes
HSE Work Order management.
- Manage all incoming requests and complaints daily, and provide timeous feedback, ensuring customer satisfaction.
- Conduct monthly verification of WIP and report on variances.
Client Relationship Management
- Establish and maintain professional relationships with Vodacom and Bidvest Management.
- Gain an understanding of relevant client governance rules, protocols, processes and standards;
- Support Vodacom HSE management in the execution of their duties while remaining within the scope of our contract;
- Verify and ensure the quality of submissions to Vodacom HSE management;
- Pro-actively interact and engage with the client to understand areas of improvement and ensure that turn-around times are shortened to the satisfaction of the client
- Prepare, present, and Attend meetings and conduct site visits as may be required by the client
Management Activities
- Review, quality check and where required consolidate inputs from regional managers before submission to Vodacom HSE Management;
- Provide regional management and staff with mentorship and direction pertaining to HSE Compliance;
- Provide guidance and direction to Bidvest Facilities Management Senior Management w.r.t compliance to Vodacom HSE requirements.
- Execute any reasonable actions requested by management and the client
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
Preferably Tertiary qualifications which may include some of the following:
- Any three-year technical tertiary qualification
- Quality Management Qualification
- Health & Safety Management Qualification
- Environmental Management Qualification
- Risk Management Qualification
- SACPCMP registered as CHSO or SAIOSH – this is an advantage to be registered but not a current requirement of Bidvest Facilities Management
- Grade 12
- Code B Driver’s License
- Planning experience and understanding of business processes
- 1- 2 years’ experience of HSEQR Management
- 2 -3 years’ experience in Construction related work
- Excellent knowledge of the IMS;
- Documentation and Record Control knowledge;
- Report writing;
- ISO45001 and ISO 14001 internal auditing;
- Knowledge of the Facilities Management domain;
- Relevant Regulatory and SANS standards Knowledge;
- Excellent knowledge of field operations routine procedures and processes
- MS Office (Outlook, Word, Excel, PowerPoint), SAP, SharePoint, Health and Safety Management Software, Web Fleet software,
- SAMTRAC or equivalent;
- Knowledge of OHS Act, its Regulations and Environmental Legislation;
- Incident Investigation;
- Health, Safety, Environmental Risk Assessment or equivalent;
- Legal liability;
- Fall Arrest and Basic Rescue
- Fall Protection Developer
- Defensive Driving and Anti hijacking
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ROLE PURPOSE
- The purpose of this position is to manage the Stores Facility relating to all stock movement in & out of the stores and to maintain accurate stock levels on SAP.
MAIN OUTPUTS
- Stock Management – Bidvest Owned stock and Client Owned Stock
- Accurate Binning and Labelling
- Monitoring stock levels and stock replenishment
- Monitoring stock Movement incl. Damaged & Expired as well as Obsolescence monthly
- Receiving and issuing stock physically and on SAP
- Strive to achieve 100% stock accuracy and take accountability of stock movement in the stores
- Follow up on outstanding purchase orders and deliveries
- Keep to proper housekeeping and safe stacking procedures
- Source replacement items of items which have become obsolete and ensure compliance to materials management policies and procedures
- Perform monthly sample cycle counts as well as quarterly stock takes and filing of issues & receipt slips
- Undertake other related assignment or duties as assigned to from time to time
QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:
- Matric (Senior Certificate)
- Certificate in Inventory Management, General Administration would be advantageous
- Code B Drivers’ license will be an added advantage
- Min 2yrs experience in store environment
- Customer Service training and administration
- SAP knowledge
- MS Word, MS Excel & MS Outlook
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