Job Description

ROLE PURPOSE
a) Responsible to establish and maintain an Integrated Management System (IMS) that is aligned with Bidvest Facilities Managements Integrated Management System and SHEQR contractual obligations as defined by the Client.
b) Ensure that the required contractual and IMS audits / inspections are performed, relevant systems are updated, corrective actions are instituted, Contractor Management processes are established and followed and continuous improvement initiatives are implemented.
c) Provide managerial direction with regard to service delivery in order to guarantee maximum customer satisfaction by ensuring that all contractual and / or legal agreements related to Health, Safety and Environmental, Risk and Compliance, are adhered to.
MAIN OUTPUTS

• Establish and set Risk and Compliance departmental standards to work towards and achieve
• Ensure compliance to Service Level Agreements (SLAs) at contractual level and be familiar with the penalty regime of the SLAs
• Ensure that deliverables of Service Level Agreements (SLA) and Management Contracts are successfully maintained and variations (change management) which affect the SLA of all services are implemented in accordance with the contractual requirements
• Review and ensure compliance of the IMS, contractual obligations and statutory requirements. Ensure that all mechanisms, policies and procedures are in place and implemented
• Ensure mechanisms are in place for effective performance management and review of sub-contractors SHE files, Safe Work Method Statements, Permit to Work System and initiate improvement processes to ensure compliance with the IMS

• Facilitate the establishment of a Permit to Work System, ensure provide process training takes place , verify adherence to Permit to Work System and initiate improvements
• Ensure that all mechanisms, policies and procedures relating to the IMS are implemented and ensure continual improvement, as well as continual efficiency and effectiveness of the IMS
• Ensure that a process for ensuring that all relevant building certificates are maintained is established and that the status (of the certificates) are recorded monthly
• Ensure that a process for ensuring that all relevant building certificates are maintained is established and that the status (of the certificates) are recorded monthly
• Ensure the establishment of a process for reporting, recording, investigating, tracking and close-out of OHS incidents and accidents and monitor adherence to the process. Initiate any required improvement processes. Ensure that Group OHS are notified of all incidents and accidents
• Facilitate the establishment of a process for recording, maintaining, reporting, tracking and close-out of Cress and BAU issues and risks, Monitor the adherence to this process. Initiate any required improvement processes. Escalate Risks and Issues to contract senior management and Cres.
• Facilitate the establishment of a process for maintaining and reviewing Building / Fire Risk Assessments as per Client
• Group OHS requirements and to monitor OneView documents and Projects to ensure Building Risk Assessments are updated accordingly. Monitor the adherence to this process. Initiate any required improvement processes.
• Facilitate the establishment of a Contractor Management Plan that includes Soft Services, Projects and Maintenance related work, the verification of the status of compliance, reporting of non-compliances and close-out. Monitor the adherence to this process
• Establish internal audit programmes to be used at site level to improve service standards to clients.
• Ensure that Hygiene Surveys, Asbestos Surveys and other survey request processes are executed as per client requests
• Ensure that Risk Assessment Adherence verifications are conducted as per agreed sample and initiate improvements
• Liaise with Client Group OHS regarding escalated OHS issues, monitor and provide status reports
• Ensure that Daily / Monthly / Quarterly / Annual reports are submitted on time and in conformance with quality standards
• Develop and maintain successful client liaison.
• Execute any reasonable actions requested by management and the client

Project Management Compliance

• Ensure that Projects SHE File and Site audits / inspections take place, and participate in the process when required
• Ensure that Project Screening document are verified and inform Client Group OHS of high-risk projects
• Assist and ensure that the OHS minimum requirements for high-risk projects are documented, submitted to Client Group OHS for approval and findings are addressed timeously
• Verify conditional approvals for all projects-related SHE Files and site audits/inspections
• Ensure Risk Assessment Adherence verification audits take place

Maintenance Activities Compliance

• Ensure that the content of Operational SHE Files and Safe Work Method Statements for high-risk work are verified
• Ensure that all contractors WO's SWMS are completed and uploaded on SAP

ERPs and Evacuation Drills

• Facilitate the establishment of a process to maintain, verify, monitor and review ERPs and Evacuation drills and to initiate the improvement process.
• Ensure that changes to the Facilities Managers allocation per building to Group OHS are monitored and reported and that a monthly status report on Evacuation Drills and False Alarms are provided
• Ensure that a representative of the Compliance Team attend the Corporate Evacuation Drills and the Post-evacuation drill meetings
• Review the quality of the Evacuation Drill reports compiled by the Facilities Managers and register improvement actions applicable to the scope of services
• Consolidate the availability of Emergency Response Plans (ERPs) for Corporate and all Retail Facilities.
• Ensure that the Corporate ERPs are updated, and that the status of improvements is monitored. Escalate issues where required to Client Group OHS

Building Inspections

• Facilitate the establishment of a process for FM Building Inspections
• Facilitate the drafting of the annual HSE building inspection plan
• Monitor compliance to the building inspection program.
• Ensure that analyses are conducted on defects and trends identified
• Verify adherence to schedule status
• Verify the quality of the FM Building Inspection Reports
• Ensure that improvements are monitored and the Placemat (Report) updated.

Conformance Test Inspections

• Facilitate the establishment of a process for Conformance Tests.
• Ensure that Conformance test Inspections (20%) are conducted
• Facilitate the drafting of the annual Conformance test plan
• Monitor compliance to the Conformance test plan
• Ensure that analyses are conducted on defects and trends identified
• Verify adherence to schedule status
• Verify the quality of the Conformance test Reports
• Ensure that improvements are monitored, and the Placemat (Report) updated

Client Relationship Management

• Establish and maintain professional relationships with Client and Bidvest Facilities Management Senior management
• Gain an understanding of relevant client governance rules, protocols, processes and standards
• Support Client Group OHS senior management in the execution of their duties while remaining within the scope of our contract
• Verify and ensure the quality of submissions to Client Group OHS senior management

Management Activities

• Review, quality check and where required consolidate inputs from regional managers before submission to Client Group OHS executive.
• Provide regional Management and staff with mentorship and direction.
• Provide guidance and direction to Bidvest FM Senior Management w.r.t compliance to Client OHS requirements

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE
The Applicant must meet the following requirements:

• Grade 12 (Matric)
• Diploma in Safety Management / SAMTRAC / SHEMTRAC or equivalent qualification
• Technical training in electrical, air-conditioning, plumbing (advantageous)
• Registered with Saiosh or SACMPCP or similar (advantageous)
• Code B Drivers License
• Microsoft Office (Word, Excel, Power Point; Outlook)
• Maintenance Management Systems
• Content Management Systems
• OHS Act and Regulations
• Construction Regulation
• Hazard Identification and Risk Assessment (HIRA)
• Working at heights (Unit Standard 229998)
• Incident Investigation
• Emergency Management
• ISO 45001:2015 Health and Safety Management System
• ISO 14001:2015 Environmental Management System

FUNDAMENTAL COMPETENCIES

• Motivating others
• Team oriented
• Empowering
• Customer orientated
• Problem analyses
• Problem-solving and analytical skills
• Strong organizational skills
• Team work
• Good Communication
• Good negotiation skills

Skills Required