Deputy Director: User Demand ManagementKimberly Regional Office

Requirements

• A minimum of three-year tertiary qualification (NQF Level 6/National Diploma) in Public Administration / Business Administration / Real Estate Management.
• Relevant years of experience in the field at a Junior Management level / Assistant Director Equivalent.
• Willing to adapt work schedule in accordance with office requirements.
• Committed to designated tasks.
• Unprepared travelling.
• Knowledge:
• Works Control System (WCS);
• Public Finance Management Act (PFMA);
• Treasury Regulations;
• Financial management and administration; technical knowledge of the built environment; project management; construction regulations; occupational health and safety;
• Emerging Contractor Development Programme; financial administration processes and systems; maintenance of databases; procurement processes and systems EPWP.
• Skills:
• Advanced numeracy; organising; interpersonal skills; diplomacy; ability to follow a pro-active and creative problem; solving approach; communication; advanced computer literacy.
• Personal Attributes:
• Innovative; creative; trustworthy; hardworking; self-motivated; ability to work under pressure; analytical thinking; facilitation; research.

Duties

• Develop, review and maintain user demand management policies, plans and procedures:
• Undertake research on current best practices in relation to property management.
• Develop, implement and maintain user demand management policies, procedures and frameworks in line with applicable prescripts.
• Ensure compliance with related prescripts, delegations and procedures.
• Communicate all property user demand management policies and procedures to relevant stakeholders.
• Establish proper user demand governance processes and internal control measures.
• Coordinate the delivery of the accommodation services for Client Departments:
• Ensure that the procurement instructions (PI) received from Head Office are recorded and verified in terms of correctness / completeness.
• Extract reports and data to analyse accommodation gaps and recommend accommodation solutions.
• Serve as members of PBAC, Bid Specification and Bid Evaluation Committees and attend meetings to address clients’ needs.
• Request and facilitate the compilation of condition assessments reports by CPM and FM.
• Compile submissions for funding approval and registration of planned maintenance projects.
• Receive OHS reports and forward to clients REMS, FM and CPM and ensure remedial actions are implemented.
• Coordinate, chair and minute taking of meetings with internal and external stakeholders.
• Attend project progress meetings to ensure Clients requirements are correctly identified and implemented.
• Follow up Facilities Management/Work Managers on day-to-day maintenance issues, gardening and horticulture.
• Collect information on Media enquiries and Monitoring Bodies (Parliamentary Portfolio Committees, Ministry and Commissions and Communications) and assist in compilation reports.
• Where required, participate in Executive and Parliament oversight meetings.
• Implement action plans based on audit findings and Risk Registers.
• Assist Clients to provide their inputs to their Head Offices to enable them to complete U-AMP templates.
• Ensure improved client relationship management and Integrated Planning and Co-ordination:
• Liaise with regional client departments and interact with executing units regarding leasing issues, facilities management and construction projects management on all accommodation requests.
• Assist client departments in preparing their accommodation needs and verify accommodation particulars to determine correctness of the needs.
• Submit reports as requested by the client to provide progress updates on all accommodation needs.
• Coordinate Client Forum meetings and other meetings. with both internal and external stakeholders, including preparing agendas and taking minutes.
• Promote understanding and alignment of goals, targets, and responsibilities outlined in SLAs, SDSs, and MOUs by engaging with internal and external clients through workshops and discussions, in line with business processes.
• Conduct Client courtesy visits, compile reports, forward issues that need to be attended to (REMS, FM, CPM and client).
• Liaise with client departments regarding property management issues, facilities management and construction projects.
• Attend project progress meetings to ensure Client’s requirements are correctly identified and implemented Monitor the budget and expenditure levels for Client Departments:
• Analyse budget on WCS and Expenditure reports.
• Provide input on budget allocations.
• Engage clients on expenditure levels and implement intervention measures.
• Receive cost analysis and confirm budget for leasing of accommodation.
• Manage the Sub-Directorate:
• Ensure maintenance of discipline.
• Manage performance and development.
• Establish, implement and maintain efficient and effective communication arrangements.
• Develop and manage the operational plan of the sub-directorate and report on progress as required.
• Provide inputs for Regional Reports.
• Prepare performance reports.
• Manage procurement and asset management for the sub-directorate.
• Plan and allocate work.

How to apply

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Enquiries

Notes from the department

• Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only.
• Candidates are not required to submit certified copies of qualifications and related documents on application.
• Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months.
• Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified.
• Further take note of the following on completion of Z83 application form:
• PART A and PART B must be fully completed.
• PART C - PART G:
• Noting that there is a limited space provided applicants may refer to CV or indicate.
• This will be acceptable as long as the CV has been attached and provides the required information.
• Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant.
• Failure to comply with the above instructions may result in an application being disqualified.
• Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for.
• Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only.
• Applications will be received via post/courier services, hand deliveries or email.
• Late applications will not be considered.
• Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively.
• Shortlisted candidates must be willing to undergo normal vetting and verification processes.
• Note:
• It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA.
• Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only.
• Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful.
• Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG).
• The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment.
• Selection panels shall score both technical exercises as an additional criterion in the interview process.
• Note:
• For emailed applications, please submit a Single PDF document or one attachment per application to the email address designated on the specific position.
• Kindly note that the emailed applications and attachments should not exceed 15MB.
• It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document.
• Encrypted document will not be accepted.
• All though an email application option is available, applicants are encouraged to hand deliver their application.
• Important:
• Applicants must submit a separate application for each post applied for, clearly indicating the correct reference number and post title on each application.
• Applicants who apply for more than one post must submit a separate application for each post.
• Failure to comply with this requirement may result in the application not being considered.