Vacancy: Facilities Administrator

Paterson Grade: C1

Remuneration: R 324, 105.70 TCT

The Mining Qualifications Authority (MQA) is a Sector Education and Training Authority (SETA) that facilitates skills development training in terms of the Skills Development Act 97 of 1998, under the Department of Higher Education and Training (DHET). The MQA also supports mine health and safety for the mining and minerals sector in terms of the Mine Health and Safety Act 29 of 1996, under the Department of Mineral Resources and Energy (DMRE).

The MQA requires the services of an individual to fill the above-mentioned position

The successful candidate will report to the Facilities Manager.

Role purpose

The role of this position is to oversee the administration of the Facility Unit's daily business operations, planning schedules and delegating activities. The Facilities Administrator will be required to provide oversight of staff performance, ensuring compliance to company policies and government regulations; manage facility finances; purchasing orders; and drive budget as well as performance goals.

The candidate will be responsible for the following Key Performance Areas:

Facilities and maintenance management

  • Provide administrative support on all matters related to office and facilities management;
  • Procure all goods and services pertaining to the unit;
  • Prepare and update all office and facilities management requisitions;
  • Administer the implementation of work orders at head office;
  • Prepare maintenance schedules;
  • Support the Facilities Manager in ensuring the quality of the maintenance work undertaken; and
  • Support the Facilities Manager in inspecting the work undertaken.

Contract management

  • Ensure that all service providers appointed work within the agreed service level agreements;
  • Provide support to the Facilitates Manager during and after the procurement process, to ensure the supply chain management process is followed prior to the commencement of work by the service providers;
  • Create and maintain a sound document management system for the Facilities Unit;

Boardroom management

  • Prepare all administrative booking schedules for the boardrooms;
  • Ensure that all boardrooms are clean before and after meetings;
  • Liaise with cleaning staff to ensure that all boardrooms have adequate supplies at all times; and
  • Ensure that the boardrooms are safely secured, that equipment is monitored and stored.

Administer security and access control

  • Administer the issuing of access cards to employees and relevant stakeholders;
  • Administer the installation of the surveillance system; and
  • Support the Facilities Manager in ensuring control of access to the office building and locking offices after hours.

Support occupational health and safety

  • Provide support to the Facilities Manager in implementing health and safety standards within the organisation; and
  • Participate in the health and safety activities such as fire drills, committee meetings and provide administrative support.

Stock control

  • Provide administrative support in the purchasing of all stock (refreshments/perishables, toners, cartridges, and photocopy paper);
  • Implement a control register for issuing and replenishing stock for all facilities;
  • Compile and implement a system (register) for consumables to indicate the monthly usage;
  • Conduct stock taking for all consumables; and
  • Reconcile the usages with the office support staff.

Staff management

  • Ensure staff are trained and developed based on identified training needs;
  • Ensure general discipline in the department and ensure corrective action is taken on all misconduct incidents;
  • Adhere to all HR policies, procedures and requirements to ensure sound people practices; and
  • Monitor team and staff morale and address any issues of concern.

Qualifications

  • A National Diploma in Office Administration or NQF Level 6 equivalent in the same qualification;
  • A Bachelor’s Degree in Office Administration or an equivalent NQF Level 7 qualification in abovementioned field will be an added advantage.

Experience

  • Minimum of three (3) years’ administration experience in a similar role.

Knowledge

  • Systems/procedures in a corporate environment;
  • Office administration;
  • Project management skills; and
  • Facilities administration.

Competency skills and attributes

  • Ability to pay attention to detail;
  • People skills;
  • Communication skills;
  • Report writing skills;
  • Organisational skills;
  • Be people orientated;
  • Be a team player; and
  • Possess perseverance.

Closing Date: 15 June 2021 No late applications will be considered.

Interested candidates should submit their applications which shall consist of a one page motivation; a comprehensive curriculum vitae; certified copies of their qualifications; a valid drivers’ licence; and valid proof of identification to recruitment@mqa.org.za

The MQA is an Equal Opportunity Employer; therefore, the filling of the position will be in line with its Employment Equity Plan. Recommended candidates will be expected to undergo a vetting processes. Successful applicant will be required to disclose their financial interest.

Should you not hear from the MQA within 4 weeks of the closing date, you must regard your application as unsuccessful.

The MQA reserves the right not to appoint any person for this position.

Monday, June 7, 2021