Office Manager

Reference # Ref no: OMS/BM/0721
Published 09/07/2021
Contract Type Contract
5 Years
Salary Market Related
Location Pietermaritzburg, KwaZulu-Natal, South Africa
Duration 5 Years
In delivering ‘social science that makes a difference’, the Research Programmes, Centre’s and Cross-Cutting units of the Human Sciences Research Council are engaged in hundreds of projects and programmes serving diverse users in South Africa and the region. There are HSRC offices in Pretoria, Cape Town, Durban, and Pietermaritzburg.

The Department of Facilities and OHS in the Shared Services division of the HSRC seeks to appoint a suitably qualified incumbent to fulfil the position of Office Manager. The position will be based in the Sweetwaters Office of the HSRC, located in a rural area approximately 25 kilometres outside Pietermaritzburg. The Sweetwaters Office of the HSRC primarily hosts the HSRC’s Centre for Community Based Research (CCBR) which implements community based research projects from the Sweetwaters office. The Sweetwaters office accommodates approximately 30 office based staff, and between 40-60 project personnel who work on community based projects implemented in the CCBR. Facilities and resources include 2 permanent office blocks, prefab/modular buildings, 12 fleet vehicles, 4 caravan trailers for community-based work and 4 mobile clinics. The position is offered on a five (5) year contract.
The successful candidate will manage, evaluate and action all maintenance matters pertaining to the shared resources of the Sweetwaters office supporting both office based and project based needs. They will act to promote and protect the interests and positive image of the Sweetwaters Office at all times.
Job Functions Facilities & Property Manager,Health & Safety
Industries Facilities & Property Management
Key responsibilities with the required experience:
•Management of operations: at least 5 years’ experience in:
oThe management of operations and building and maintenance
oOccupational Health and Safety
oOffice space management

•Fleet Management: 5 years’ experience in the management of a fleet, including repairs of vehicles, licensing,
reconciliation of fleet card slips etc.;

•Staff management:
oHolds the experience and skills required to manage a team of support service staff including performance
management, scheduling and leave planning;
oMust possess at least 2-3 years’ experience in the managing of protection service personnel (security) and must
be familiar with PSIRA regulations.
oGood understanding of disciplinary procedures
•Project management:
oHigh level project management skills to assist with numerous building and maintenance projects;
oExperience in report writing and both excellent verbal and written communication skills;

•Contract Management: at least 3-5 years’ experience in contract management for security, waste removal,
garden service, repairs and maintenance, septic tanks, UPS, diesel contract, air conditioning contracts etc.

•Finance acumen and experience working with and managing a budget, including management of petty cash and
reconciliation of receipts.

Other responsibilities:
•Assessment of staff for driving competency
•Submitting invoices timeously and working with other support service departments like SCM, HR and a team of
•Enforcing HSRC policies and procedures;
•Building contract: managing the lease for the site;
•Asset management and ensuring the office has back up stock water, diesel, for a seamless operations of the site;
•Understand insurance claims processes and ensuring good stakeholder relationships and engagement;
Ensuring office has IT support and telephone connectivity by logging calls;
•Renewing post box and collect post regularly,
•Managing HSRC calendar events.

Key requirements:
•Valid Code EB driver’s license
•A 3 - year degree / or diploma in building and maintenance, operations, office management, or other relevant degree
•Relevant post graduate degree will be an added advantage
•5-10 years’ experience at middle management or equivalent level office management, operations and building and
•Competencies required: Human Resources Management, programme and project management, communication,
computer literacy, client orientation and customer focus, strategic capability and leadership.

The HSRC offers attractive, market-related packages depending on qualifications and experience.

Applications: In your application, please include:
•your CV,
•a letter of motivation;
•a certified copy of your ID; and
• the details of three recent referees (with telephone and e-mail contact details). Please indicate the reference number. The HSRC will only consider applications that include the above requirements. Applicants may be required to undertake a written or oral exercise in the competencies required for the position.
Please submit your application on-line at http://hsrc.jb.skillsmapafrica.com
Kindly note the following: Ensure you use Google Chrome or Firefox from a computer or laptop, and NOT A CELL PHONE. Only your CV can be uploaded on the first page after you have registered/logged in. ALL OTHER DOCUMENTS can be uploaded on the Document tab on your profile. Note: attachments must be less than 2 MB.

Enquiries (not applications or CVs) related to the position may be directed to Mr. Ridhwaan Khan at rkhan@hsrc.ac.za Should you encounter challenges in applying for this post please refer to the FAQ area at the top right hand next to the Home page on the Skills Map portal or use the following link.https://view.genial.ly/5ca72a46e50d5c23e53e255b
If you experience problems applying online, please send your applications to recruitment@hsrc.ac.za, with the reference number in the subject line, but please be advised that you will still be required to register via the Skillsmap portal, failing to do so, will result in your application automatically being disqualified.
The HSRC is committed to accelerating the improvement in the proportion of its staff complement who are SA Citizens, black, female or disabled.
Closing date: 30 July 2021. We encourage applicants to submit prior to that date. Applicants who have not been advised in writing within eight weeks should assume that their application has been unsuccessful. Only candidates who are interviewed will be advised of the outcome of the interview.
The HSRC reserves the right to not make an appointment.
Job Closing Date 30/07/2021
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