National Office – 03/2018 – Property Portfolio Manager

REF: PPM/02/03/2018
Legal Aid SA accredited TopEmployer SA for 9 consecutive years – is a credible employer of choice. It’s culture is rooted in leadership, driven by the value and advancement of human rights. The organisation is a key contributor to South Africa’s constitutional democracy providing quality legal services to the poor and vulnerable. The organisation has a national footprint. It offers an exciting Employment Value Proposition with opportunities for development, career growth and an inspiring workplace.

Applications are invited from persons interested to fill in the above-mentioned position. The incumbent will be appointed on a permanent basis.  . The position is based at the National Office in Braamfontein..

POSITION PURPOSE

• • The incumbent is accountable for playing a critical role in proactively managing the property portfolio of Legal Aid SA.

KEY OUTPUTS

• • • Review Board and Management Governance instruments for property including SOP’s and spaces norms for rented and owned property and take into account legislative
      requirements as well as norms and standards for green buildings, and client and employee health and safety standards.
    • Providing leadership and management to a team the key outputs and accountabilities of the Unit are achieved and the team is developed, lead and managed in accordance with Legal Aid SA human resources policies.
    • Annually develop and revise after six months a property procurement plan for rental and acquisition of properties for housing of Legal Aid SA’s accommodation needs across the country.
    • Prepare and revise six monthly the Annual Property Refurbishment Budget and Leasehold improvement budget as well as the recommendation to management of Plan B Projects to be funded out of the two line items mentioned.
    • Develop the property related section of the Strategic Plan and the Annual Business Plan including a property risks register.
    • Develop a three year building improvement (include greening) and maintenance plan in line with the MTEF and review annually in line with the Annual Budget Allocation.
    • In consultation with Legal Aid SA Offices develop specifications including actual space required for the accommodation needs of Legal Aid SA Offices.
    • Develop the required bid documents, and bid evaluation criteria per National Treasury and Legal Aid SA requirements and co-ordinate the advertising of the bids in local newspapers where the specified accommodation is required as well as the approval of the specifications by the Bid Specification Committee.
    • Co-ordinate the hosting of bid briefing sessions in areas where accommodation is required as well as procedures for managing the tender process at a local level.
    • Ensure completeness of all bid documents received and make the necessary follow-up with bidders.
    • Where necessary request extensions of the validity periods from bidders.
    • Co-ordinate the meetings of the Bid Evaluation Committee including the assessment documents and the completion of all required documents per the Supply Chan Management Policy.
    • Preparation of BAC Reports for submission to the BAC for approval or recommendation to the CEO or Board for approval.
    • Advising the BAC on the obtaining of market related rental rates and refurbishment expenses as well as the way forward in negotiating these with the Landlords.
    • Performing a cost benefit analysis for the BAC, Management and Board on purchased v/s rented accommodation as well as optimal lease periods for rented accommodation.
    • Negotiating with landlords on more favourable rental amounts, tenant installation allowances as well as other requirements.
    • Amending BAC Reports with recommendations made by the Internal Audit Department as well as answering all audit queries timeously.
    • Providing detailed written instructions to the Legal Department for the drawing up of rental and acquisition of building contracts including special conditions agreed to with the Landlord for maintenance and refurbishment of the accommodation.
    • Minimise the risks of fruitless and wasteful expenditure to ensure that relocation of centres to new buildings for both rented and owned accommodation results in no additional rental being paid at buildings being vacated.
    • Ensuring that all space plans for accommodation in rented or owned buildings are consistent with Legal Aid SA branding and promote an environment consistent with Legal Aid SA productivity standards before being submitted to the National Operations Executive for approval.
    • Ensure that deviations for the procurement of accommodation are timeously prepared and submitted to the CEO for approval.
    • Ensure that variations for the extension of existing contracts prior to bids being finalised are done timeously and are realistic in terms of its duration such that the risk of irregular expenditure is minimised.
    • Maintain a property database for all rented and owned property that cover key information and the required outputs required for all reporting.
    • Maintain records of all rental and purchases contracts including title deeds.
    • Preparation of monthly and quarterly property reports to both Management and the Board in accordance with the agreed reporting requirements and specifications.
    • Manage internal and external audit property related queries and ensure timeously response and to the client’s satisfaction.
    • Assist management with property and contractual challenges as and when raised.
    • Report on a monthly/quarterly basis both verbal and written to all committees and to management as well as when required.
    • Prepare schedule of owned property and leasehold values for insurance purposes.
    • From time to time recommend the appointment of valuators to provide appraisals of properties to be acquired or valuation of land and buildings for GRAAP Financial Statement disclosure requirements.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED

• • • Five (5) years property management experience within a national organisation.
    • Minimum of two years’ experience in the conducting of negotiations.
    • Minimum of two years’ experience in leading and managing staff.
    • At least two years’ experience in managing different projects simultaneously.
    • Experience that would assist the incumbent in driving a service excellence mindset and building relationships nationally.
    • In depth knowledge of the property management discipline and how to leverage these it within a national environment:
    • Working knowledge of PFMA regulatory framework, National Treasury Regulations, Legal Aid Act, building regulatory requirements, Occupational Health and Safety requirements and other relevant Statutes.
    • Working knowledge of the King IV Code of Corporate Governance
    • Functional ability in utilisation of electronic systems and technologies.
    • Ability to multitask..

SALARY: R657, 558.00 plus benefits per annum (level 11)

A detailed curriculum vitae reflecting practical application of the position outputs and required skills as advertised must be submitted by close of business on 20 March 2018, quoting the above reference number on the subject line to: Siphesihle Molefe email Recruit@legal-aid.co.za, Tel: 011 877 2134 or apply online at www.legal-aid.co.za

Should you not receive feedback from us within two (2) months of the closing date, please consider your application unsuccessful.

Legal Aid SA – a credible employer of choice rooted in leadership, driven by the value and advancement of human rights. A key contributor to South Africa’s constitutional democracy providing quality legal service to the poor and vulnerable.

Preference will be given to candidates in terms of Legal Aid SA Employment Equity Plan.
People with disabilities are encouraged to apply.

LEGAL AID SA RESERVES THE RIGHT NOT TO APPOINT