ROLE PURPOSE

Responsible to support the County Leads with the establishment of an Integrated Management System (IMS) that is aligned with the Bidvest Facilities Management Integrated Management System and Client SHEQR contractual obligation, perform the required contractual and IMS required audits / inspections, update the relevant systems, institute corrective actions, ensure overall HSE compliance in the region and implement continuous improvement initiatives.

MAIN OUTPUTS

1. Integrated Management System

• Assist with the establishing and setting of HSE standards to work towards and achieve.
• Review and ensure that all mechanisms, policies and procedures relating to the IMS are implemented and ensure continual improvement; as well as the continual efficiency and effectiveness of the IMS;
• Provide document and record management system and administration support;
• Execute and maintain a process for reporting, recording, investigating, initiate improvements, tracking and close-out of HSE incidents and accidents and monitor adherence to the process. Ensure that the Clients HSE Representatives are notified of all incidents and accidents;
• Execute and maintain a process for recording, maintaining, weekly monitoring of issues and risks, initiate the improvement process, track, close-out and escalating risk and issues to the Executive Operations;
• Manage HSE risk assessments and report any new hazards/ risks and aspect/ impacts;
• Ensuring that HSE risk assessments are carried out and that HSE Plans are adhered to;
• Maintain a Permit to Work System, provide process training and verify adherence to the Permit to Work System and initiate improvements;
• Compile, manage and update the HSE file for the Region (Gate 2)
• Obtain Gate 2 approval from the client’s HSE representative.
• Manage, Maintain, and continually improve Safety 360 system to ensure compliance with Bidvest and Vodacom STD

2. Sub-Contractor HSE Compliance

• Manage and monitor subcontractors Gate 1, Gate 2 and work execution HSE compliance in the region;
• Issue sub-contractors Gate 2 approval and ensure action plans are in place whereby you monitor their compliance.
• Conduct subcontractor HSE compliance and legal audits at least quarterly to ensure that their HSE Plan and Files are updated.

3. Incident Management (Near misses, Incidents, accidents, non-conformances, etc.)

• Report all incidents within 24 hours to the HSE Manager and Client on the required form.
• Record all incidents on the Vodacom FFO Incident Register (SharePoint) and ensure that agreed timelines are met.
• Conduct a full investigation into the causes of any incidents, how to avoid reoccurrence and submit full investigation report within 7 working days to the HSE Manager and Client HSE Representative.
• A Final Close out report as per client’s A3 Policy to be submitted within 21 days after all the corrective actions have been closed-out by the HSE Manager and HSE Coordinator.
• Organize a close out meeting and ensure that the incident has been appropriately managed, that the root cause of the incident that is clearly understood and any lessons learned have been communicated.

4. Site Inspections (Warehouses, Workshops, BTS – work areas, etc.)

• Carry out site HSE inspections to verify the teams’ compliance with the Client’s HSE Standards and Bidvest Facilities Management requirements;
• Inspect fall arrest/ rescue equipment, firefighting equipment, first aid boxes, stacking and storage, hand tools, spill kits, housekeeping and vehicles monthly.
• Visit at least 2 sites per week and provide a written report with photos to the HSE Manager and manage NCR`s on Safety 360 system/ share point.
• Conduct at least 2 planned task observations monthly and provide a written report with photos to the HSE Manager,

5. Compliance Audits/ Inspections

• Execute legal compliance audits monthly (report in writing) including subcontractors and report deviation to HSE Manager
• Conduct cross regional Integrated Management System Audit/ inspections and record findings on Risk Register (VC FFO Share point) or Safety 360 system.
• Establish a platform for Customer audits, conduct and / or support customer audits and action customer concerns.
• Conduct IMS Self-Assessment Audits and ensure that planned task observations are conducted monthly and that corrective actions are executed.

6. Communication, training, awareness and medical surveillance

• Present in-house HSE training/ inductions with all employees and sub-contractors working for or on behalf of Bidvest Facilities Management
• Facilitate work / training sessions to transfer IMS knowledge and to action corrective actions for addressing business risks.
• Communicate all changes to the HSE system with all employees and sub-contractors working for or on behalf of Bidvest Facilities Management in your Region;
• Monitor and manage HSE training and medicals in your Region;
• Being up to date with new legislation and maintaining a working knowledge of all HSE legislation and any developments that affect the employer's industry.
• Keep accurate SHE statistics (Training, Vehicle matrix, Incidents, Medicals, Personnel tracking, Audits, and Inspections)
• Train all VC FFO management and staff on Safety 360 system.

7. IMS Reporting

• Monitor and manage Bidvest Facilities Management employees and subcontractor’s vehicle tracking (Journey Management Plans, Report violations trends, verify corrective actions and close outs);
• Monitor and investigate daily employee’s driver violations, driver behaviour, etc, and report Non-compliance to County Lead/ Management and or Client Representative.
• Keep accurate SHE statistics (Training, Vehicle matrix, Journey Management Plans, Incidents, Medicals, Personnel tracking, Audits, and Inspections) for monthly reporting.
• Managing the safe disposal of hazardous substances and report it according to the waste streams as per the Environmental Management Plan;
• Ensure weekly and monthly reports are up to date and submitted within allocated timeframes

8. HSE Work Order management.

• Manage all incoming requests and complaints daily, and provide timeous feedback, ensuring customer satisfaction.
• Conduct monthly verification of WIP and report on variances.

9. Client Relationship Management

• Establish and maintain professional relationships with Vodacom and Bidvest Management.
• Gain an understanding of relevant client governance rules, protocols, processes and standards;
• Support Vodacom HSE management in the execution of their duties while remaining within the scope of our contract;
• Verify and ensure the quality of submissions to Vodacom HSE management;
• Pro-actively interact and engage with the client to understand areas of improvement and ensure that turn-around times are shortened to the satisfaction of the client
• Prepare, present, and Attend meetings and conduct site visits as may be required by the client

10. Management Activities

• Review, quality check and where required consolidate inputs from regional managers before submission to Vodacom HSE Management;
• Provide regional management and staff with mentorship and direction pertaining to HSE Compliance;
• Provide guidance and direction to Bidvest Facilities Management Senior Management w.r.t compliance to Vodacom HSE requirements.

11. Execute any reasonable actions requested by management and the client

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE

The Applicant must meet the following requirements:

• Preferably Tertiary qualifications which may include some of the following:
   - Any three-year technical tertiary qualification
   - Quality Management Qualification
   - Health & Safety Management Qualification
   - Environmental Management Qualification
   - Risk Management Qualification
• SACPCMP registered as CHSO or SAIOSH – this is an advantage to be registered but not a current requirement of Bidvest Facilities Management
• Grade 12
• Code B Driver’s License
• Planning experience and understanding of business processes
• 1- 2 years’ experience of HSEQR Management
• 2 -3 years’ experience in Construction related work
• Excellent knowledge of the IMS;
• Documentation and Record Control knowledge;
• Report writing;
• ISO45001 and ISO 14001 internal auditing;
• Knowledge of the Facilities Management domain;
• Relevant Regulatory and SANS standards Knowledge;
• Excellent knowledge of field operations routine procedures and processes
• MS Office (Outlook, Word, Excel, PowerPoint), SAP, SharePoint, Health and Safety Management Software, Web Fleet software,
• SAMTRAC or equivalent;
• Knowledge of OHS Act, its Regulations and Environmental Legislation;
• Incident Investigation;
• Health, Safety, Environmental Risk Assessment or equivalent;
• Legal liability;
• Fall Arrest and Basic Rescue
• Fall Protection Developer
• Defensive Driving and Anti hijacking

FUNDAMENTAL COMPETENCIES

• Highly driven to meet target
• Initiative/Proactivity
• Results orientated
• Self-development Orientation
• Supervisory Skills
• Motivating others
• Talent Management Empowering
• Time Management
• Innovative
• Detail orientate - Attention to detail
• Customer Focus / orientated
• Problem Analysis
• Excellent communication Skills;
• Excellent people management skills;
• Trustworthiness
• Teamwork & Partnering
• Interactive Reasoning