***Clarification on SMP Contract: It is Supplementary Manpower service contract job in which prospective applicants are interviewed and salary determined by NEOM interview panel; and being employed under the payroll of SMP Contract (SMP Vendor). Successfully mobilized candidates would be under the visa sponsorship of SMP Vendor Company/Contract.
ROLE OVERVIEW
Relative to Municipal Affairs Operations contract – To monitor, plan and schedule both the PPM and reactive workloads for both in-house staff and Contractors. Responsible for the administration and operation of the Computer Aided Facilities Management (CAFM) system from an Operational Maintenance Perspective. In conjunction with Management, carry out quality and performance checks and reviews in premises administered by the NEOM Municipal Affairs.
REQUIREMENTS SUMMARY
The Coordinator – CAFM - SMP responsibilities will include, but not be limited to:
Key Accountabilities
1. To work with minimal supervision as requested.
2. To continuously monitor the call list on CAFM for incoming work requests and ensure that:
• The Service Level Agreement (SLA) priority assigned by the Helpdesk is justifiable, given the work content details,
and change if required.
• The work content details give sufficient information for the work to be effectively carried out.
• Duplicate work requests are eliminated, where possible.
3. Work Orders are created from Call or PDA requests by patrolling teams.
4. To continuously monitor the work order list on the Computer Aided Facilities Management (CAFM) system ensuring that:
• Work Orders are batched into skill and location groups to ensure the most effective and efficient service delivery that helps achieve the KPI priorities and SLA timelines set against each job and service line are attained.
• The Contractor Operatives have a manageable number of Work Orders to sustain their workflow rate, while not overloading.
• The Contractor Operatives give an acceptable level of feedback, on rectification actions taken or any problems/issues they encounter which could be useful in future fault rectification.
5. To review on a regular basis Work Orders that have been suspended or escalated to non-compliances and ensure that the reason for their suspension or escalation is identified in the relevant section of the Work Order record on CAFM.
6. To monitor and progress (via third parties in some cases) the actions on suspended Work Orders to a successful completion.
7. Co-ordinate the transfer of Work Orders between skill sets and shifts to effective completion within KPIs and SLAs.
8. Monitor PPM workloads and issues to ensure that they are completed on a priority basis.
9. Inform NEOM teams of status of schedule PPM works which could be disruptive to service delivery.
10. Ensure that Work Orders are raised to cover any remedial actions identified on PPM work, both in-house and contractor.
Computer Aided Facilities Management (CAFM) Systems Support.
11. Ensure that the Asset Register is up to date regarding additions, deletions, and changes, in particular those created through New Works.
12. Ensure all assets are assigned to their correct location and data field sets and the relevant maintenance plans are applied to assets.
13. All contractors’ lists are kept up to date on the CAFM Systems.
14. All aspects of systems security are maintained; including setting up new users, assigning permissions and reporting on user activity.
15. Be a key member of a CAFM Systems user group to discuss current systems issues and seek input from users regarding ongoing development of the system, playing a pro-active role in the development of the system as required.
16. To ensure quality information is delivered to users through a range of reports and other media in accordance with departmental timetables or users’ requirements.
17. Liaise with the E-Services team to ensure that the correct level of accurate information is recorded on reactive tasks reported to them, ensuring that they have sufficient up-to-date information regarding the status of all outstanding work, either via interrogation of Operatives team or verbally, to enable them to answer Departmental queries.
18. To provide the Supervision and Management with up-to-date reports on request, showing the status of various workloads of different types and categories.
19. In conjunction with Management, prepare randomly selected lists of reactive and PPM work for the purpose of quality checks and carries out physical quality checks, and document findings, taking corrective actions as required.
20. To produce performance reports and review to ensure that any unacceptable performance.
21. Any other duties, which may be requested by the manager, to facilitate the smooth running of the department.
EXPERIENCE & QUALIFICATIONS
Knowledge, Skills and Experience
- Excellent organizational skills with the ability to organize others.
- The ability to listen to others understand and interpret their views analysis and provided advice/solutions.
- Excellent oral and written communication skills with the ability to communicate effectively with both technical and non–technical staff.
- Excellent interpersonal skills with the ability to work closely and effectively with staff at all levels within the organization.
- Must be able to set and negotiate priorities with the customer & contractors for themselves, and subsequently programs workload to achieve results and meet deadlines.
- Able to concentrate and focus on a range of issues.
- Excellent communication skills.
- Sound IT knowledge and experience.
- Capable of working in a demand driven.
Qualifications
- Basic Knowledge of Waste Management & City Maintenance & Facility Management Services is preferred.
- Basic report writing skills.
- Experience with Personal Digital Assistant (PDA’s) systems is preferred.
- Understanding of any Statutory and Technical requirements for the operations and maintenance of buildings and engineering and city services is preferred.
- Experienced team worker (minimum 3 years’ experience in similar role).
- Applicants who do not meet the required experience stated above but who can demonstrate an ability which is deemed to be acceptable may be considered.
