JOB DESCRIPTION FORM

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1 ADDITIONAL INFORMATION ON THE FOLLOWING POST: CORPORATE SERVICES CLUSTER CHIEF CORPORATE SERVICES OFFICER (Ref. 4) POSITION CODE: 5503 (FIVE-YEAR CONTRACTUAL PERIOD) THE REMUNERATION PACKAGE OFFERED WILL BE HIGHLY COMPETITIVE AND NEGOTIABLE (FRINGE BENEFITS DO NOT APPLY TO THIS POSITION) JOB DESCRIPTION FORM SECTION A: JOB TITLE AND INFORMATION SECTION A1. POST IDENTIFICATION 1. Municipality Nelsn Mandela Bay Municipality 2. Pst title Chief Crprate Services Officer A2. LOCATION OF POST Cluster Directrate Crprate Supprt Services Crprate Supprt Services A3. SURROUNDING POSTS Immediate supervisr Jb title 1. City Manager Immediate subrdinates Jb title(s) 1. Human Resurces & Develpment 2. Occupatinal Health 3. Facilities 4. Fleet

2 SECTION B: JOB PURPOSE, DUTIES AND RESPONSIBILITIES OF THE POST B.1 JOB PURPOSE The purpse f the pst f the Chief Crprate Services Officer is t strategically direct and manage the prvisin f crprate supprt services t the Municipality including: Being administratively in charge f the entire crprate supprt services value chain, including human resurces management and develpment; Assisting the accunting fficer t carry ut his r her respnsibilities (in line with delegatins), by ensuring the prvisin f effective and efficient crprate supprt services and the management f the administratin; and Undertaking specific respnsibilities as a member f the tp management team. Perfrmance 1 Strategic Leadership and Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Strategic Leadership Strategic and Service Delivery Planning and Prvides strategic leadership within area f respnsibility by: Determining the strategic visin and plan pertaining t the area f respnsibility Leading the prcess f determining the ideal institutinal arrangements pertaining t the area f respnsibility Prviding visible, supprtive and effective leadership Mtivating and empwering staff t deliver n strategies and gals Fstering a psitive and creative management culture Cntributes substantively t the Municipality s strategic, integrated develpment and perfrmance planning and reprting prcesses: Leading and managing the planning prcesses fr the Crprate Services Divisin Prviding directin and cntributing t the develpment and review f credible plans including the Integrated Develpment Plan (IDP) and Service Delivery and Budget Implementatin Plan (SDBIP) Managing the alignment f strategies and gals within area f respnsibility Assessing and mnitring the impact f natinal, T ensure that the functin is prductive, effective and efficient T ensure that strategic gals and plans are set and achieved within the area f respnsibility

3 2 Perfrmance Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency prvincial and sectr wide changes n plans (including natinal and prvincial plicy statement changes) Managing the implementatin f service delivery plans within the legislative and regulatry framewrk pertaining t the area f respnsibility Identifying and managing all relevant risks in plans Frmulating plans, strategies and gals based n past and current perfrmance and the financial psitin f the Municipality Strategic Supprt Prvides strategic supprt t the Cuncil, accunting fficer and the senir management team by: Prviding slicited and unslicited advice n crprate services related plicy bjectives Prviding technical input t supprt Cuncil in undertaking its bligatins and t supprt management decisin making, as required Prviding leadership in reviewing decisins that have been made, with specific emphasis n crprate services implicatins and/r alignment t relevant legislatin, regulatins and plicies Develping/Managing the develpment f mdels and scenari plans t supprt decisin making prcesses (including human resurces management and develpment mdels) Strategic Manages the perfrmance f the Divisin by: Perfrmance Overseeing the implementatin f the perfrmance management system within area f respnsibility Leading the prcess f mnitring, evaluating and reprting n the perfrmance f the Divisin in line with agreed measures and standards Managing the perfrmance reprting prcess in rder t ensure measurability, accuracy, validity, reliability and timeliness f submissins T cntribute t the effective and efficient functining f the Municipality T ensure accuntability and perfrmance by the Divisin

4 3 Perfrmance 2 Financial 3 Supply Chain Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Change Financial Supply Chain Making submissins and presentatins t relevant stakehlders n the substantive details cntained in the perfrmance reprts Guides the management f change within the area f respnsibility by: Analyzing the financial and nn-financial impact f changes in the external and internal envirnment that culd affect area f respnsibility Managing and implementing change management initiatives within area f respnsibility (as required) (Practively) finding creative and innvative slutins t change Cnsulting with and managing varius stakehlders particularly regarding change Guides effective, efficient and ecnmic financial management and administratin f the Divisin s financial resurces in line with the MFMA, Financial Regulatins and Treasury Instructins by: Mnitring and addressing nn-cmpliance with financial management plicies and prcedures Leading and managing the budget preparatin, adjustment and implementatin prcess Overseeing capital and peratinal budget expenditure Mnitring and managing irregular, unauthrised and/r wasteful expenditure and prvisin f pertinent financial management infrmatin in line with the plicies and prcedures f the Municipality Oversees the supply chain management practices within area f respnsibility by: Managing cmpliance t the supply chain management plicy and prcedures Develping and managing the implementatin f a In rder t ensure the creatin f a cnducive wrk envirnment T ensure that the Municipality s finances are managed effectively and efficiently T ensure cmpliance t minimum requirements and t ensure that the

5 4 Perfrmance 4 Assets and Liabilities 5 Audit and Assurance Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Asset f Liabilities Audit and Assurance prcurement plan Participating in relevant panels and structures, as may be deemed apprpriate Implementing and mnitring delegatins fr supply chain management pwers and duties in accrdance with Supply Chain Regulatins In line with the delegatins framewrk, reslving relevant supply chain management related disputes, bjectins, cmplaints and queries Oversees the management f the Municipality s assets within area f respnsibility by: Managing assets in line with the plicies and prcedures f the Municipality Mnitring, evaluating and reprting n cmpliance with asset management plicies and prcedures Maintaining asset registers in line with the Municipality s plicies and prcedures Oversees the management f the Municipality s liabilities within area f respnsibility by: Managing liabilities and payment prcesses in line with the Municipality s plicies and prcedures Mnitring and addressing irregular payments Mnitring, evaluating and reprting n cmpliance with plicies and prcedures Cntributes twards effective and efficient audit prcesses by: Preparing the relevant reprts and dcuments necessary fr the carrying ut f an effective and efficient audit prcess Making sure that the relevant audit authrities have timely access t recrds and all relevant infrmatin f the Municipality t enable them t perfrm their Municipality has access t the gds and services that it requires t carry ut its mandate in a timely manner T ensure cmpliance with minimum requirements and t ensure that the Municipality s assets are managed apprpriately and efficiently. T ensure cmpliance with minimum requirements and t ensure effective management f its liabilities In rder t ensure cmpliance with minimum requirements and attainment/ maintenance f favrable audit

6 5 Perfrmance 6 Gvernance and Risk Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Crprate Gvernance Crprate Services Risk respective functins Analyzing the reprts and advice f the relevant audit authrities and prviding apprpriate management respnses Managing/Crdinating the implementatin f specific actins within/related t areas f respnsibility as part f the prcess f respnding t audit queries and/r findings Managing relevant cmmunicatins with the Auditr General Respnding t audit queries and requests fr additinal infrmatin, and respnding t relevant queries Cntributes twards gd gvernance by: Clarifying rles and respnsibilities, separatin f pwers and reprting lines fr all relevant rle players Crdinating and managing the implementatin f initiatives aimed at maintain r imprving gvernance within area f respnsibility Mnitring, evaluating and reprting n cmpliance t relevant plicies, prcedures and cdes f gd practice Prmting a culture f gd gvernance, transparency and accuntability within area f respnsibility Supprting the frmulatin and implementatin f cdes f cnduct Supprting the implementatin f strategies and systems t encurage gd gvernance, ethics and the cde f cnduct, e.g. mechanisms fr reprting miscnduct, fraud, crruptin, etc. Guides the management f crprate services risks in the Municipality by: Cntributing t and supprting the accunting fficer with the establishment and maintenance f effective, efficient and transparent systems fr crprate services findings T ensure gd gvernance, strategic management and cntribute twards ensuring a clean audit. T cntribute twards a reductin in verall risk in the management f

7 6 Perfrmance 7 Crprate Services Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Cperative Gvernance Strategic Human Resurces and Develpment risk management and internal cntrl Cntributing t and supprting the accunting fficer in implementing a risk management and fraud preventin plan Cntributing t and supprting the accunting fficer in undertaking risk assessments Mitigating crprate services risks within the Municipality by undertaking the necessary measures t predict and manage thse risks Leads the effective and efficient management f intergvernmental relatins within area f respnsibility by Prmting intergvernmental relatins within area f respnsibility Supprting and advising the accunting fficer with regard t pertinent intergvernmental relatins issues and bligatins Participating in and cntributing twards prcesses and initiatives aimed at ensuring gd cperative gvernance. Managing cmpliance t relevant intergvernmental relatins framewrks and plicies within area f respnsibility Leads the effective and efficient management and develpment f human resurce within the municipality by: Leading the prcess fr determining the human resurces needs f the Municipality Develping the apprpriate strategies and plans fr the management develpment f human resurces within the Municipality in line with stipulated timeframes and quality requirements, including the HR plan, recruitment and selectin strategies and plans, skills develpment strategies and plans, and the wrkplace skills plan Leading and managing the develpment f plicies, the affairs f the Municipality T cntribute twards seamless, effective and efficient gvernance T cntribute twards seamless administratin and delivery f services

8 7 Perfrmance Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Institutinal develpment prcedures and systems fr the effective and efficient management f human resurces (including discipline management, databases f miscnduct cases, exit management, etc.) Managing the implementatin f relevant strategies, plicies and plans Overseeing the management f ccupatinal health and safety practices Overseeing the develpment and management f the Municipality s leadership develpment prgramme Leading and facilitating the develpment f a sustainable skills base, including critical and scarce skills Overseeing the management f HRMD risks Overseeing the management f labur relatins Overseeing the creatin f individual perfrmance management and reward framewrks t maximise prductivity and retentin Overseeing the HR administratin Facilitating the develpment f HRMD skills and capabilities Managing HRMD csts ptimising csts and value add (Practively) managing and enhancing the brand f the Metr as an emplyer Leads and facilitates the develpment and management f the NMBM as an institutin by: Leading and facilitating rganizatinal reengineering and transfrmatin prcesses Develping and managing the systems fr the management f the Municipality s establishment Overseeing the management f the establishment Cntributing twards the develpment f a system fr the management f institutinal perfrmance, that will be

9 8 Perfrmance Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency in line with systems fr managing individual perfrmance Creating and prmting an apprpriate rganizatinal culture Leading the design and implementatin f institutinwide transfrmatin interventins Administratin Supprt Services Leads the effective and efficient prvisin f administratin supprt services by: Develping and maintaining a system fr the prvisin f general administratin supprt services t the Municipality Develping and maintaining a system fr managing the City s recrds Oversee the prvisin f secretariat supprt services Legal Services Leads the effective and efficient prvisin f legal supprt services by: Overseeing the prvisin f legal advice and supprt t the Cuncil, accunting fficer, senir management team and relevant stakehlders Overseeing the develpment and management f a legislative cmpliance register and system Mnitring, evaluating and reprting n legislative cmpliance Managing the prvisin f general legal supprt including the drafting and management f cntracts Overseeing the management f litigatin and relevant legal prcedures Reviewing the legal implicatins f decisins taken by the Municipality and prviding relevant supprt and advice in this regard Facilities Leads the effective and efficient prvisin f facilities management supprt services by: Supprt Services Develping and implementing relevant facilities management plicies and prcedures

10 9 Perfrmance 8 Legislatin, plicy and Implementatin Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Operatinal Human Resurces and Develpment Plicy and By- Laws Develping and implementing relevant facilities management strategies and plans Overseeing the prvisin f relevant facilities management supprt services, including cleaning services and security services Leads the effective and efficient management and develpment f human resurces within area f respnsibility by: Managing the perfrmance f all the direct reprts. Overseeing the management f perfrmance f all staff within the Divisin. Defining/Adjusting the rle bundaries, wrkflw prcess and jb design against laid dwn service delivery requirements and statutry financial regulatins referring t gd and accuntable financial management and gvernance. Determining staffing levels and authrising mtivatins fr the filling f vacancies t cmplement functinal bjectives and requirements. Participating in the recruitment and selectin prcess, apprving minimum design and specificatins fr inclusin in jb advertisements and evaluating applicants suitability thrugh analysis f selected shrtlisted CVs and interviews. Apprving, mnitring and evaluating the implementatin f relevant skills develpment plans and pririties fr the area f respnsibility. Mnitring, evaluating and reprting n human resurces management and develpment practices within area f respnsibility and in line with the plicies and prcedures f the Municipality. Supprts and cntributes t the frmulatin f plicies, prcedures and municipal by-laws that are pertinent t this area f respnsibility by: T cntribute twards the creatin f a cnducive wrk envirnment and imprved perfrmance. T cntribute twards effective and efficient

11 10 Perfrmance 9 Stakehlder Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency Legislatin and Cmpliance Maintenance f Stakehlder Relatins Reviewing relevant plicies, prcedures and by-laws Advising the accunting fficer n the implicatins f prpsed plicies and by-laws Supprting the accunting fficer and leading the administrative aspects f the prcess fr adpting plicies and by-laws Cnceptualising and frmulating crprate services related plicies in line with relevant framewrks and within the Municipality s cnstraints Implements, manages and versees the implementatin f financial legislatin by: Supprting the accunting fficer, establishing and maintaining a register f nn-cmpliance with legislative requirements Regularly mnitring and reprting t the accunting fficer n the implementatin f legislatin and plicies and cmpliance theref Regularly reviewing and, where necessary, prpsing t the accunting fficer amendments t crprate services plicies Mnitring and ensuring cmpliance t municipal bylaws thrugh the enfrcement f fines and penalties within areas f respnsibility Regularly cnsidering impact f amendments t the legislative framewrk that gverns lcal gvernment n the Municipality s by-laws and plicies as they pertain t the area f respnsibility Guides, establishes and maintains apprpriate stakehlder relatins by: Establishing and maintaining effective stakehlder relatins within areas f respnsibility Establishing and maintaining clear rles and respnsibilities, service level standards, reprting lines gvernance and administratin T ensure cmpliance with legislatin and thereby effective and efficient gvernance T cntribute twards effective and efficient stakehlder relatins management

12 11 Perfrmance 10 Prject management Fcus Area Duties/Tasks (HOW) Purpse (WHY) Frequency f Special Prjects and cmmunicatins t ensure effective and efficient internal stakehlder relatins Managing stakehlder cnsultatin prcesses and advising the accunting fficer n stakehlder cnsultatins in line with relevant legislatin, regulatins and plicies Directs and guides strategic crprate services prjects by: Managing the prcess fr cnceptualizing and designing the prjects in line with the IDP and SDBIP Overseeing the develpment and implementatin f prject plans Mnitring, evaluating and reprting n the implementatin f financial prjects Cntributing twards establishing a system fr managing prjects within the Municipality T ensure the effective and efficient management f prjects within area f respnsibility

13 12

14 SECTION C JOB SPECIFICATION Skills relevant t a jb include educatin r experience, specialised training, persnal characteristics r abilities C.1 ESSENTIAL REQUIREMENTS OF THE POST Qualificatin Experience A B degree in business management/scial sciences/human resurces. A Master s Degree r higher qualificatin will be an added advantage * A minimum f ten years experience at senir management level * At least three years senir/executive management experience in a Metr r medium-sized municipality r similar public sectr rganisatin * Prven management experience and knwledge f crprate gvernance, crprate services, risk management, cperative gvernance, strategic human resurces management and develpment, administratin supprt services, legal services, and facilities management supprt services * Experience in managing in a uninised envirnment. Cmpetencies The ability t cntribute t service delivery systems f a cmplex nature and t manage the achievement f municipal strategies and gals. Within the area f respnsibility, the ability t frmulate and influence shrt-, medium- and lng-term service delivery plans t deliver n municipal strategies and gals. The ability t prvide supprtive leadership t the accunting fficer and senir management team. Within the area f respnsibility, the ability t develp and maintain strategic alliances. The ability t manage the budget preparatin and implementatin prcess and prvide technical expertise in this regard. The ability t supprt and implement gd gvernance in the area f respnsibility. The ability t implement and manage the financial reprting prcess f the Municipality. The ability t implement and manage the perfrmance reprting prcess f the Municipality. The ability t understand risk and guide the management f risk fr the municipality within the area f respnsibility. The ability t guide the management f change fr the Municipality within the area f respnsibility. The ability t prvide directin and guide prject management within the area f respnsibility The ability t supprt and cntribute t the frmulatin f plicy and bylaws by the municipal Cuncil. The ability t implement, manage and versee the implementatin f legislatin and plicy within the area f respnsibility. Within the area f respnsibility, the ability t guide, establish and maintain apprpriate stakehlder relatins. The ability t manage and versee a fair, equitable, transparent, cmpetitive and cst-effective supply chain management functin. The ability t manage the supply chain management functins within area f respnsibility. The ability t supprt the audit prcess, in rder t btain the ptimum level f assurance frm the Auditr-General.

15 2 C.2 PREFERRED REQUIREMENTS OF THE POST Qualificatin A Master s r higher degree C.3 PHYSICAL/MENTAL REQUIREMENTS OF THE POST 1. Dealing with tight deadlines and pressure 2. Ability t wrk extended hurs C4 SPECIAL CONDITIONS ATTACHED TO THE POST (Specify) 1. The incumbent as a member f the Municipality s senir management team may be assigned additinal respnsibilities ver and abve the cre requirements f this jb descriptin.

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