To manage overall safety and security of the Estate and its residents through compliance with relevant regulations and rules, effective utilisation of the necessary safety and security equipment, efficient deployment of contracted service providers in accordance with agreed SLA’s. In addition, administration and operations of all security components of the Association to attain its goals and objectives in accordance with the policies of Zimbali Estate and in accordance with the security industry requirements and guidelines by managing all contractual and other service providers and ensuring that they deliver in terms of their service level agreements
KEY PERFORMANCE AREAS (KPAs) Weighting
1. Divisional strategic and operational plans, policies and procedures 15%
2. Security operations 20%
3. SLA Management 10%
4. Investigation of all security related incidents 14%
5. Reporting and System Management 10%
6. Threat & Risk Assessment - Conduct Daily checks and audits 8%
7. Stakeholder Management (Liaison with local emergency authorities) 8%
8. People Management 10%
9. Risk & Compliance Management 5%
1. Divisional strategic and operational plans, policies and procedures
• Provide input into the development of the Department’s operational strategic plan and
implementation thereof.
• Implement integrated security controls to ensure confidentiality, accountability,
recoverability, or audit ability of sensitive information or information technology
resources.
• Direct or participate in emergency management and contingency planning:
• Develop emergency response plans or procedures.
• Participate and advise on policy development and implementation thereof:
o Draft new standard operating procedures (SOPs)
o Identify areas of recommended change or redraft on site Job Descriptions.
o Identify inefficiencies and recommend amendments to existing SOPs.
o Assist in strategically amending current SOPs; in line with joint security operations for
all three entities.(Operations, Control Room & Technical)
o Strategize for constant improvement in line with Security objectives:
o Assess emergency procedures and present recommendations for change, and after
consultation re-draft accordingly.
o Train subordinate security professionals or other organization members in SOPs, security rules and procedures.
o Assess SOPs regularly to ensure complete adherence and compliance
• Budget management:
o Provide input into the annual department budget.
o Compile monthly and annual management reports – Operational and financial (in relation to the budget).
o Compile the financial expense budget for security and Soft Services for the Estate.
• Review the Department’s performance and make recommendations to improve the
efficiency and effectiveness.
• Ensure Department team are fully aware of their duties, responsibilities and performance indicators in accordance with the strategic plan.
• Monitor and report accurately and timeously on implementation of operational plans on a monthly and quarterly basis.
• Review and implement policies and procedures as approved by the Board.
• Manage expenditure according to estate prescribed guidelines.
• Evaluate the adequacy and effectiveness of internal controls, governance and risk
management of all business processes within the Department.
• Manage implementation of service delivery improvement programmes and Business
systems enhancement.
• Prepare’ and present reports on Department’s progress against goals and strategies.
• Ensure Compliance to legislative requirements:
o Ensure all procedures and processes comply with required legislation and/or corporate
policies.
o Respond in writing to internal audit reports within required timeframes.
o Report on internal audit findings within equired timeframe and lead the implementation of the required corrective actions.
2. Security operations
• Provide oversight into safety and security of the Estate and its residents through
compliance with relevant regulations and rules, effective utilisation of the necessary
safety and security equipment, efficient deployment of contracted service providers in
accordance with agreed SLA’s.
• Ensure that technical security systems and equipment is functioning optimally, and any
technical malfunctions are dealt with timeously.
• Monitor organizational compliance with regulations.
• In collaboration with the ICT Manager, manage the implementation of any new
systems.
• Develop and conduct reviews, internal evaluations, or assessments of the overall
effectiveness of the estate and security processes.
• Collect and analyse security data to determine security needs, security program goals, or program accomplishments:
• Compile operational data.
• Analyze data to inform operational decisions or activities.
• Develop and manage security related projects plans.
3. SLA Management
• Source and vet the credentials of potential security service providers.
• Ensure that Security procedures and implementation thereof is up to standard
between all stakeholders.
• Recommend preferred service providers to Board for approval.
• Source and manage service delivery from approved contracted service providers.
• Ensure that all service providers meet the performance standards in terms of their SLA
both guarding and technical.
• Monitor and control service providers to ensure service delivery in accordance with
SLAs.
• Prepare the monthly payments to security service providers and submits for approval
and release by Finance.
• Ensure adherence to all requirements and expectations in line with the SLA.
• Manage and maintain the penalty schedule which includes imposing penalties when
necessary and ensuring that the schedule is kept up to date
• Work closely with our existing security service provider to adjust, amend and correct the current level of service.
• Conduct regular meetings to identify areas of improvement or to highlight areas of noncompliance to ensure it is managed proactively
• Ensure contingencies are in place iro staff and turnaround times relating to staff.
• Conducts regular deliverable inspections and highlight areas for additional training.
• Ensure all equipment requirements as set out in the SLA are adhered to ensuring that job functioning is at its optimum
• Liaise with residents on issues related to rules and regulations.
• Monitor access control, fence, equipment and stock integrity.
• Monitor the maintenance and safeguarding of all security related equipment.
• Ensure that the Estate (both internal and external) is maintained to the required
standards prescribed by the company.
• Oversee the security functions, including physical security and safety of employees,
facilities, and assets.
4. Investigation of all security related incidents
• Record all security incidents.
• Prepare reports and presentations on internal investigations, losses, or violations of
regulations policies and procedures and security monthly statistics and present same
• Identify, investigate, or resolve security breaches.
• Assist in emergency management and contingency planning
• Be on call for emergency security related incidents.
• Ensure a safe and secure Estate with minimum security incidents.
• Act as an interface between security and the members on security and risk related issues
• Conduct a thorough investigation into all security incidents referred.
• Compile and interrogate incident reports.
• Communicates serious incidents to the estate management and manages feedback
thereafter
• Identify and implement improved protocols, processes and procedures arising from the
investigations
• Initiate appropriate remedial action.
• Ensure the Imposition of penalties per rules and regulations.
• Timely and efficient investigation and resolutions as per the stipulated timeframes.
• Incident reporting on a daily, weekly and monthly basis.
5. Reporting & System Management
o Attend all relevant committee meetings:
o Ensure that accurate minutes are recorded.
o All action items are executed timeously.
o Detailed reports to be presented at all committee meetings.
o Submit the necessary security reports for inclusion in the GM Report to the company Board
o Hold regular meetings (formal and informal) with the respective security officers and the supervisors, and the review of operationalsecurity systems and controls.
o Implement weekly/bi-weekly and monthly security meetings ensuring that all the
relevant stakeholders are communicating, and items are resolved and tended to
o Database maintenance and Management:
o Ensure that an up-to-date data base is in place with the contact information for all
members, tenants and contractors in collaboration with other departments.
o Monitor and report on any unusual activities on all access groupings.
o Control Room & Gate house Management
o Fence Line Management
o Online OB Management
o Access Control System Management
o Visitor Management Systems
o Guard Patrol Monitoring Systems
6. Threat & Risk Assessment - Conduct Daily checks and audits
• Ensure the enforcement of all companys rules with regard to Security and Risk control.
• Manage any physical upgrade of Security equipment, fence-line and guarding aspect
and the monthly monitoring thereof as well as renewals on maintenance contracts, in
relation to security and risk matters.
• Manages access of all staff, members, private workers, service providers and contractors, through the security system and ensure that the Estate is cleared daily of staff at the end of the workday
• Develop and monitor ongoing effective security measures to ensure that the company rules
are being enforced as they relate to the security aspects of the Estate
• Manages any third-party security contract.
• Ensures that risks are minimised and addressed by understanding the insurance
profile of the Estate
• Setting up, managing, training and reviewing the disaster management plan for the Estate. This should include practice sessions
• Communicates security status, updates, and actual or potential problems, using
established protocols, ensuring that Management are kept abreast at all times
• Revise, complete and implement the security disaster management plan in collaboration
with ICT Manager and Control Room Manager.
• Undertakes after hours and normal hours audits and Estate visits to ensure compliance
with the security plan
• Undertake a yearly risk to threat review of the Estate and report such to the General
Manager and Security Committee.
• Assess risks to mitigate potential consequences of incidents and develop a plan
to respond to incidents in collaboration with the HODs.
• Conduct threat or vulnerability analyses to determine probable frequency, criticality,
consequence, or severity of natural or manmade disasters or criminal activity on the
delivery of services
• Daily checks and audits conducted.
• Monthly report on threat & risk assessments.
• Conduct Independent Threat vulnerability risk assessment to effectively address shortcomings on a quarterly basis.
• Review and implement disaster management tools, procedures and awareness on a monthly basis to respond in a pro-active and timely manner.
7. Stakeholder Management (Liaison with local emergency authorities)
• Maintain close relations with local authorities including the SAPS, Fire and Ambulance
authorities.
• Maintain an updated emergency contact list for all services.
• Liaise with the Neighbourhood Watch and Local Police Forums on behalf of company,
through co-ordinating and attending their regular meetings.
• Establish security relationship with other estates for future knowledge sharing and
support in times of crisis.
8. People Management
• Manage the Key Performance indicators and outcomes of personnel and processes within the department.
• Determining staffing levels and preparing motivations for the filling of vacancies to
complement functional objectives and requirements.
• Support transformation and equity policy of the organisation in line with current legislation.
• Define and adjust workflow process and job designs against established service delivery
requirements and statutory regulations.
• Conducting appraisals to measure performance against agreed objectives, counselling and consulting with personnel on developmental goals, career paths and shortterm
targets and standards.
• Manage issues pertaining to staff attendance, overtime, leave and addressing deviations or occurrences of abuse and/ or workplace conflict, grievances and disciplinary through
the implementation of corrective measures in accordance with Human Resources Policies
and Procedures and Codes of Good Practice encapsulated in Employment Legislation.
• Monitor the adequacy of current training interventions through the evaluation of
competencies demonstrated in the workplace applicants.
• Prepare and/or approve progress and assessment reports for inclusion into the
consolidated Skills Development Plan of the Department.
• Determination of KPI’s for all personnel on an annual basis.
• Conduct Performance appraisals biannually.
• Efficiently lead, guide, and support all subordinates within their roles on an
ongoing basis.
• Regular staff development in order to improve efficiency.
• Regular one on one’s with staff including team meetings.
9. Risk & Compliance Management
• Identify risks and design, modify and implement effective control measures within
the department and procedures which become embedded within estate
• Manage the asset risk register.
• Oversee the Company’s risk and insurance requirements in collaboration with Finance.
• Keep abreast of all insurance changes as and when applicable
MINIMUM QUALIFICATIONS:
• National diploma or degree in security management.
• PSIRA Grade A minimum
• National Diploma: Security/ Police Management
• A relevant degree or post graduate qualification would be an advantage
MINIMUM EXPERIENCE:
• A minimum of 5 years management experience in the Security industry
• Experience Homeowners’ Association or Residential Estate Management experience would be an advantage
• Must have a reasonable level of First Aid and Fire Fighting training
• Technical knowledge of Impro and CCTV systems including Thermal cameras essential
