Requisition Approver: Facilities Services

Old Mutual Life Assurance Company (SA) Ltd (PFA); Johannesburg; On-site; ZAR 350,000 - 580,000; Full time

Job summary

Old Mutual in Johannesburg is seeking a Facilities Requisitions Approver to review, validate and approve facilities-related requisitions, ensuring adherence to budgets, procurement policies and internal control standards within Facilities Management.

You will collaborate with Procurement and Finance to verify documentation, monitor costs, promote cost optimization, and ensure compliance across hard and soft services, security, safety and business continuity.

Responsibilities

• Review facilities requisition for completeness, accuracy, business justification and operational necessity.
• Verify that requisitions are supported by appropriate documentation, quotations, specifications and approvals
• Confirm that requested goods and services fall within the approved Facilities Management scope.
• Ensure requisitions comply with delegated approval limits and the organisation's approval matrix.
• Approve, reject or return requisitions for correction or additional information.
• Ensure that requisitions are approved before commitments are made to suppliers.
• Verify budget availability and the correct cost centre, general ledger account and expense classification.
• Assess the reasonableness of costs against market rates, historical expenditure, contracts and approved budgets.
• Identify opportunities for cost optimization, consolidation of purchases and avoidance of unnecessary expenditure.
• Monitor expenditure trends and elevate potential budget overruns.
• Support Facilities Management cost-saving initiatives and financial reporting.
• Ensure compliance with procurement policies, sourcing procedures and applicable contractual requirements.
• Confirm that approved suppliers and valid contracts are used where required.
• Verify that competitive quotations or appropriate procurement justifications are available in line with internal policy.
• Identify potential duplicate requisitions, inappropriate purchases or irregular expenditure.
• Work with Procurement and Finance to resolve discrepancies and improve purchasing efficiency.
• Hard services: HVAC, electrical, plumbing, generators, lifts and building maintenance.
• Soft services: cleaning, catering, hygiene, landscaping and waste management.
• Security services, access control and visitor management.
• Occupational Health and Safety compliance and statutory inspections.
• Fleet management, vehicle maintenance and related operational services.
• Furniture, office equipment, consumables and workplace infrastructure.
• Planned preventative maintenance, corrective maintenance and emergency repairs.
• Business continuity, emergency preparedness and critical facilities requirements.
• Liaise with Facilities Managers, maintenance teams, Procurement, Finance, Risk and business units.
• Provide guidance to requisitioners on submission requirements and approval processes.
• Communicate approval decisions and outstanding requirements promptly.
• Resolve queries relating to requisition accuracy, budget availability and procurement compliance.
• Promote accountability, transparency and service excellence across Facilities Management.
• Adhere to agreed processes to deliver targeted operational results.
• Continuously strive to enhance and improve the Facilities & Corporate Procurement processes.
• Represent and market this process internally to peers and clients.
• Identify and report on Facilities & Corporate Procurement process issues
• Provide customer services in line with quality and performance standards
• Build positive customer relations and solve or elevate customer queries and complaints
• Gather feedback on customer satisfaction and report to your line leader.
• Proactively suggest improvements in customer service and relations where applicable.
• Contribute to a service culture which builds rewarding relationships, proposes innovations and allows others to provide exceptional client service.
• Proactively ensure use of time, of resources, money, materials, or equipment is in line with policies and procedures.
• Comply with corporate governance policies, procedures, and standards.
• Operate within agreed mandates.
• Align own behaviour with the organisation culture and values.
• Share and transfer product, process, and systems knowledge to colleagues.
• Collaborate and work with the Facilities & Corporate Procurement team to deliver required service levels.
• Actively participate in the Facilities & Corporate Procurement team to ensure functional balanced scorecard objectives are achieved.
• Ensure achievement of own performance objectives.
• Actively share information with other team members regarding successes, issues, trends, and ideas.
• Actively participate in own professional development and career path

Job description

Let's Write Africa's Story Together!

Old Mutual is a firm believer in the African opportunity and our diverse talent reflects this.

Job Description

The Facilities Requisitions Approver is responsible for reviewing, validating and approving facilities-related requisitions in accordance with the organisation's delegated authority framework, approved budgets, procurement policies and internal control requirements. The role ensures that all expenditure is necessary, justified, cost-effective and aligned with operational requirements, service delivery standards and the organisation's Facilities Management strategy

Responsibilities

• Review facilities requisition for completeness, accuracy, business justification and operational necessity.
• Verify that requisitions are supported by appropriate documentation, quotations, specifications and approvals
• Confirm that requested goods and services fall within the approved Facilities Management scope.
• Ensure requisitions comply with delegated approval limits and the organisation's approval matrix.
• Approve, reject or return requisitions for correction or additional information.
• Ensure that requisitions are approved before commitments are made to suppliers.
• Verify budget availability and the correct cost centre, general ledger account and expense classification.
• Assess the reasonableness of costs against market rates, historical expenditure, contracts and approved budgets.
• Identify opportunities for cost optimization, consolidation of purchases and avoidance of unnecessary expenditure.
• Monitor expenditure trends and elevate potential budget overruns.
• Support Facilities Management cost-saving initiatives and financial reporting.
• Ensure compliance with procurement policies, sourcing procedures and applicable contractual requirements.
• Confirm that approved suppliers and valid contracts are used where required.
• Verify that competitive quotations or appropriate procurement justifications are available in line with internal policy.
• Identify potential duplicate requisitions, inappropriate purchases or irregular expenditure.
• Work with Procurement and Finance to resolve discrepancies and improve purchasing efficiency.
• Hard services: HVAC, electrical, plumbing, generators, lifts and building maintenance.
• Soft services: cleaning, catering, hygiene, landscaping and waste management.
• Security services, access control and visitor management.
• Occupational Health and Safety compliance and statutory inspections.
• Fleet management, vehicle maintenance and related operational services.
• Furniture, office equipment, consumables and workplace infrastructure.
• Planned preventative maintenance, corrective maintenance and emergency repairs.
• Business continuity, emergency preparedness and critical facilities requirements.
• Liaise with Facilities Managers, maintenance teams, Procurement, Finance, Risk and business units.
• Provide guidance to requisitioners on submission requirements and approval processes.
• Communicate approval decisions and outstanding requirements promptly.
• Resolve queries relating to requisition accuracy, budget availability and procurement compliance.
• Promote accountability, transparency and service excellence across Facilities Management.

Continuous improvement to ensure effective service

• Adhere to agreed processes to deliver targeted operational results.
• Continuously strive to enhance and improve the Facilities & Corporate Procurement processes.
• Represent and market this process internally to peers and clients.
• Identify and report on Facilities & Corporate Procurement process issues

Service delivery to ensure customer satisfaction

• Provide customer services in line with quality and performance standards
• Build positive customer relations and solve or elevate customer queries and complaints
• Gather feedback on customer satisfaction and report to your line leader.
• Proactively suggest improvements in customer service and relations where applicable.
• Contribute to a service culture which builds rewarding relationships, proposes innovations and allows others to provide exceptional client service.

Cost control and governance adherence

• Proactively ensure use of time, of resources, money, materials, or equipment is in line with policies and procedures.
• Comply with corporate governance policies, procedures, and standards.
• Operate within agreed mandates.

Quality people practice

• Align own behaviour with the organisation culture and values.
• Share and transfer product, process, and systems knowledge to colleagues.
• Collaborate and work with the Facilities & Corporate Procurement team to deliver required service levels.
• Actively participate in the Facilities & Corporate Procurement team to ensure functional balanced scorecard objectives are achieved.
• Ensure achievement of own performance objectives.
• Actively share information with other team members regarding successes, issues, trends, and ideas.
• Actively participate in own professional development and career path