Aphiwe Nonkeneza
Cape Town
Summary
Dedicated and organized professional with 11 years of experience in improving organizational effectiveness, communication, and security through streamlining workflows and processes. Looking for an Office Manager position in a fast-paced environment where I can utilize my communication and problem-solving skills to improve efficiencies.
Overview
13
13
years of professional experience
4
4
years of post-secondary education
Work History
Senior Administrative Officer
Department of Forestry, Fisheries and the Environment
CAPE TOWN
4 2016 - Current
- Supervisory exposure: Compiling work plans for staff members, Assessing staff performance, Manage human resource related activities such as Leave, Work plans, Performance assessments for subordinates
- Manage & control documents: ensure that incoming and outgoing documents are screened, recorded, distributed and filed manually and electronically
- Assist in managing finance processes: Manage S&T claims, Cell phone claims, Overtime claims for subordinates
- Deal with Supply chain Processes: ensure that the quotations are sourced to the registered suppliers on our database, check requisitions before approval of the Cost centre manager, check stock upon their arrival and ensure that invoice is submitted to finance for payment within 30 days of receipt
- Supervise and train new appointees: Train new appointees and Asset holders in asset management and control
- Scrutinize all the documents coming from the industry and other branches before they reach the office of the sector manager
- Play a team leader role during the Rights Allocation process
- Safe keep keys in the office for all government vehicles after officials performed their daily duties
- Asset management (Sub-asset controller)
- Ensure that asset records per location are maintained and updated by using the prescribed format
- Regular spot checks are done to determine the physical existence of the assets
- Assets records and systems are reconciled on a regular basis and report assets that are not barcoded to the sub-directorate-asset management
- Record of all the removal permits, movement forms, due care agreement and loss reports are kept
- Assist Sub-directorate: Asset management team with annual asset verification and therefore update the asset register on Oracle system
- Asset disposal (Appointed as a member of disposal committee)
- Verify and identify redundant, obsolete, outdated, unserviceable, damaged or uneconomical reparable assets
- Approving the appropriate method of disposal to be used
- Completing the disposal report
- Disposal of vehicles due to excessive kilometres travelled
- Ensure the assets identified by the department are owned by the department
- Evaluate and award bids/quotations received from employees for the sale of assets
- Financial Administration: Keep record of budget in respect of expenditure on Subsistence and Travel (S&T), cell phone claims & overtime claims
- Administration of Subsistence & Travel, cell phone, petty cash, overtime and advance claims for the region
- Do procurement plan for the region before the new financial year so as to apply for the budget
- Peruse data base for suppliers and invite them to submit quotations through telephone and email
- Ordering goods and services on Oracle system
- Send purchase orders to the suppliers after approval and receive goods upon their arrival
- Receive invoices from the supplier and send them to finance for payment and ensure that the payment has been done by finance within 30 days of the receipts of an invoice
- Organize for repairs of fish weighing scales when they are broken
- Attend queries from the suppliers regarding their payment
- Keep record of the petty cash for auditing purposes
- Implementation of regulatory processes in terms of Marine Living Resources Act, 1998 (Act No
- 18 0f 1998) and Regulations promulgated thereunder (as amended): Processing Fish Processing Establishment Permit, Prohibited, deep-water species permit, Transhipment permits, Gear permits applications, High Seas Licence, Foreign Fishing Vessel licenses
- Drafting and/or verifying submissions for control of effort in the fishery
- Oversee and/or verify the processing of Gear permit application from staff
- Assisting in the co-ordination of the review of guidelines
- Co-ordinate and facilitate stakeholder participation
- Handle logistics in convening Management Working Group (MWG) meetings and road shows Concur
- Attend and participate in Management Working Group meetings and/or Roadshows
- Prepare minutes of the Management Working Group Meetings oversee and/or verify the processing of Gear permit application from staff
- Compile reports for road show
- Consult and communicate with stakeholders in addressing queries related to permits and other fisheries management related issues
- Enquiries attended and resolved
- General Office Administration: General personnel and office administration duties (e.g manage and record all documents received by the unit such as leave, circular and other information and therefore distribute it to the relevant sections/people of via fax, e-mail
- Assist Human Resources (recruitment) on the advertisement of compliance section posts (specifically administration) and sit with a panel for interview purposes
- Deal with travel arrangements, accommodation and venue for the meetings, seminars and workshops (external and internal)
- Administer Performance assessments (Bi-annual) and work plans for the region by verifying, auditing weights and calculate the scores on the system provided and ensure the compliance with PMDS policy
- Record Work plans and Bi-annual assessments to the relevant register and make printout available, therefore submit to Human Resource
- Type and compile agendas, submissions as well as overtime requests, handle incoming and outgoing telephone calls
- Ensure the quality of the all incoming documents, record, distribute and file all the incoming and make copies of the outgoing documents manually and electronically
- Compile agendas & take minutes at regional meetings
- Deal with general administrative enquiries and correspondence that are coming to the office of the regional manager
- Utilized Departmental computer system to operate software programs including uploading, extraction and printing of information and data as required
- Consolidate monthly, quarterly and annual progress reports for the Directorate
- Deal with complaints from external and internal stakeholders
- Deal/administer Portfolio of Evidence (POE's on targeted species) monthly, quarterly and yearly for the reporting to the internal (Monitoring and evaluation) and external auditors (Auditor General)
- Ensure that POE's are captured, accurate, consolidated and loaded on the Knowledge bank system on a monthly basis
- Maintain databases as well as liaise with Regional Fisheries Management or Organization Secretariats
- Handling database in respect of incoming and outgoing documents (e.g., permit applications, correspondences
- Providing statistical/data reports to the relevant tuna Regional Fisheries Management Organizations
- Maintaining and update databases in relation to tuna Regional Fisheries Management Organization reporting.
Senior Administration Clerk
Department of Forestry Fisheries and the Environment
CAPE TOWN
12.2012 - 03.2016
- Enquiry Management Duties: Receipting, processing and issuing of Recreational Import permits i.e., exports, imports, fishing licenses, utilizing MAST system
- Attending to routine correspondence, duplicate and file documents/records
- Procurement of goods and services utilizing the ORACLE system and keeping records Processed payments of service providers for pilot projects, S&T claims, cellphone allowances
- Drafting agendas for the meetings, taking minutes in such meetings
- Handling enquiries and maintaining liaison with stakeholders
- Maintaining the Customer Service Centre filing system
- Preparing Trip Authorizations and accommodation for the unit while doing Roadshows
- Preparing leaves and keeping records for Staff
- General administration i.e., photocopying, faxing, responding to enquiries via emails
- HR support as panel member in short listing and interviews
- Handling incoming calls and responding to them accordingly
- Asset Management: Deal with assets from the planning phase to the disposal phase
- Asset verification (operational phase) conduct inspection quarterly per financial year (Spot check)
- Checking if Assets are bar-coded
- Check if assets are located correct
- Check if Assets are appearing in Asset Register
- Identify redundant, obsolete, outdated or damaged assets and ensure that these assets are returned to Asset management and therefore keep them in the stores till the asset disposal time comes, update/amend asset register
- Compile report discrepancies, unauthorised movement of assets, physical condition of assets, possible misuse of assets, redundant or unserviceable moveable assets and losses to the Departmental Loss Control Officer immediately that are found during Asset verification
- Reconcile the asset verification findings against the Asset register and compile expenditure reports
- Filing: Ensure that the filing of all letters and correspondence are done according to the relevant filing reference numbers
- Transport Management: Administer financial related matters, apply for vehicle financial authorities for the repairs, and ensure that the entire vehicle licences are renewed
- Ensure that no vehicle is left unattended and compile monthly feedback for Vehicles.
Human Resource Assistant
Department of Forestry Fisheries and the Environment
CAPE TOWN
02.2011 - 10.2011
- Human Resource Management Duties: capturing new employees' information on PERSAL system using function :4.2.3 to create offer, #4.2.4 for assumption of duty, #4.5.4 for leaves, # 5.6.4 for Payslips
- Doing logistical arrangements for candidates who have attended the interviews
- Preparing SAQA forms for verification of shortlisted candidates
- Handling enquiries from internal stakeholders and external stakeholders related on recruitment and selection section processes
- Preparing advert files for the line managers when the is a vacant post
- Organizing interviews and swimming test for shortlisted applicants
- Sitting in short listings as a technical advisor
- Compiling progressive quarterly reports and assist in writing submission for the unit
- Doing logistical arrangements for the interviews
- Compiling nomination submission after interviews have been conducted
- Arranging venues and meetings for the short listings & Interviews
- General personnel and office administration duties (e.g., manage and record all documents received by the unit.
Education
Baccalaureus Technologiae in Public Management - Business And Management Sciences
Cape Peninsula University of Technology
Cape Town 02.2013 - 12.2013
Certificate in Project Quality Management - Business And Management Sciences
Cape Peninsula University of Technology
Cape Town 12.2012 - 12.2012
National Diploma in Public Management - Business And Management Science
Cape Peninsula University of Technology
Cape Town, South Africa 02.2007 - 12.2009
Certificate in Public Management - Business And Management Sciences
Cape Peninsula University of Technology
Cape Town 02.2007 - 12.2007
Skills
Knowledge of the Constitution of the Republic of South Africa Act 108 of 1996 which governs Policies and Prescript in the public sector and private sector
Good understanding of MISS Policy document: I ensure that I maintain this document on a daily basis when dealing with confidential information/documents within the office
Good understanding of Transport policy circular 4 of 2000 which serves as a guiding sphere in the fleet administration
PMDS Policy: To ensure development of departmental human resources and performance management culture
Good understanding of Public Financial Management Act (PFMA 1 of 1999) I implement when procuring goods and services and it also serves as a guiding sphere on the administration of leave, S&T, Cell phone claims, Petty Cash and overtime to ensure that all assets, liabilities, income and expenditures are managed effectively and efficiently I also implement Section 38 1 (f) of this act by ensuring that all the invoices received are being paid within the agreed period that is 30 days from the date of receipts
Preferential Procurement Policy Framework Act (Act 5 of 2000): I perform this Act when procuring goods and service it regulate the preferred system eg 80/20 system to be used when purchasing and advertising tender and contracting with persons and people who are previously disadvantaged And the preferred system is the one that will tell which supplier scores the highest score
Asset Management Prescripts and Procedures and Treasury regulations: they serve as a guideline to manage and control assets, income and payments within the department eg Treasury regulations 823 stipulates that the invoices must be paid by the department within 30 days of receipts I engage with SCM so as to ensure that same is implemented
Knowledge of Labour relations Act: It serves a guideline on the fairness of labour practice to the South African citizens and it also promotes and facilitates collective bargaining at the workplace and at sectoral level
Compensation for Occupational Injuries and Diseases Act: I execute this act whenever I am dealing with Injury on duty, workers death due to work injuries and disease or disablement cause by work injuries cases
Knowledge of Public Service Act, Basic Conditions of Employment Act and Public service regulations: This serves as guidelines on the administration of my work/duties and provides a comprehensive overview of the range of duties and functions undertaken in the public service from delegation through work organization to training and development
Knowledge of Public Service Act, Basic Conditions of Employment Act and Public service regulations: This serves as guidelines on the administration of my work/duties and provides a comprehensive overview of the range of duties and functions undertaken in the public service from delegation through work organization to training and development
Batho Pele Principles: I adhere to the 8 principles so as to improve the quality of service delivery
Procedure on Incapacity leave and Ill-health Retirement and Labour Relations Act 1995 (Act 66 of 1995): This serves as a guiding sphere when dealing with temporal incapacity leave, Permanent Incapacity and Ill health retirement
Occupational Health and Safety, SHE management (act 85/19 sec 18(b) : I implement this act when doing the administration of day to day maintenance of the building and premises and deal with problems relating to SHE Management
Leadership skills
Knowledge of the following: Managing electronic databases
Relevant Public Management practices; Financial Management and supply chain management services
Strategic planning
Meeting procedures
Skills needed: Organizing, problem solving, research
Accomplishments
- Cooperate Business & management training, Professional Business Writing Skills, 2011
- Cape Peninsula University of technology, Project Quality Management, 2012
- Cape Peninsula University of technology, Certificate in Public Management, 2007
Education
Sinethemba Senior Secondary School, Matric, 2006, Xhosa, English, Accounting, Business Economics and Economics, Cape Peninsula University of Technology, Baccalaureus Technologiae (B-Tech) in Public Management, 01/2013 to 12/2013, 1 Year, See attached assessment results, Cape Peninsula University of Technology, National Diploma in Public Management, 2008 to 2009, 3 Years, Intersectoral Collaboration 111, Management of Information 111, Public Human Resource Management111, Policy Studies111, Programme Management 111, Financial and Procurement Management 111.
Key competencies and skills
- Computer literacy: Microsoft office Packages (MS Outlook, Word, Access, Excel, PowerPoint, Publisher and Internet) which enables me to do administration work, reports and presentations.
- Good planning, organizing skills: ability to establish courses of action for self and others to ensure that work is completed efficiently.
- Excellent interpersonal relations and sound communication skills (verbal and written): ability to expresses ideas to individuals and groups both in formal and informal settings in an interesting and motivating way, I also make use of a flexible interpersonal style to help build a cohesive team; facilitating the completion of team goals
- Listening skills: I have good listening skills for example when receiving complaints from external or internal stakeholders I ensure that I listen attentively without interrupting or imposing solutions to the complainant.
- Research skills and data analysis: I use these skills to compile reports and gather research material for other workers within the department.
- Decision making skills: I am able to obtain information and identify key issues and relationships relevant to achieving a long-range goal or vision, committing to a course of action to accomplish a long-range goal or vision after developing alternatives based on logical assumptions, facts, available resources, constraints, and organisational values.
- Problem solving: thinking things through in a logical way in order to determine key issues, often also including creative thinking
- Presentation skills: I obtain my presentation skills through talking to a group, briefing team members and addressing people to the meetings
- Project Management skills: ability to focus and guide others in accomplishing work objectives.
- Good understanding of telephone etiquettes: I engage with stakeholders via Telephone on a daily basis and have good understanding of do's and don'ts when answering telephone calls.
- Leadership: being able to motivate and encourage others, whilst taking the lead;
- Commitment/motivation: having energy and enthusiasm in pursuing projects and operations
- Ability to work under pressure: Due to high volume of work I always prioritize issue so that I can be able to cope and perform well
- Numerical skills: I can work accurately with figures for instance when audit and verify overtime, cell phone claims and S&T claims
- Report writing skills and Minutes taking: I consolidate and scrutinize monthly, quarterly and annual progress report for the region. And take minutes during regional meetings
- Knowledge of PERSAL, PERSAP, PAS, POLFIN, LOGIS and ORACLE
- Accept responsibility: Ability to work independently and as a team
- Ability to adapt on changing circumstances (Flexibility): I am always willing to go an extra mile that is why I do not see a problem in working abnormal hours whether be it remunerated or unremunerated.
Firstnames
Aphiwe
Physicaladdress
18926 Mnandi Close, Philippi, Western Cape, 7750
Personal Information
- ID Number: 8908225678081
- Date of Birth: 08/22/89
- Gender: Male
- Nationality: South African
- Driving License: Code B (8)
- Marital Status: Married
References
- Nomfundiso Macingwane, Department of Forestry, Fisheries, and the environment, 0604411082 (Cell), 0214023671 (Work), Supervisor at Customer Services Center
- Siphokazi Mayalo, Department of Forestry, Fisheries, and the environment, 0734333630 (Cell), 021 402 3460(Work), Assistant Director at Offshore and High Seas Directorate
- Sthembile Mkhwanazi, Department of Forestry, Fisheries, and the environment, 0837616936 (Cell), 0214023091 (work), Assistant Director at Human Resource Directorate
Languages
English
Advanced (C1)
Interests
Am committed to serving my country and its people by making a meaningful contribution to various departments and organizations, thereby supporting the nation’s development and progress"
Reading, Gardening, Sport and Traveling
During my spare time or on weekends, I spend most of my time reading books, including magazines and journals, newspapers, gardening, exercising, and watching sports on TV.
Timeline
Baccalaureus Technologiae in Public Management - Business And Management Sciences
Cape Peninsula University of Technology
02.2013 - 12.2013
Certificate in Project Quality Management - Business And Management Sciences
Cape Peninsula University of Technology
12.2012 - 12.2012
Senior Administration Clerk
Department of Forestry Fisheries and the Environment
12.2012 - 03.2016
Human Resource Assistant
Department of Forestry Fisheries and the Environment
02.2011 - 10.2011
National Diploma in Public Management - Business And Management Science
Cape Peninsula University of Technology
02.2007 - 12.2009
Certificate in Public Management - Business And Management Sciences
Cape Peninsula University of Technology
02.2007 - 12.2007
Senior Administrative Officer
Department of Forestry, Fisheries and the Environment
4 2016 - Current