Gugu Elizabeth Mkhize

• Receive telephone calls, and refer the calls to the correct role players if they are not meant for the Manager.
• Record appointments and events in the manager's diary.
• Type documents for the manager and other staff within the unit on a word processor.
• Operate office equipment, like fax machines and photocopiers.
• Liaises with travel agencies to make travel arrangements for the manager and staff within the component, and checks the arrangements when relevant documents are received.
• Arranges meetings and events for the manager and the staff in the component.
• Identifies venues, invites role players, organizes refreshments, and sets up schedules for meetings and events.
• Process the travel and subsistence claims for the component.
• Process all invoices that emanate from the activities of the manager, and handle the procurement of standard items, like stationery, refreshments, etc.
• Records the minutes of the meetings of the manager, drafts routine correspondence, and reports.
• Receive, record, and distribute all incoming and outgoing documents.
• Does the filing of documents for the Manager and the component, where required, administer the leave register and telephone accounts for the component, and collect all relevant documents to enable the Manager to prepare for meetings?
• Studies the relevant public service and departmental prescripts, policies, and other documents to ensure that the application thereof is understood properly.
• Remains abreast of the procedures and processes that apply in the office of the Manager.

Budget and Expenditure.

01 July 2023 – 31 April 2024

• Process payments, journals, and debts on the Basic Accounting System (BAS) within 30 days.
• Compile the appropriate registers for payments, journals, and debts.
• Compile and clear journals for clinics and hospitals.
• Request reports on BAS, such as the monthly Document Control report, Disbursements reports, and Expenditure reports.
• Assist in the preparation for cash flow meetings.
• Allocate NSIs using the SCOA principle for cash flow meetings.
• Defacing of documents before the submission of batches to Voucher Control in the Head Office,
• Correct misallocation by means of journals.
• Manage processed records according to Voucher Control policies.
• Compile accruals and commitments on the appropriate template.
• Provide administrative support services.
• Compile the batch register spreadsheet for journals, receipts, and payments before submitting it to Voucher Control.
• Provide secretarial support services to the Finance Manager.
• Manage information and ensure an appropriate filing system.
• Communicate with a range of stakeholders within the finance office.
• Maintain electronic and hard-copy files.

Revenue

01 March 2023 – 31 June 2023

• Collect cash from the patient administration office.
• Prepare and balance the cash receipt book.
• Assist RAF patients with medical records.
• Capture revenue receipts on the BAS.
• Prepare a monthly age analysis.

Supply Chain Management.

01 May 2022 – 28 February 2023.

• Receiving NSI from the Cash Flow Meeting.
• Assist with the NSI Register on a weekly basis.
• Inviting quotations from various suppliers, if only they are registered with CSD.
• Assist in the tender opening process and the calculation of preference points, if necessary.
• Compile documents for the Quotation Evaluation Committee Meeting and the Quotation Adjudication Committee Meeting.
• Taking minutes during QEC and QAC meetings.
• Update the ZNQ Register, Control Register, and Contract Register.
• Issue orders to suppliers, either from quotations or contracts, and assist them in completing entity forms.
• Make sure that the contracts are up to date in terms of prices and periods of contract.
• Do follow up on outstanding orders on a weekly basis.
• Receiving stock from suppliers.
• Check the supplier’s invoices against purchase orders to ensure that the correct items are delivered, and also verify if the price is correct as per the quotation and the quantity.
• Make payments to suppliers once I have received stock and invoices.
• Issuing goods to the wards, departments, and clinics.
• Assist in the preparation of procurement reports for submission to the Head Office.
• Conduct stock-taking and assist in updating the asset register.
• Attending to suppliers' queries.
• Assist with the monthly reports (Procurements, Irregular Expenditure, Lease, Deviations, and Contract Register).

KZN Department of Education:

06 August 2013 – 08 August 2014

• I was part of an audit readiness program with the KZN Department of Education for the financial years 2014 and 2015 to ensure that all the information provided to the Auditor-General is valid and complete.
• Prepare general journals for the KZN Department of Education to balance the accounts for its employees.
• Invoice verification and capturing.

KZN Provincial Legislature - Asset Verification Project:

11 August 2014 – 30 September 2015.

• Verify physical assets for the KZN Provincial Legislature against the department’s provided asset register.
• Tag the new asset, and capture it on the Excel spreadsheet.
• Review the asset register for accuracy and completeness.
• Reconciliation of work performed prior to the completion of the assignment.
• Investigate variances and discrepancies.
• Complete a report of findings, and submit it to the department.