Kedibone Prudence Marivate

• Safe-keeping and preservation of state money, documentations, face value forms and asset management. Collection and banking of revenue, Compiling and capturing of receipts on BAS.
• Daily issuing and recording of petty cash, compiling of payment advices for replenishment of petty cash on BAS. Replenishment of petty cash on monthly basis and registering payments on Z483 book. Handling of petty cash in accordance with financial prescripts.
• Authorizing of payments on safety net.
• Capturing of financial losses on Barn Owl system.
• Clearing of the PMG related suspense/ledger accounts.
• Capturing of employees and ex-employee’s entities on BAS. Capturing or stopping of deductions for employees' debts on Persal system.
• Filing of payments and monthly reconciliation of revenue and attend to telephone enquiries regarding petty cash and audit queries.

• Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
• Transcribed and organized information to assist in preparing speeches and presentations.
• Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
• Implemented new office procedures to improve workflow efficiency while reducing administrative errors.
• Manage the diary of the Director. Organize meetings and remind the Director of scheduled meetings. Offer apologies or send representatives if Director cannot attend. Manage incoming calls and outgoing calls.
• Minute taking. Ensure that minutes are typed timeous and send to the meeting attendees.
• Manage the Director’s email and acknowledge receipt of emails and bring urgent emails to the attention of the Director for action. Facilitate travel and accommodation arrangements using VA26 forms and liaising with the travel agency.
• Manage correspondence; write memorandums, submissions and letters on behalf of the Director. Ensure that the correspondences are drafted using the correct departmental formats and standards prior onward transmission to the Director.
• Do asset verification on a monthly basis and ensure that office equipment is functional. Attend to enquiries through email and telephonically. Record enquiries and refer them to relevant officials and follow up within three (3) working days.
• Typing, faxing, scanning and photocopying. Provide refreshments to visitors and ensure that refreshments are always available for the Director and visitors. Ensure that the filing system is user friendly and easily accessible or retrievable.
• Facilitate subsistence and travel claims and kilometers claims.
• Ensure that the Director comply with leave declaration and monthly assets checklists for the Directorate.

Supervision of two Fingerprint Officers

• Overseeing the work of the Fingerprint Officers.
• Monitoring that the Fingerprint Officers record the enquiries received on the required template on a daily basis and that the telephone and email enquiries are responded to effectively and efficiently.
• Leave declaration and assets management. Ensure that they verify assets monthly.
• Ensuring that performance agreements are completed and submitted.

• Writing of note verbales and letters to Embassies, High Commissions and the Department of International Relations and Cooperation (DIRCO).
• Preparing itineraries for the Namibian Ministers visiting South Africa government and the High Commission of Namibia.
• Welcoming of delegates from Namibia visiting South African government particularly the DIRCO, Department of Home Affairs and the Department of Trade and Industry.
• Participate at exhibitions representing the Namibian Government. Participating and showcasing Namibian products.

Promotion of Trade and Investment duties

• Prepare presentations on trade and investment opportunities for Namibia.
• General promotion of trade and investment between Namibia and South Africa and other countries represented in South Africa.
• Organize and participate at exhibitions, trade fairs, seminars and conferences
• Respond and record all enquiries in an enquiry book to ensure a 100% response rate and to keep track of the frequency, type and origin of enquiries.
• Assist with all written or verbal enquiries on trade, investment or any other issue relevant to the commercial office activities and diarize appointments for the
• Man the Namibia Commercial Office stand at trade fair exhibitions to provide investment opportunities and general information about Namibia to business investors
• Facilitate meeting itineraries for potential investor/business visits to and from Namibia and South Africa respectively, in collaboration with the Namibia Investment Centre.
• Assist with researching and updating the economic trends for the Commercial section of the High Commission’s website.
• Diarize and assist with preparatory arrangements for trade fairs, exhibitions, conferences, seminars and the organization of promotional events by the Commercial office.
• Provide information and procedures on how to start a business in Namibia.

Finance duties

• Prepare Expenditure Cash Book, Revenue Cash Book & Bank Reconciliation Statement on a monthly basis.
• Ensure that the salaries of the officials at the Commercial Office are paid on the 25th of each month.
• Prepare Subsistence and Traveling Allowance (S&T).
• Prepare VAT 201 for SARS reimbursements for the High Commission.
• Prepare salaries on a monthly basis.
• Facilitate petty cash for refreshments and office supplies.

Administrative duties

• Manage the diary of the Commercial Counsellor and minute taking during meetings
• Facilitate all official travel and accommodation arrangements for the Commercial Counsellor. organize meetings. organize Namibia seminars and manage Namibian stand at trade fairs and exhibitions. Purchase stationery and cleaning materials on a quarterly basis. Handle incoming and outgoing calls and mails.
• Filing, photocopying, faxing and typing of note verbale, letters, memorandums, fax transmissions and circulars. Offer refreshments for Commercial Office visitors.
• Provide client service.Provide promotional materials/trade and tourism brochures to clients intending to travel to Namibia
• Maintain a tidy and user-friendly filing and library system.

Supervision of registry clerk, cleaner and receptionist

• Overseeing the work of the registry clerk, the cleaner and the receptionist.
• Monitoring that the Registry Clerk is doing the filing in a proper manner and that all communiques with Embassies/ High Commissions and DIRCO including the Namibian Ministry of Foreign Affairs are filed appropriately.
• Ensuring that the Receptionist responds to all calls effectively and efficiently.
• Ensuring that the High Commission building is clean at all times.

• Promptly received and forwarded incoming communications, such as phone calls, emails, and letters, to appropriate staff.
• Monitored office supplies and made arrangements for restocking of low-stock items.
• Handled incoming phone calls and answered questions from callers.
• Prepared meeting materials and took clear notes to distribute to stakeholders.
• Conduct a survey and assist in capturing and compiling a database of manufacturing industries. Collect information on existing and potential mines and assist in updating the database of mining companies in Limpopo Province. Collect data on the availability of indigenous products in the Province.
• Participate at exhibitions representing the Limpopo Province and showcasing products from the province.
• Act as a personal assistant when the Personal Assistant is not available.