Kelebogile Constance Magasa

Ensures that activities between departments are co-ordinated in order to enable the Directorate to function as a whole

· Managing of day-to-day administration of the office of the Director

· Ensures that all Council resolutions are dealt with by referring to the appropriate managers for attention

· Co-ordinates various directorate meetings, disseminating information and checking submissions for quality and content to ensure compliance with requests

· Obtaining and providing accurate information needs of the director timely

· Compiling of all relevant documents to enable the Director to prepare for Meetings

· Gather information and prepare portfolio of evidence for Director’s assessment

· Coordinate performance assessments for managers

· Coordinates the process and compilation of SDBIP and IDP document

· Collect comments and prepare items on execution of Council resolutions

· Coordinate the preparation of the annual budget, capital and operating budgets by consulting the Budget office

· Liaise with departments regarding formats, content and submission deadlines

· Take responsibility for the budget of the Directors Office by monitoring that the budget is not exceeded

· Request monthly budgets to review performance on capital, operating expenditure and revenue collection

· Monitor that all expenditure is incurred within approved budgets and correct votes

Collecting of Information and compiling of report to ensure timeous submission

· Coordinate the projects for upgrading settlements

· Attend meetings and site inspections for various projects

· Prepare the agenda and take down minutes for project meetings

· Prepare relevant documents requested by project managers and document the outcomes of all meetings

HOW:

• Managed executive calendars, scheduling appointments and meetings to optimize time management
• Screening of calls and forwarding to Director or relevant official
• Receive visitors of the office of the Director and ensure that they are received in such manner that the professional image of the office is enhanced
• Provide general information to visitors to ensure that the Director is not interrupted with insignificant issues or direct them to the relevant department or official
• Coordinated travel arrangements for the Director and MMC, ensuring smooth business trips with minimal disruptions.
• Managed sensitive and confidential information with discretion, upholding integrity of executive communications.
• Managed incoming and outgoing correspondence, maintaining confidentiality and properly distribute to the relevant Unit to promote quicker response to clients.
• Ensure accurate record keeping of management decisions
• Typing and presenting confidential documents
• Ensure that all documentation arising out of meetings reports, etc. is available as and when needed by the Director

• Filing and Typing
• Assisting companies with Employment Confirmation
• Arranging for vacancy interviews
• Handling HR –related enquiries
• Telephonic and personal enquiries of employees and applicants

• Typing, Photocopy, E-Mailing
• Assisting client to Explore Internet
• Binding of Documents
• Customer Service
• Cashing up & Balancing of books