Leah Moshidi Letsoko

Ensure proper filing and control of HR records in accordance to regulatory framework

• Retrieving and recording of files requested from HR
• Opening & indexing and closing of HR files (SP, Leave, Salary & PMDS Files) according to record classification system
• Tracing of misfiled files or any other documents in registry
• Data capturing and compiling stats
• Update registers (mandatory register, movement & access)
• Identify records ready for disposal. sort, list and describe records to be disposed
• Make official photocopies and update photocopy register
• Proofreading documents before printing in registry
• Typing of documents ie(Memos ,Overtime motivations, Requests memos, Action lists etc.
• Provide general office support services
• Ensure that photocopy machines are functional
• Procurement of good and services
• Filling of VA2 forms and Ordering stationary for unit
• Ordering of toners/cartridges from Altron
• Collection of mail bag from post office and safe keeping
• Sort and record mail before distribution
• Manage human resource in Registry (messengers) & maintain the leave register
• Compiling of PMDS and Mid-Year reviews for messengers
• Supervise KPA’s of subordinates ( Messengers)
• Compile monthly report and submit stats
• Issue in-service training on registry procedures
• Screen and direct phone calls and distribute correspondence
• Act as point of contact between manager and internal /external clients
• Maintain proper filling system for all documents ensuring confidentiality

Pool allocation and usage

• Ensure that duly completed trip authorizations from users are entered into allocation register
• Conduct pre and post trip inspection
• Debrief drivers to ensure compliance, e.g. update logbooks, submission of petrol slips and vehicle keys
• Ensure that logbook (TS.D 5) and service book (TS.D 139) are in vehicle at all times
• Log sheet submission
• Ensure that logbook is logged properly and fuel slips have been captured on logbook
• Organize and prepare logbooks for closing for monthly returns on or before 31st of every month.
• Ensure correctness of attached petrol slips and calculate total km traveled and fuel usage.
• Capture Log sheet electronically on approved Log sheet Utilization spreadsheet and submit to Head Office Transport Coordinator on or before the 3rd of every month.

State reasons for vehicle submitting zero (0) kilometers (Nil return) on log sheet, log sheet register and approved log sheet utilization spreadsheet.

• Reconciliation of Transaction Report.
• Ensure that invoices are received from merchant after vehicle is repaired.
• Upon receipts of TR, ensure that:
• All institutional vehicles are listed with full description
• Fuel transaction for month tally with fuel receipts captured on fuel register
• All jobs done, i.e. service, repairs, tyres etc. tally with invoices received from merchants.
• Verify accident repair invoices against accident costs appearing on transaction report
• Captured all fuel (petrol/ diesel/ oil) receipts on Fuel Register.
• Capture all invoices received after i.e. tyres, service, windscreen repair, accident repairs, etc., on Maintenance and Repairs Register.
• Submit registers within their stipulated time frames:
• Fuel Register as and when requested by Provincial Office
• Maintenance and Repairs Register on the 07th of every month to Head Office Transport Coordinator
• Prepare and submit Confirmation of Reconciliation on Transaction Report and submit to supervisor for approval on or before the 7th of each month, when approved, submit to Head Office Transport Coordinator on or before the 10th of every month.
• Report all discrepancies identified on transaction report to Supervisor and Head Office Transport Coordinator.
• Implementation and Compliance of Policies.
• Monitor User’s file of copies of driving license and identity documents.
• Inform users with expiring driving licenses of termination on driving state vehicles 03 months before expiry.
• Receive, check and submit accident report forms within 05 working days to Head office Transport Coordinator.
• Make follow-ups with merchant / GG regarding vehicles awaiting repairs / withdrawal certificates.
• Receive and capture traffic fines and re-direct to user and ensure that traffic fines are paid within 30 days.
• Apply for license disc with relevant attachments and submit to Head Office Transport Coordinator on the first week of the expiry month.
• Keep fleet keys and fuel cards in a lockable safe and separate from duplicates/spare keys, record spare keys on the spare keys inventory register.
• Monitor and update assets records.
• Update vehicle inventory on the 27th of each month.
• Submit inventory to transport Coordinator on the 31st of month.
• Conduct quarterly physical verification of assets (vehicles).
• Keep and update vehicle file and registers daily.
• Develop schedule or rooster of employees on standby and overtime and submit for approval.

• Pay date management and reviewing of credit granting in branch
• Client acquisition- Doing external marketing and presentations
• Compiling weekly and monthly reports
• Performance appraisals and managing of KPA’s of subordinates
• On the job-training of new employees
• Plan monthly resources and daily staff allocations
• Investigate cash shortages, misconducts, grievances and compile detailed report for top management
• Ensure compliance and adherence of policies and procedures
• Leave monitoring .Ensure that leave forms are completed, signed and submitted to HR
• Continuously monitored branch performance against key performance indicators, taking corrective actions as needed to ensure objectives were met or exceeded
• Engaged employees in business processes with positive motivational techniques
• Maintained friendly and professional customer interactions
• Improved customer satisfaction ratings by enhancing service quality and resolving client issues promptly
• Implemented effective sales strategies to achieve branch targets and exceed expectations consistently
• Strengthened relationships with key clients, securing long-term partnerships and driving revenue growth
• Increased branch profitability by implementing cost-saving measures and streamlining operational processes
• Evaluated employee performance regularly through appraisals and feedback sessions to facilitate continuous development of skills and knowledge base within the team
• Enhanced staff competency with regular training sessions, boosting productivity levels across the branch operations
• Managed branch financials including budgeting, forecasting, and expense tracking for accurate reporting and decision-making support
• Resolved various issues impacting sales management and business operations