Overview
Work History
Education
Skills
Computercourses
Othercourses
Uniceftraining
Drivinglicence
References
Contactdetails
Personal Information
Timeline
Hi, I’m

Lee Ann Rylenia Jacobs

Finance And Administration Assistant
Pretoria
Lee Ann Rylenia Jacobs

Overview

27
years of professional experience

Work History

ILO

Finance & Administrative Assistant
04.2018 - Current

Job overview

  • Company Overview: (Partners of Department of Public Works and Infrastructure)
  • Organizing travel and preparing complex travel itineraries for ILO and ILO Partners
  • Arrange Travel: Source quotations for air-tickets and ground transport, preparations of substances allowances
  • Assisting with all Logistics and travels arrangements for participants/short listed candidates attending interviews from and to all Provinces including claims for the participants
  • Preparing Online Travel Authorisations on IRIS System and Governmental Cliqit System
  • Prepare documentation for the processing of Claims for substance allowances for both ILO and the ILO Partners
  • Managing the Directors of two departments daily movements and diaries
  • Setting up online Webinars, Zoom, Team meetings on behalf to the Directors and other Team leaders
  • Liaising with staff on behalf of Directors and Chief Technical Advisors for the ILO and our Government Partners
  • Preparing correspondence on behalf of Directors and ILO
  • Writing minutes and draft reports
  • Planning, organizing, and managing events for High Level meetings
  • Preparing materials and documentation for meetings
  • Screening, monitoring, and responding to the Directors emails when requested
  • Follow-up with identified workshop participants to get contact details and compile list of Participants
  • Prepare invitation letters for all participants and follow-up on confirmations
  • Ensure Timely submission of participants list to conference facilities
  • Preparing Purchase orders and External Collaboration Contracts, for goods and services on IRIS accounting System including finalizing and submission of payments
  • Monitoring and assist in managing the budget the Directors programme budget
  • Compile documentation for the Contract Review Committee for procurement over the ceiling amount
  • Manage and monitor contracts relating to Terms of Reference, Payment Terms, and final contractual payments in IRIS system
  • Leave request and updating the monthly office roster for the Directors office
  • Compiling Documents Staff Training for Director and Deputy Directors
  • Managing and reviewing filing and office systems both online and hardcopies
  • (Partners of Department of Public Works and Infrastructure)

VFS Global

Senior Security Monitoring Administrative Assistant
11.2017 - 03.2018

Job overview

  • Company Overview: Visa Application Centre (Temp -Contracted by Bidvest Protea Coin)
  • Managing Security Guards on Site (VFS 15 Guards on Site)
  • Making sure that Visa application is correctly related to the applicants
  • Keeping management updated with daily operations of the office
  • Making sure that files and filling is up to date
  • Reminding manager of task to be finalized
  • Drafting of minutes of onsite security meetings
  • Assist in operating and maintaining surveillance equipment
  • Watching both live and recorded video surveillance footage
  • Reporting incidents or suspicious behaviour and contacting the authorities, when necessary
  • Assist in implementing plans to prevent fraud and solve thefts
  • Assist in overseeing and the protecting of the physical and intellectual assets of a business or company
  • Ensure proper security and safety measures are in place
  • Monitoring access control
  • Control access and distribution of sensitive company information such as other physical or intellectual property
  • Monitoring/ incoming and outgoing calls to reduce fraud of the call centre agents and internal staff working in the Visa Application Centre
  • Guardian of the duty rosters for current security officers
  • Keeping records of security guards onsite
  • Updating records of security information
  • Visa Application Centre (Temp -Contracted by Bidvest Protea Coin)

Spencer Stuart

Executive Personal Assistant
07.2017 - 09.2017

Job overview

  • The Executive Assistant's (EA) primary responsibility will be to provide administrative support to one or two executive search consultant(s) as well as assist other members of the office staff to balance the workload of the office
  • In accordance with the Firm's brand standards, prepare all production work associated with executing a search assignment from start to finish
  • Compiling Shortlisting tables and results
  • Including qualifications packages for potential new searches, proposal and confirmation letters, position specifications, target lists, progress reports, candidate presentations, reference reports, closeout letters, and candidate and client correspondence
  • Close out completed searches and organize all material associated with the search in accordance with audit requirements
  • Work closely with client organizations to schedule candidates for interviews with clients, including assistance with hotel reservations, air travel, directions and any other search-related requirement
  • Setting up interviews and documentation for the interviews
  • Ensure that clients are properly billed in accordance with any special terms; monitor accounts receivables
  • Review monthly client billing worksheets and consultant corporate, Diner's card statements for charges to be allocated to relevant searches
  • Manage and maintain consultant(s) calendar and coordinate trip schedules, making all travel and associated arrangements

MMI Holdings

Executive Personal Assistant (Group Executive Communication and CSI)
12.2013 - 07.2017

Job overview

  • Company Overview: (Momentum HQ)
  • Coordinate Diaries for Executives
  • Setting up MANCO'S and other meeting VC meetings, Brand and Corporate Affairs meeting
  • Planning and Scheduling meetings an appointment outside the office
  • Preparing and formatting correspondence
  • Marking travel for Executive managers and guest of the new (TravelIT) system
  • Screen of telephone calls and directing to appropriate departments
  • Providing Quality customer care
  • Working in a professional environment
  • Reconciling credit card statements for the Executives
  • Preparing request for payments on procure to pay and submitting invoices for final payments
  • Assisting managers with Budget reconciliations
  • Planning the yearly budget with the manger and making sure budget allocations are correct for projects
  • Managing the day-to-day running of the operations of the office
  • Adding new Vendors/Suppliers to the database for payments
  • Assisting HR to on-board new employers e.g emails, laptops, access cards, desk and any other request
  • Organizing and maintaining filing systems
  • (Momentum HQ)

Seda Essential Oils Incubator

Personal Assistant to CEO
05.2013 - 11.2013

Job overview

  • Managing the day-to-day operations of the office
  • Organizing and maintaining files and records for CEO' office
  • Planning and scheduling meetings and appointments
  • Taking minutes and weekly reporting to CEO
  • Assist in drafting of TOR's for the Communication Specialist
  • Managing projects and conducting research
  • Preparing and editing correspondence, reports, and presentations
  • Making travel and guest arrangements
  • Providing quality customer service
  • Setting up board meetings
  • Arranging Workshops and Events for the office
  • Prepare budgets for workshops/events and office teambuilding's
  • Site inspections to check if the venue requested
  • Sending out invitations for workshops/Events and following up with participant attendance
  • Arranging travel, shuttles and other transportation
  • Reconciling and preparing petty cash
  • Reconciling credit card statements
  • Preparing request for payments

UNFPA IRISH AID

Logistics/Administrative Assistant
07.2012 - 05.2013

Job overview

  • Company Overview: - Sexual Reproductive Health Project
  • Preparing budgets for workshops and maintaining the projects budget allocations
  • Work with the Coordination to establish relationship with provincial partners in KZN, Mpumalanga, Free State, Eastern Cape and Limpopo, for Health Workers on Reproductive health
  • Setting up meetings for coordinate the diary of the Project Coordinator
  • Liaise with Consultants to arrange travel, accommodation, and flights
  • Follow-up with identified workshop participants to get contact details and compile list of participants
  • Prepare Memo's for payments
  • Prepare notes and minutes for meetings
  • Prepare invitation letters for all participants and follow-up on confirmations
  • Ensure Timely submission of participants list to conference facilities
  • Prepare Travel Authorizations
  • Prepare documentation for the processing of per diem and transport allowances
  • Arrange Travel: Source quotations for air-tickets and ground transport
  • Ensure airport pick-up times and drop-off times are communicated to Shuttle Company
  • Prepare workshop material including stationery supplies for distribution at workshops
  • Ensure computer, printing, photocopying, and internet facilities are available if required
  • Source quotations for hotels in the 5 provinces, printing of training manuals in line with UNPFA procurement procedures and ensure timely delivery
  • Site inspections of venues
  • Assisting with Participants list and travel by road or air
  • Printing, binding, and courier of Documentation for trainings in several provinces
  • Assist in drafting of TOR's for the Communication Specialist
  • Source quotations for promotional materials and stationery supplies and ensure timely delivery
  • Prepare Weekly progress reports for management review
  • Monitor Irish Aid Budget and advice Coordinator on expenditure
  • Reconcile budget and preparation of documentation after workshops
  • Maintain a file of all documentation pertaining to the Irish Aid Project
  • - Sexual Reproductive Health Project

UNICEF

Executive Assistant to Deputy Representative
02.2008 - 06.2012

Job overview

  • Organizing travel and preparing complex travel itineraries
  • Managing the Deputy Rep's electronic diary daily
  • Liaising with staff on behalf of Deputy Representative
  • Screening calls for Deputy Representative
  • Preparing correspondence on behalf of Deputy Representative
  • Monitoring and assist in managing the budget the Deputy Rep's programme budget
  • Writing minutes and draft reports
  • Planning, organizing and managing events
  • Preparing materials and documentation for meetings
  • Screening calls for Deputy Representative
  • Preparing correspondence on behalf of Deputy Representative
  • Managing and reviewing filing and office systems
  • Screening, monitoring and responding to the Deputy Representative's emails when requested
  • Leave request and updating the monthly office roster for the Deputy Rep's office
  • Follow-up with identified workshop participants to get contact details and compile list of Participants
  • Prepare invitation letters for all participants and follow-up on confirmations
  • Ensure Timely submission of participants list to conference facilities
  • Prepare documentation for the processing of per diem and transport allowances
  • Arrange Travel: Source quotations for air-tickets and ground transport, preparations of per diems and all other travel arrangements
  • Assisting in the Representatives office when needed
  • Compile documentation for the Contract Review Committee for procurement over the ceiling amount
  • Manage and monitor contracts relating to Terms of Reference, Payment Terms and final contractual payments

WHO

Secretary to Operations Manager
12.2006 - 01.2008

Job overview

  • Prepare Correspondence to the Department of Health for Clearance of meetings and events
  • Making appointments for National Programme Officers and drafting itineraries for their mission
  • Preparing correspondence on behalf of Administrative Officer
  • Preparation of Contracts for Consultants
  • Assisting National Programme Officers with mission reports and correspondence
  • Preparing Budgets request and budgets for upcoming workshops and meetings
  • Assisting with Medical Evacuations
  • Consolidate invoices and payments made
  • Support the Representative when required
  • Organising and Attending events/meetings
  • Preparing materials and workshop modules and other documentation for meetings/Events
  • Managing and reviewing filing and office systems
  • Follow-up with identified workshop participants to get contact details and compile list of Participants
  • Prepare invitation letters for all participants and follow-up on confirmations including compiling confirmations and attendance list
  • Payment of daily allowances to participants at the workshops/events
  • Confirming flights and shuttles
  • Ensure Timely submission of participants list to conference facilities

ILO

Administrative Assistant (ILO USDOL HIV in the Workplace)
01.2004 - 12.2006

Job overview

  • Preparing financial clearance for Workshops and trainings events
  • Preparations of Travel Authorizations and budgets for upcoming Workshops and missions
  • Booking travel for participants and confirming their flight times to assist with shuttle if require
  • Planning and organising events and meetings
  • Compiling and confirming participants list
  • Making appointments for National Programme Officers and also drafting itineraries for missions
  • Preparing office correspondence
  • Making Travel arrangements and ensuring timely payments of per diems
  • Preparing Budgets request and budgets for upcoming workshops and meetings
  • Preparation of Payments
  • Keeping leave records for South Africa, Botswana, Lesotho and Swaziland
  • Preparing Documents to Department of Foreign affairs for clearance good and materials and Diplomatic Identity documents; Typing and preparation of Contracts, Minutes and Reports
  • Preparations of Travel Authorizations
  • Support the Director when required
  • Attending events/meetings
  • Purchasing stationery, equipment and office stationery

ILO

Secretary Receptionist to Deputy Director
01.1998 - 01.2004

Job overview

  • Prepare Correspondence for the Deputy Director
  • Screening of Documents
  • Typing of Mission Reports and Minutes of staff and other meetings
  • Diary Management for Deputy Director
  • Travel Arrangement for Deputy Director and Programme Officers
  • Assisting in preparation of Workshops

Education

Financial management for development professionals

Designing Digital Trainings

Learn Fast College

Certificate in Train the Trainer

University Overview

NQF Qualification

Learn Fast College

Assessor

University Overview

NQF Qualification

Master-Class for Executive Secretaries, Personal Assistants & Office Administrators

College Campus

Project Management Diploma

Hatfield Business College

Executive Personal Assistant with Office Administration

Skills

Paperwork drafting

Computercourses

  • MS Office 2013 - Learn Fast (Excel: Intermediate and Advance & PowerPoint: Intermediate and Advanced), 01/01/19
  • MS Office 2007: Torque IT: Intermediate Microsoft Excel, 01/01/17
  • Intermediate Microsoft Word 2007, 01/01/17
  • Advanced Microsoft PowerPoint, 01/01/17
  • SAPS/Vision/IPSAS Training, 01/01/11
  • JDE Training, 01/01/13
  • Zoom Online Training, 01/01/20
  • Online Teams training, 01/01/20

Othercourses

  • Speed script (Shorthand) - Siyanqoba Seminars
  • English for Business and Professional Purposes
  • CliqIT Travel with Flair Online Booking Tool
  • IRIS Accounting System

Uniceftraining

  • Emergency Preparedness and Response Training
  • Human Rights Based approach to programming
  • Communication for Development Training
  • Managing and updating supplier's database

Drivinglicence

Code 8 Driver Licence

References

  • Gama Sibanda, Chief Technical Advisor, International Labour Organisation, +27 [0]12 406 1531, +27 [0]82 808 4682, +27 [0]72 570 6408, gama@ilo.org
  • Odwa Tiya, Director, Department of Public Works, +27 [0]82 312 8957, odwa.tiya@dpw.gov.za
  • Melissa Africa, HR Assistant, Pretoria Guarding Division, +27 [0]72 920 6796, mafrica761@gmail.com
  • Nkosinathi Mahlangu, CSI Manager, MMI Holdings (Momentum), +012 673 7003, +27 834792970, Emmanuel.Mahlangu@momentum.co.za

Contactdetails

067 410 2090, jacobs@ilo.org, lajacobs2@icloud.com, 552, 33rd Avenue, Pretoria, Gauteng, 0022

Personal Information

  • ID Number: 7609261620083
  • Date of Birth: 09/26/76
  • Nationality: South African

Timeline

Finance & Administrative Assistant

ILO
04.2018 - Current

Senior Security Monitoring Administrative Assistant

VFS Global
11.2017 - 03.2018

Executive Personal Assistant

Spencer Stuart
07.2017 - 09.2017

Executive Personal Assistant (Group Executive Communication and CSI)

MMI Holdings
12.2013 - 07.2017

Personal Assistant to CEO

Seda Essential Oils Incubator
05.2013 - 11.2013

Logistics/Administrative Assistant

UNFPA IRISH AID
07.2012 - 05.2013

Executive Assistant to Deputy Representative

UNICEF
02.2008 - 06.2012

Secretary to Operations Manager

WHO
12.2006 - 01.2008

Administrative Assistant (ILO USDOL HIV in the Workplace)

ILO
01.2004 - 12.2006

Secretary Receptionist to Deputy Director

ILO
01.1998 - 01.2004

Financial management for development professionals
11 2023

Designing Digital Trainings
1 2021

Learn Fast College

Certificate in Train the Trainer
1 2020

Learn Fast College

Assessor
1 2020

Master-Class for Executive Secretaries, Personal Assistants & Office Administrators
1 2020

College Campus

Project Management Diploma
1 2009

Hatfield Business College

Executive Personal Assistant with Office Administration
1 2000

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Lee Ann Rylenia JacobsFinance And Administration Assistant