Mercy Williams

Facilitating the bottom-up process and consolidating the Provincial Business Plan in line with the branch output to ensure the Departmental goals supporting the National outcomes

• Organizing venues, block bookings, beverages as well as travel and accommodation for individuals invited outside of province
• Determine projected expenditure, request BAS reports to determine availability of funds
• Ensure that a request for shifting of funds are done in advance to meet the deadline of the 7th of a month
• Prepare and present SWOT analysis on Provincial related issues that influences the Operational plan
• Responsible to complete and maintain unit risk register
• Supervise intern and acting district coordinators with regard to performance, quality, attendance, leave matters, audit filing systems and record keeping systems in respective offices
• In-house training on the Departmental File Plan, Archive and disposal policy
• Assisting and quality assuring Operational Plans of the 5 Districts broken down into the 17 offices and 11 Ports of Entry
• Customer relation and interpersonal relationship with district coordinators and deal directly with client queries
• Ensuring successful business transformation
• Document Management Provincial Champion and chairperson to guide and update all staff on correctness and new developments on DHA Specific formal business documents
• Coordinating and monitoring the drafting and implementation of Business and Operational plans in line with the strategic plan of the department and the available budget
• Creating of dashboards to track and analyze incoming information/data/documents to ensure adherence to set target times/dates
• Ensuring that core business, identified projects and special programs are facilitated and coordinated effectively and that theyare appropriate for the improvement of the quality of citizens of the province
• Set-up and facilitate virtual meetings within province
• Monitoring and evaluating systems and processes pertaining to the implementation of provincial plans and identified special programs and projects
• Consolidating various qualitative and quantitative reports in the Province
• Analyze them, audit accuracy of information and report on finding
• Consolidating and facilitating information on all operations in the Province to enhance service delivery
• Facilitate the creation a security vetting database in the Province
• Keep record of all unit documents
• Ensure that all employees within the Province are vetted and re-vetted at all times
• Conduct security awareness trainings within the Province
• Assisting with the coordination of meetings, High Impacts, Provincial events
• Participating in the budget process in relation to the Provincial Plan
• Acting for Provincial Coordinator (Level 12) Record: 21/12/2016 until 10/01/2017 and 11/12/2017 until 05/01/2018
• Participated in ongoing professional development opportunities to stay current with industry best practices and enhance personal technical skills.
• Served as an escalation point for more challenging cases, demonstrating advanced problem-solving skills and expertise in technical support functions.
• Contributed to a positive work environment by consistently displaying professionalism and courtesy towards colleagues and clients alike.
• Improved internal communication within the support department by establishing clear procedures and protocols for information sharing among team members when needed urgently during support cases.

• Conducting safety inspections in the workplace
• Promoting Occupational Health and Safety standards in the office
• Reviewing the effectiveness of Health and Safety measures
• Identifying potential hazards and potential major incidents at the workplace
• Reporting and investigating incidents at the workplace
• Examining the causes of incidents at the workplace
• Conducting regular inspections on possible sources of Health and Safety hazards in the workplace
• Investigating complaints by the employees relating to employee health or safety at work
• Conducting and Facilitating Health and Safety Trainings
• Increased customer satisfaction by addressing and resolving complaints in a timely manner.
• Managed a diverse portfolio of clients, ensuring that each received tailored solutions aligned with their specific requirements.
• Developed and maintained positive customer relations and coordinated with team members to properly handle requests and questions.
• Collected, arranged, and input information into database system.
• Conducted regular reviews of operations and identified areas for improvement.

• Ensuring the effective flow of information and documents to and from the office of the Chief Director
• Ensuring the safekeeping of all documentation in the office of the Chief Director in line with relevant legislation and policies
• Handle confidential documents and ensuring the safekeeping of all documentation
• Scrutinizing routine submissions/reports and make notes and/or recommendations for the Chief Director
• Responding to enquiries received from internal and external stakeholders
• Collecting, analyzing and collating information requested by the Chief Director
• Ensuring that travel arrangements are well coordinated
• Scrutinizing documents to determine actions/information/other documents required for meetings
• Clarifying instructions and notes on behalf of the Chief Director
• Assisting and dealing with complaints and queries as received form public and Stakeholders
• Conflict Management
• Organize and take minutes of all provincial meetings chaired by Provincial Manager
• Safeguarded sensitive information with strict adherence to confidentiality protocols and data protection regulations.
• Managed high-level correspondence, ensuring timely responses and accurate information dissemination.
• Expedited decision-making processes with thorough research on relevant topics presented in concise briefings for senior leadership review.
• Optimized workflow efficiency by prioritizing tasks effectively based on urgency levels while remaining adaptable to shifting priorities.
• Enhanced executive productivity through comprehensive calendar management and meeting coordination.
• Coordinated travel arrangements for executives, including flight bookings, hotel reservations, and ground transportation logistics.
• Organized company events such as holiday parties or team-building exercises to foster a positive work culture within the organization.
• Assisted in the preparation of presentations or reports, ensuring accuracy and professionalism in all documents produced.
• Demonstrated exceptional attention to detail when proofreading documents or reviewing contracts before distribution to ensure accuracy and compliance with organizational standards.
• Enhanced overall office functionality by maintaining up-to-date knowledge of best practices in administrative support, staying current on relevant software updates, or attending professional development workshops.
• Contributed to project success by providing administrative support to cross-functional teams as needed during key initiatives or campaigns.
• Supported departmental goals by providing reliable assistance to colleagues as needed, effectively demonstrating teamwork skills and a strong sense of responsibility.
• Developed strong working relationships with external vendors or partners through consistent communication, negotiation skills, and exemplary customer service.
• Maintained daily report documents, memos and invoices.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Scheduled appointments and conducted follow-up calls to clients.
• Provided clerical support to company employees by copying, faxing, and filing documents.

• Do day to day diary of the Director Finance and Support
• Do travel and accommodation arrangement
• Compile the S&T Claims and Kilometer's travelled claims
• Arrange meetings and take minutes
• Do filling of documents within the unit
• Liaise with stakeholders on behalf of the Director
• Implementation of administrative measures within the office of the Director Finance and Support
• Improved project efficiency with strategic planning, resource allocation, and time management practices.
• Enhanced team collaboration through regular communication, goal setting, and performance evaluations.
• Implemented innovative solutions to solve complex problems, resulting in increased productivity and streamlined operations.
• Managed budgets effectively to ensure optimal use of resources while maintaining financial stability.
• Established a culture of continuous improvement by fostering open communication channels and empowering employees to voice their ideas.
• Facilitated cross-functional collaboration for improved decision-making processes within the organization.
• Proactively identified potential risks and implemented mitigation strategies to minimize negative impacts on projects or business operations.
• Boosted client satisfaction rates through exceptional relationship management and prompt resolution of issues.
• Spearheaded innovative approaches to resource allocation and strategic planning.
• Enhanced stakeholder satisfaction with timely and transparent communication strategies.
• Improved team morale and productivity by implementing comprehensive professional development program.

• Responsible for variety administrative duties related to Immigration Services
• Liaising with different stakeholders with matters pertaining to Immigration Services
• Implementing effective operational control measures within the Immigration Services unit
• Liaising with Head Office on deportation matters
• Facilitating the planning process and consolidate the Provincial Business Plan in line with the branch output to ensure the Department achieve the set goals supporting the National outcomes
• Assist and quality assure Operational Plans of the 5 Districts broken down into the 14 offices and 11 Ports of Entry
• Coordinate and evaluate of 8 Inspectorate Offices and 11 Ports of Entries
• Collaborated with department heads to develop strategic plans aligning with overall company objectives, fostering a unified approach toward shared goals.
• Enhanced customer satisfaction by responding promptly to inquiries and addressing concerns professionally.
• Gathered and organized materials to support operations.
• Boosted team morale and productivity by organizing team-building activities and maintaining open-door policy for feedback and concerns.
• Prioritized and managed multiple projects simultaneously, ensuring all met their deadlines and objectives without compromising quality.
• Increased client satisfaction by facilitating clear and consistent communication between project teams and stakeholders.
• Resolved issues through active listening and open-ended questioning, escalating major problems to manager.
• Delegated tasks to administrative support staff to organize and improve office efficiency.

• Assisting clients at Information desk
• Completion of application forms for ID, Passport, Birth, Marriage and death and issuing thereof
• Registration of birth, marriage and death on National Population Register
• Dealing with queries regarding Late Registration of Birth and duplicate case applications
• Tracking and tracing of id applications on the system
• Dealing with applications for permanent residence, naturalization and temporary permanent residence permits
• Created welcoming environment for customer by greeting and assisting, as well as quickly responding to customer inquiries and needs.
• Managed daily mail distribution for both internal employees and external customers or clients.
• Arranged meetings and appointments and updated records to assist management.
• Supported auditors by efficiently compiling requested documentation.
• Increased customer satisfaction with prompt and courteous service while addressing inquiries and concerns.
• Coordinated and maintained impressive office organization to keep facilities efficient, organized, and professional.
• Improved communication between departments through effective scheduling and coordination of meetings.
• Fostered positive work culture, coordinated team-building activities that improved morale and team cohesion.
• Ensured compliance with internal policies, conducted regular audits of office supplies and initiated reordering process.