Mmakoena Petrus Monama

• Fleet Management Functions:
• Develop and implement Mission fleet management policy and standard operating procedures which interacts with U.S. Government and South African laws and policies.
• Facilitate the procurement and disposal of the USAID/Southern Africa equipment’s and motor pool-fleet.
• Disposes and prepares State vehicles and ICASS vehicles for sale according to the vehicle replacement program to maintain a cost effective and efficient mission fleet.
• Liaises with Property Managers in Washington to ensure proper procedures are followed in disposing of official vehicles.
• Ensure that proper procedures and policies are followed in acquiring of new vehicles and replacements of stolen goods.
• Provides oversight for active vehicle maintenance requirements and inspection program with corresponding files on each vehicle to document routine maintenance and repair work in the fleet management information system.
• Conduct fleet analysis of Southern Africa Mission (Botswana, Namibia, South Africa, Eswatini and Angola).
• Prepares and manage vehicle licensing, registrations, insurances and parking permits.
• Ensure compliance and safe driving of government owned vehicles.
• Exercise leadership and supervision of post's General Service Office personnel.
• Foster positive working relationships among personnel to prevent conflicts.
• Ensure that all drivers have required valid documentation before driving government owned vehicles.
• Monitor behavior of the drivers on Drive Cam and conduct counseling or disciplinary actions if required.
• Ensures Mission drivers' compliance with post's motor pool vehicle policy.
• Manage the administration of accidents, repairs, stolen or loss of vehicles.
• Updates vehicle mileage, fuel and oil consumption, and general costs pertaining to individual vehicles in the Fleet Management Information System.
• Monitoring of the Fuel consumption per vehicle and driving efficiency of the drivers.
• Inspects vehicles on a daily/weekly basis in case of accidents and then reports any damages to the Regional Executive Officer and files proper mishap reporting documentation.
• Responsible for the effective implementation and development of a variety of monthly, quarterly, and annual reports for monitoring motor pool operations for compliance.
• Liaises with Standard bank fleet management regarding card replacements and new cards applications.

Property Management Functions:

• Responsible for the implementation and development of property/asset management policy which align with U.S Government property management policies.
• Conducting annual physical inventory of furniture and equipment of the office buildings in Southern Africa and subsequently reconciles records.
• Identify and approve transfers or donation of mission property to other missions or organizations.
• Responsible for acquisition of new personal property for USAID/Southern Africa including Botswana, Lesotho, Namibia, Angola and Swaziland.
• Receive acquired property, preparing the required Receiving and Inspection Report and recording property in appropriate register and ensure all required documentation is attached.
• Responsible for registration for data of received items into the property management system, updates and maintains records of the property.
• Submit Receiving reports and supporting documents to RFMO for payment purposes.
• Identifies and recommends property for retirement (damages, loss or end of life) when required.
• Prepares disposal authorization reports, prepares sales proceeds reports and reconciles property records.

Mail room, Operations, and Correspondence and Records Functions:

• Oversee the operations of mail room services including courier services.
• Supervise mail room and communications and records personnel including switchboard services.
• Evaluated employee performance regularly,providing constructive feedback for continuous improvement.
• Implementation of mail room, records and communications and reception services policies and standard operating procedures.
• Oversee the reproduction and administrative support for Executive Office.
• Procurement of office supplies including equipment’s and office furniture
• Implement and maintain effective systems and processes for inventory management including stock audits.
• Maintain accurate and up-to-date records of all stock levels and stock movements.
• Oversee daily operations of the stock room, including receiving, organizing and stock distribution.
• Collaborate with suppliers to ensure timely and deliveries.
• Develop and manage the stock room budget.
• Manage procurement requests for Southern Africa and ensure that services are completed prior to payments.

• Procurement of office supplies and equipments.
• Conduct property inspections and preparation of inspection reports.
• Manage residential inventories, settling-in kits and associated stocktakes including disposal of items in accordance with established procedures.
• Prepare payments and applicable transactions for all maintenance requests and orders placed.
• Liaises with suppliers regarding confirmation of payment and deliveries.
• Sending Remittance Advices to supplier after completion of the Payment Run.
• Provide general maintenance of the office compound and residences.
• Management of Mission Fleet.
• Receipt, reconcile and bank inward remittances; other bank work as required.
• Filing of Invoices after Payment Run.
• Prepare VAT claims through South African Revenue Service.
• Collect sort and distribute incoming mail and faxes.
• Prepare Visa applications for High commissioner and other officials.
• Assist official mission visitors and others through airport customs, passport control, airline check-in processes when required.
• Draft letters and submissions, Document and information management.
• Other administrative tasks as required, including copying of documents and filling

• Liaise with learners and parents of the community render operational administrative support of the organization.
• Provide secretarial services to the executive members, taking minutes, typing letters requested, faxing documents, managing diary of the CEO and drafting memos.
• Purchasing stationery.
• Preparing documents and logistical arrangements for the meeting.
• Capture payments and file the invoices.
• Assist with the maintenance of proper records management.
• Assist with events and function organization.
• Transporting of learners and goods.
• Transporting management to and from airport and to the meetings.
• Prepared presentations that clearly communicated key information, supporting successful internal and external meetings.