Nandipa Gcobisa Pilile Ngcingwana
Admin Clerk Supervisor
Mthatha,EC
Summary
Diligent Administrative Clerk Supervisor pursuing new opportunities to leverage extensive experience in managing office tasks, coordinating schedules, and enhancing team operations. Proficient in multitasking with a strong emphasis on efficiency and accuracy, consistently delivering results in fast-paced environments. Detail-oriented with exceptional communication and project management skills, recognized for a proactive approach to identifying and resolving issues while optimizing processes. Committed to supporting team objectives and driving organizational success through effective collaboration and strategic problem-solving.
Overview
24
24
years of professional experience
2
2
Languages
Work History
ADMINISTRATIVE CLERK SUPERVISOR
NATIONAL PROSECUTING AUTHORITY (NPA)
08.2024 - Current
- Manage the legal administration section
- Compile the court roll and submit it to the Director of Public Prosecutions.
- Ensure receipt of the daily court roll from the Registrar.
- Check and sign off closed files, electronic registers for Appeals, Police matters, Civil cases, Mental observations, Rapes and Murders. Compile and submit court statistics.
- Supervise receipt, classification and allocation of incoming documents and opening of case files.
- Ensure case administration tasks are carried out.
- Responsible for quality assurance of all related correspondence and documents.
- Ensure implementation of a practical case pending system. Do monthly inspections.
- Compile and submit court statistics.
- Ensure all necessary administrative tasks and travelling arrangements are carried out.
- Manage the Human Resource functions of staff in the legal administration section
- Ensure timely completion, recommendation and submission of leave applications.
- Monitor leave credits and maintain skeleton staff in the office.
- Sign performance agreements with the section staff.
- Do quarterly performance reviews with section staff.
- Establish training needs and ensure training interventions.
- Manage underperformance and implement a successful mentoring program for the section.
- Manage Document center operations
- Ensure proper filing of documents for the NPA office is done timeously and accurately.
- Ensure all personnel files are up to date and ensure safekeeping of all documents in the office and ensure it is in line with the relevant legislation and policies
- Manage the correspondence register for incoming and outgoing correspondence.
- Manage information and movement of documents within the office.
- Manage postage, courier services of the office
- Ensure postage is collected, checked and distributed timeously.
- Manage usage of the courier and ensure documents for courier are submitted on time.
- Ensure Maintenance of registers for incoming and outgoing couriers
- Ensure that all necessary reports are submitted in all instances which form part of the director Admin support.
- Implement and ensure compliance with policies and procedures.
ADMINISTRATIVE OFFICER
SOUTH AFRICAN SOCIAL SECURITY AGENCY (SASSA)
02.2023 - 07.2024
- Administrative Management - Effective and efficient management of general admin support services
- Provide administrative support services to the Local Office Manager and other officials.
- Schedule, manage appointments and render personal assistance services.
- Represent the sassa local office in various meetings, forums, committees. Record minutes and keep registers on internal and external stakeholders' meetings and events
- Prepare correspondence, presentations and other information as requested. Compile and draft letters and reports for weekly /monthly submissions or as requested.
- Provide logistical support for events and meetings and ensure that the boardroom and facilities are in satisfactory condition.
- Ensure the implementation and maintenance of a filing system that is aligned to the master file plan of SASSA.
- Facilities & Auxiliary Services Management
- Conduct OHS inspections, maintain OHS file, attend OHS meetings and ensure compliance with OHS policy.
- Ensure facilitation and coordination of planned and unplanned maintenance of the office.
- Identify faults, maintenance work needed and identify any hazards in the building and ensure they are attended to on time to avoid injuries on staff, clients and stakeholders.
- Conduct inspections on guarding activities, key control and compile report for submission to the District Manager. Act as a Key Control Officer according to Service Level Agreement
- Monitor daily and weekly attendance registers for cleaners and security officers.
- Verify provision of cleaning materials to ensure compliance in line with the specifications.
- Verify daily cleaning of ablution facilities as well as verify carwash services to ensure compliance.
- Ensure confirmation of services rendered for security and cleaning staff.
- Ensure connectivity of all officials on the network for ensuring daily activities are not hindered.
- Fleet Management - Ensure effective and efficient management of transport
- Conduct vehicle inspections, pre and post official trips being undertaken.
- Ensure vehicle maintenance support and appropriate registers are maintained and kept up to date. Compilation of local office vehicle monthly utilization report.
- Ensure submission of vehicle trip authorities and logbooks monthly to the district office.
- Analyze and reconcile fuel transaction and maintenance costs against Wesbank transaction report.
- Update maintenance, fuel and vehicles registers monthly and submit them to regional office.
- Log calls for service, maintenance and repairs with the merchant and submit request memos for authorisations timely.
- Responsible for ensuring all vehicles are serviced timeously.
- Coordinate and ensure approval of clearances for vehicle repairs before booking vehicles in for any maintenance/service .
- Ensure compliance with the transport policies among all staff to avoid misuse.
- Receive traffic fines and redirect them to the drivers accordingly.
- Asset Management - Manage effective and efficient asset management processes
- Perform needs analysis for assets and compile a report and submit to district office for procurement of new assets.
- Ensure new assets are received in good quality and according to the required specifications.
- Ensure barcoding of new assets and submit the barcoding report to the district office.
- Allocate the new assets to their custodians and update the Fixed Asset Register (FAR).
- Print out the newly updated asset inventory lists and get the custodians to confirm their assets and sign. Ensure the inventory lists are displayed behind the doors for easy access and visibility.
- Perform reconciliation of assets and asset value and handle physical asset verifications.
- Identify assets for disposal quarterly and submit them to the district and regional office
- Facilitate requisition and control of inventory. Ensure provision of inventory and determination of stock levels.
- Security Management
- Ensure water pumps are secured with galvanized lockable steel cage and ensure gates and perimeter fence are up to standard.
- Ensure proper key control for the office and that all doors are lockable.
- Conduct security Service level agreement compliance and conduct inspections quarterly for submission to regional office.
- Report security personnel absence to regional office for implementation of penalties.
- Report all security breaches to admin support manager and regional office.
- Human Capital management – Monitor and Administer implementation of HR policies
- Conduct physical verification of staff and submit reports to the district office.
- Ensure compliance with PMDS policy and do quality assurance on all files before submission to the district office.
- Monitor and ensure compliance to leave management policy, working hours and labour relations policy. Conduct monthly internal leave audits.
- Ensure compliance with wellness administration of staff.
- Coordinate training at the local office and ensure training and development of staff is adhered to.
- Assist in the recruitment processes.
- Finance – Coordinate financial management functions and debt management within the local office
- Assist with formulation of internal controls, monitor and assure compliance with control functions as contained in Finance Regulations Treasury Instructions and Manual for Finance Planning and budgeting systems in the Public Service as well as the Public Finance Management Act (PFMA).
- Assist with budgeting and wexpenditure control as well as preparing budgeting and expenditure control documentation.
- Perform physical bank withdrawals and deposits.
- Coordinate finance and supply chain functions
- Coordinate provisioning of travelling and accommodation services.
- Coordinate, monitor and follow up on balances of accounts as per statement.
- Receive orders from supply chain section for invoices received and prepare for payment.
- Follow up on queries received from suppliers.
- Ensure suppliers are paid within 30 days.
- Responsible for monthly reports and supervision of staff. Maintain petty cash and act as a petty cash custodian.
- Analyse, assess, verify and scrutinize documents to ensure completeness and accuracy.
- Identify grant creditors due to overpayments and grant fraud.
- Create debts for the creditors and capture on Socpen System and generate socpen printouts and open debt files.
- Verify files for correctness and ensure all supporting documents as per debt management policy are attached.
- Conduct home visits and departmental visits to recover state funds.
ADMINISTRATIVE CLERK
NATIONAL PROSECUTING AUTHORITY (NPA)
03.2008 - 01.2023
- Provide high quality secretarial and admin support to the office with duties such as typing, photocopy services, managing SPP diary, receive guests, visitors and screen calls as well as minute taking on meetings.
- Document Management – Ensure implementation of case registers and ensure efficient case date capturing.
- Manage correspondence and check documents for correct referencing before filing.
- Ensure compliance with NPA policies and guidelines and all other relevant legislative prescripts.
- Receive, collate, capture and submit monthly statistics to the NDPP.
- Deal with DPP instructions and queries and prepare reports for such after court proceedings.
- Keep registers for inquests, observation matters, DPP instructions and High court matters.
- Provisioning Administration – Procurement of standard items like office stationery and refreshments.
- Make travel arrangements and all logistical arrangements for meetings and events for prosecutors and senior prosecutors.
- Process and submit subsistence and travel claims
- Fleet Management – Book out vehicles on a daily or weekly basis and ensure trips are authorized.
- Inspect vehicles before and after each trip undertaken.
- Coordinate accident related and non-accident-related claim procedures.
- Rotate vehicles between units and ensure optimum use of fleet vehicles.
- Manage losses and damages on fleet vehicles and keep register of incident for reporting purposes.
- Redirecting traffic fines to the traffic offenders as per trip authorities.
- Reconciliation of log sheets and petrol slips to manage usage on a monthly basis.
- Enforce compliance with government policy on government vehicles and prevent misuse of state vehicles.
- Asset management – Ensure all new assets are barcoded and recorded on the system.
- Responsible for quarterly asset verification and ensuring that asset custodians and controllers are appointed.
- Responsible for asset disposal throughout the unit. Ensure proof of disposal is submitted to Head office.
- Maintain asset removal and ensure asset removal forms are submitted before assets are/can be moved to different locations.
- Ensure the inventory list is updated and signed by the custodian after physical movement of any asset.
- Ensure leased assets are recorded on the asset register and verified quarterly.
- Record all asset losses on the loss register and report to head office.
E-SCHEDULAR CLERK
DEPARTMENT OF JUSTICE & CONSTITUTIONAL DEVELOPMENT
10.2007 - 02.2008
- Obtain charge sheets and interpret contents.
- Capture the data on e-schedular system (ICMS) prior and after court hearing.
- Ensure charge sheets are secured, filed and distributed timely.
- Generate and print daily reports, analyses statistics, and conduct enquiries on the system.
- Conduct charge sheet and data integrity audit and present outcome to supervisor.
- Render assistance in general case flow management.
- Perform other administrative duties of the clerk of the criminal court.
- Responsible for on-the-job training of new officials.
- Capturing admission of guilt, deferred fines, court fines, bail on the JDAS system.
- Submit reviews to the typist for typing and monitor the review register.
- Maintain a proper filing system and identify any shortcomings that may be experienced.
- Typing summaries of dockets and all correspondence for the prosecutors.
ADMIN CLERK
DEPARTMENT OF JUSTICE & CONSTITUTIONAL DEVELOPMENT
07.2004 - 09.2007
- Make copies of criminal dockets for all courts in the PE district.
- Issue subpoenas to witnesses for court upon receipt of the dockets from prosecutors.
- Requisition criminal dockets from the station when needed.
- Ensure that office equipment like copy machines and fax machines are in good working order.
- Maintain registers and compile statistics monthly.
- Procurement of office stationery. Always Implement the Batho Pele Principles.
TRAINEE MANAGER (Experiential Training)
MR PRICE STORES
06.2002 - 12.2002
- I was a Trainee Manager/Cashier doing all cashier duties e.g. petty cash control and banking.
- Responsible for general admin duties such as stock receiving, stock control, stock transfers, stock queries, stock acknowledgement, merchandising and customer care.
- Management of the permanent staff and placement of casual staff.
- Submitting duty sheets of the casual staff to head office for payments on a monthly basis.
- Monitor attendance and absenteeism and compile reports for monthly submission to head office.
Education
BCom - Human Resources Management
University of South Africa
Service Excellence Programme - Department of Justice
Justice College
Conflict and Diversity Management - undefined
Pro Active College
Programme in Public Procurement and Supply management - undefined
UNISA Centre for Business Management
Public Sector Applied Computer Literacy and Office Management - Accredited by University of Pretoria
Skills House
MS Office (full course) - undefined
Edu City Campus
Port ElizabethND - Small Business Management
Walter Sisulu University
Matric - undefined
St Johns College
MthathaSkills
Filing systems
References
- Nobekeza, Madikizela, Assistant Director Administration, DPP: Mthatha, nmadikizela@npa.gov.za, 047 5012 684, 074 580 9742
- Simphiwe, Mkumbuzi, Local Office Manager, Cofimvaba, SimphiweM@sassa.gov.za, 047 8748 401, 061 5947 391
- Pumla, Nofemele, NPA Senior Public Prosecutor, Port Elizabeth, PNofemele@justice.gov.za, 041 5025 443, 084 5048 224
ADDITIONAL INFORMATION
I have since gained much more experience in the following packages: MS Office, internet and email. I'm a team player and work well under pressure. I believe the experience and the skills I possess are an addition to my education and have developed my potential in becoming a well-equipped employee.
Timeline
ADMINISTRATIVE CLERK SUPERVISOR
NATIONAL PROSECUTING AUTHORITY (NPA)
08.2024 - Current
ADMINISTRATIVE OFFICER
SOUTH AFRICAN SOCIAL SECURITY AGENCY (SASSA)
02.2023 - 07.2024
ADMINISTRATIVE CLERK
NATIONAL PROSECUTING AUTHORITY (NPA)
03.2008 - 01.2023
E-SCHEDULAR CLERK
DEPARTMENT OF JUSTICE & CONSTITUTIONAL DEVELOPMENT
10.2007 - 02.2008
ADMIN CLERK
DEPARTMENT OF JUSTICE & CONSTITUTIONAL DEVELOPMENT
07.2004 - 09.2007
TRAINEE MANAGER (Experiential Training)
MR PRICE STORES
06.2002 - 12.2002
Service Excellence Programme - Department of Justice
Justice College
Conflict and Diversity Management - undefined
Pro Active College
Programme in Public Procurement and Supply management - undefined
UNISA Centre for Business Management
Public Sector Applied Computer Literacy and Office Management - Accredited by University of Pretoria
Skills House
MS Office (full course) - undefined
Edu City Campus
ND - Small Business Management
Walter Sisulu University
Matric - undefined
St Johns College
BCom - Human Resources Management
University of South Africa