Ndileka Va

1.Provide secretarial / reception support service to the Deputy Director

ensuring that meetings are taking place as planned :-

• Organized meetings and events for Deputy Director, ensuring all necessary materials were prepared in advance
• Organized and coordinated daily and monthly meetings
• Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time
• Served as liaison between Deputy Director''s office and other departments, fostering open lines of communication
• Handled confidential and sensitive information with discretion and tact
• Organized logistics and materials for each meeting
• Enhanced efficiency by streamlining daily schedules and prioritizing tasks for the Deputy Director

2.Render document management for the programme

• Monitor approval of documents if are aligned with internal policies and internal templates to ensure smooth document flow.
• Managed mail and both incoming and outgoing correspondence and mail
• Increased productivity by handling confidential information discreetly and maintaining strict confidentiality protocols
• Screened emails and initiated actions to respond or direct mail to responsible maanger

3.Provide budget compilation , monitor spending and do monthly report .

• Compiled yearly travel activity plan, which includes destination, month of traveling, frequency, car hire, accommodation, air transport, meeting venues and catering.
• Compile Non personnel-budget workings, where all travel activities, SCOA items and unit cost are included.
• Do projections and monitor cash flow
• Submit first budget , second budget, adjustment estimates, re-projections.
• Do shift of funds and roll-over when needed.
• Report of In year monitoring (IYM) monthly - giving reasons on under spending and overspending against projected budget.

4. Management and monitoring of Leave

• Manage leave and reconcile for submission to Human Resource Office

5. Office Equipment Management

• Ensure equipment is in good use

6. Procurement management for the unit

• Compile memorandum for attendance and to procure, request of quotations fro Supply Chain office, checking BAS report for availability of funds, ensuring approval of memorandum by delegated person.
• Procurement on LOGIS system and generation of requisition and approval by Chief User delegated.
• Submission of requisition to Internal Control Unit for pre-audit then to Supply Chain Management for generation of order number.
• Following up on service provider to issue vouchers and sending invoice to be paid within month of procurement.
• Good receipt as proof of job done and for payment purpose and closing of order.

As Personal Assistant in the office of Deputy Director General I indirectly supervise admin officers in directorates under Programme 2 by monitoring and supervising their submissions. This has given an experience of supervisory. To be in office of Deputy Director General has given me an opportunity to directly dealt with all stakeholders at Senior Management, Middle Management internally and externally.

• Managed more than 100 documents in a month- incoming and outgoing mails
• Co-ordinate 2 Provincial Budget Management events - Treasury guidelines and Budget Review
• Managing central filing- dealt with more than 40 administration and operational files
• Co-ordinate submission of files to Auditor General team and Internal Audit during audit period.
• Managed procurement process for Directorate (10 staff members)- booking accommodation, car hire, flights, venues, catering , stationery, refreshments.
• Managed diary for Director Budget Management

Capturing of new cases

• Capturing all new cases and allocate according to district attorneys and outsource to external attorneys
• Payment of external attorney through Judicare system

Office management

• Contributed to team goal-achievement by collaborating with legal team to develop client service improvement initiatives
• Planned and coordinated logistics and materials for meetings, meetings, and staff events
• Managed petty cash, purchase orders and account transactions
• Remained solutions-oriented in face of complex problems to assist management and overall business direction
• Created, prepared, and delivered reports to various assignments
• Aided colleagues, managers, and clients through regular communication and assistance
• Registered asset on inventory list and attached bar codes for asset verification
• Compiled report on fleet management
• Improved record-keeping accuracy by creating updated filing system for confidential documents and materials

• Increased customer retention rates through exceptional communication skills and problem-solving abilities
• Assisted on boarding of new employees by preparing personal files
• Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory
• Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents
• Welcomed customers with friendly greeting, answered general questions, gathered nature of visit and directed to specific offices
• Reduced incoming call response time by implementing effective call routing system
• Managed multiple tasks and met time-sensitive deadlines
• Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance
• Self-motivated, with a strong sense of personal responsibility

• Continually sought methods for improving daily operations, communications with clients, record keeping, and data entry for increased efficiency.
• Managed executive calendars, scheduling appointments and meetings to optimize time management.
• Booked airfare, hotel, and ground transportation to coordinate office travel.
• Entered data into system and updated customer contacts with information to keep records current
• Answered multi-line phone system and enthusiastically greeted callers
• Scheduled appointments and conducted follow-up calls to clients
• Provided clerical support to company employees by copying, faxing, and filing documents
• Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy
• Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally
• Managed filing system, entered data and completed other clerical tasks
• Managed executive calendars, scheduling appointments and meetings to optimize time management
• Implemented new office procedures to improve workflow efficiency while reducing administrative errors
• Transcribed and organized information to assist in preparing speeches and presentations