Nikiwe Lucrecia Godi
Booysens, Pretoria West
Summary
Flexible Office Administrator with seven (07) years of experience and diverse background of fulfilling office needs such as administrative support to projects and office coordination. Accomplished event planner and executive assistant. Willing to learn new industry to better address staff and managers' needs.
Office professional prepared for this role with comprehensive experience in administrative functions, scheduling, and office management. Known for driving efficiency and streamlining processes to support organizational goals. Excels in team collaboration and adapts readily to changing needs, ensuring reliable and consistent performance. Proficient in communication and organizational skills, traits highly valued by employers.
Overview
7
7
years of professional experience
1
1
Certification
Work History
Office Administrator
Department of Forestry Fisheries and the Environment
06.2022 - Current
- Company Overview: Department of Forestry Fisheries and the Environment – EP Branch
- Provide Administration Support
- Oversee the smooth operation of the office including supplies and maintenance
- Manage diary of the chief director and remind her of the upcoming meetings
- Prepare the Agenda and share before the meeting for inputs and take minutes in a meeting
- Providing the directorates with calendars and diaries
- Facilitate the procurement of short courses/ training interventions for the chief directorate
- Assist in coordinating SnT claims for officials in OCD and directors, send to the chief director for approval and submit to finance for payments.
- Responsible for consolidating all weekly reports received from regional offices for reporting
- Document management
- Receive salary reports from finance, facilitate the signatures and submit back to finance
- Request leave credits for the CD, capture her leave application and send to DDG for approval, then send the approved leave application to HR
- Facilitate the signing of performance agreements and verification statements for the directors and the chief director
- Upload the performance agreement and verification statement for the chief director in the PMDS system
- Receive SnT claims from our directorates, facilitate CD’s approval and send back to admins for further processing to finance for payments
- Ensure that all documents i.e. contracts, Invoices, SnT’s are accompanied by all supporting documents prior to submitting to CD for approval/authorisation
- Receive Budget confirmation forms from directorates for CD’s recommendation and process further to ODDG for payment confirmation.
- Receive weekly travel plans from directorates and facilitate approval by the Chief director and send the approved travel plan to the directorates
- Receive cost containment travel plans, send to CD for recommendation and further submitting to ODDG for further recommendation for approval by DG
- Assist in drafting memos, submissions and ad-hoc submissions for the chief directorate and load on EDMS for DG’s approval
- Correspondence Management
- Ensure that documents received complies prior to sending to the CD for approval
- Set appointments and ensure effective and efficient time management for the CD
- Engage with stakeholders to confirm their availability before issuing a meeting link
- Manage the EP Region 1 mailing list, add new officials and removing officials accordingly
- Monitor the status and progress of assigned workflows, tasks and referrals and remind the CD accordingly
- Check CD’s diary and confirm CD’s availability for meetings
- Issue links for meetings on behalf of the CD
- Send meeting updates and attach agenda on behalf of the CD
- Office Coordination
- Assist in preparing the procurement plan for the chief directorate for reporting to the DDG
- Track our expenditure and update the chief director accordingly
- Recording all received incoming and outgoing documents manually and electronically, for the chief directorate
- Arrange Petty cash and procure the needs of the office, and submit the petty cash reconciliation to finance
- Set dates for the chief directorate’s quarterly review meeting in line with the DDG’s calender and inform the directorates to diarise the dates
- Travel and Events coordination
- Receive weekly travel plans from directorates and facilitate approval by the Chief director and send the approved travel plan to the directorates
- Receive cost containment travel plans, send to CD for recommendation and further submitting to ODDG for further recommendation for approval by DG
- Responsible for making travel and accommodation arrangements for the chief director and the chief directorate
- Communicate with the CD to find out her preferred hotel closer to the meeting venue
- Allow all colleagues to specify their dietary preference and send to the hotel before arrival
- Arrange with the hotel the dietary preferences for the CD
- Liaise with the hotel and arrange the boardroom set-up and all the equipment’s we will need to ensure that we have a successful meeting
- Responsible for booking flights for the CD and ensure that her visas documents are up to date
- Hosted at the Department of Forestry Fisheries and the Environment – EP Branch
Administrative Officer
Department of Forestry Fisheries and the Environment
04.2020 - 05.2022
- Company Overview: Department of Forestry, Fisheries, and the Environment – EP Branch.
- Provide administrative support to the directorate: Programme Implementation - Limpopo.
- Procurement Procedures.
- Receive tender documents for successful bidders from SCM, prepare a LOG2 for approval by managers, and submit it to SCM for an order to be issued.
- Verify Invoices sent by service providers for Infrastructure and Non Infrastructure projects and submit to finance for LOGIS capturing and payment authorisation
- Submit stamped Invoices with signatures to finance for BAS payments
- Facilitate the signing of contracts/MoA’s and project charters by the CD/DDG
- Respond to Request for Information (RFI) from AGSA and Internal auditors by providing them with the requested project documents.
- Monitoring of the chief directorate’s Adjusted Estimate National Expenditure (AENE) in relation to the quarterly budget
- Assist in compiling and doing quality checks on the project completion reports for projects in the directorate
- Receive SnT claims and submit to the director for approval
- Manage the signing of performance agreements and send the signed to colleagues.
- Keeping track of the Payment and send Payment stub to the Service provider and project managers.
- Assist in preparing the procurement plan for the directorate for reporting to the CD’s office
- Track our expenditure and update the director accordingly
- Load submissions, letters and ad-hocs on EDMS for CD’s attention and approval by DDG or DG
- Make travel and accommodation arrangements for the directorate
- Assist in compiling and doing quality checks on the project completion reports for the directorate
- Recording all received incoming and outgoing documents manually and electronically, for the chief directorate
- Arrange Petty cash and procure the needs of the office, and submit the petty cash reconciliation to finance
- Hosted at the Department of Forestry Fisheries and the Environment – EP Branch
Intern (EPIP Contract Administration)
Department of Environmental Affairs
04.2018 - 03.2020
- Generate MoA’s for EPIP
- Upload MoA’s on EDMS for vetting by legal services and do follow- ups
- Ensure MoAs, Business Plans and Appointment letters are correctly signed by parties
- Upload duly signed MoA’s in to PMIS system
- Ensure original copies of MoA’s are filed at registry and one copy dispatched to the implementer
- File all EPIP Documents with EP Registry and issue copies to regional Office and respective service providers
- Provide Auditor General with documents as and when needed
- Provide State attorney with documents as and when needed
- Update contract Register on a regular basis
- Request compliance documents from service providers and prepare payment file
- Generate amendments to contracts
- Draft addendums to contracts
- Upload on EDMS for vetting together with all the supporting documents
- Ensure addendums are correctly signed by both parties
- Upload duly signed addendums on PMIS system
- Ensure original addendums are filed at registry and one original copy is dispatched to implementers and regional office.
- Creation of EPIP projects on system
- Create approved projects on PMIS system
- Capture appointed implementers on PMIS system
- Link appointed implementers to approve projects
- Facilitate breach of contracts
- Send notices to implementers in relation to breach of contract
- Supervise the time period given as per notices
- Comparative Schedule presented and approved by EPIP management
- Assist in preparing comparative schedules for all EPIP projects
- Prepare appointment letters
- Draft and send appointment letters to successful implementers
- Contract compliance documents
- Ensure compliance documents are submitted by implementers within the prescribed period
- Assist with completion reports, verify all documents attached and submit to the director
- Refer debt recovery matters to legal services for litigation
- Draft internal memos to legal services for the recovery of debts arising from the breach of contract
- Circulate the uploaded progress report on matter under litigation and implementer’s debt agreement
- Arrange and attend meetings with state attorney, consultation with counsel, legal services and implementers
- Generate amendments to contracts
- Trigger the business plan in order to allow the Service provider to make changes on the business plan.
- Draft addendums to contracts
- Upload on EDMS for vetting together with all the supporting documents
- Ensure addendums are correctly signed by both parties
- Upload duly signed addendums on PMIS system
- Ensure original addendums are filed at registry and one original copy is dispatched to implementers and regional office.
- Process approved business plan on PMIS II system, check the project budget and deliverables and make corrections if needs be, before sending to service providers for signatures
- Send to service providers and give them instructions on where to sign together with their witnesses.
- Send the signed business plan to the DDG or CD for departmental signature, scan and send the duly signed business plan to the Regional office and service provider for their records.
- Provide Reference numbers on the Business plans and send to registry for filing
- Creation of EP projects on system and Trigger Business Plans
- Create approved projects on PMIS system.
- Capture appointed implementers on PMIS system.
- Link appointed implementers with the project to approve projects.
- Trigger business Plans and communicate with implementers and entities i.e (SANParks, SANBI and Isimangaliso) to get the business plans signed by the CEO’s respectively.
- Ensure that Business Plans are correctly signed before sending to the DDG for departmental signatures.
- Assist Officials from entities in triggering of the PPRs for monthly reporting.
- Initiate EP Contracts and Business Plans
- Generate MoA’s for EP branch upon approval by the DG.
- Upload MoA’s on EDMS for vetting by legal services and do follow- ups.
- Capture Implementer on PMIS and link with the project.
- Ensure MoAs, Business Plans and Appointment letters are correctly signed by parties.
- Upload duly signed MoA’s in to PMIS system.
- Ensure original copies of MoA’s are filed at registry and one copy dispatched to the implementer.
- File all EP Documents with EP Registry and issue copies to regional Office and respective service providers.
- Provide Auditor General with documents as and when needed.
- Provide State attorney with documents as and when needed for litigation matters.
- Update contract Register on a regular basis.
- Request compliance documents from service providers and prepare payment file.
- Create project Reference numbers spreadsheet for new programmes and update accordingly.
Education
Ethics in the public service -
National School of Government
Pretoria01.2023
3 Year National Diploma - Office Management and Technology
Tshwane University of Technology
Pretoria01.2013
1 Year Legal Studies certificate -
Oxbridge Academy
Online01.2011
High School - Grade 12
Nyamande High School
Mpumalanga01.2004
Skills
- Knowledge of public service procedures, policies and prescripts
- Advanced MS office applications (MS Word, Excel, PowerPoint, and Outlook)
- Ethics course
- Collaboration with stakeholders
- Understanding of protocol
- Can handle confidential matters
- Knowledge of the Public Finance Management Act (PFMA)
- Proactive approach to meeting deadlines
- In-depth understanding of office etiquette
- Ability to work under considerable pressure
- Conflict management skills
- Interpersonal relations skills
- Project management skills
- Contract management skills
- Time-management skills
- Treasury Regulations
- Customer relations management
- Organising skills
- Problem-solving skills
- Administrative and organisational skills
- Experience dealing with internal and external stakeholders
- Ability to listen attentively
- Records management
- Executive support services
- Budget tracking
- Procurement procedures
- Travel coordination
- Correspondence management
- Quality assurance
- Meeting coordination
Websites
References
- Ms. Nomahlubi Geja, Department of Forestry Fisheries and the Environment, Chief Director: EP Region 1, 0123999890, ngeja@dffe.gov.za
- Ms. Grace Modubu, Department of Forestry Fisheries and the Environment, Director: Implementation Limpopo (EP Region 1), 0123999693, gramodubu@dffe.gov.za
- Mr. Mpho Lehutso, Department of Forestry Fisheries and the Environment, ASD: Contract Administration (EPIP), 0123999671, mlehutso@dffe.gov.za
Personal Information
Languages
Afrikaans
Upper Intermediate
B2
English
Advanced
C1
Certification
- Ethics in Public Service
- Breaking Barriers
Timeline
Office Administrator
Department of Forestry Fisheries and the Environment
06.2022 - Current
Administrative Officer
Department of Forestry Fisheries and the Environment
04.2020 - 05.2022
Intern (EPIP Contract Administration)
Department of Environmental Affairs
04.2018 - 03.2020
Ethics in the public service -
National School of Government
3 Year National Diploma - Office Management and Technology
Tshwane University of Technology
1 Year Legal Studies certificate -
Oxbridge Academy
High School - Grade 12
Nyamande High School
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