Palesa Letsapa

1. Administrative support to the TFCA Financing Facility PMU focusing on the following;

• Supporting the programme team with meeting minutes and follow-up action points from programme meetings.
• Supporting the programme team by drafting summary session reports and key outcomes for workshops and conferences.
• Supporting the establishment and maintenance of efficient record systems.
• Establishing and maintain a proper inventory of project assets and contracts register issued in the project.
• Assisting with the tracking of grant contract requirements and following up with grantees as needed.
• Supporting the Senior Programme Officer in review of proposals as per request.
• Managing the TFCA Financing Facility calendar of events.

2. Logistics

• Coordinating and assisting in making travel arrangements for national and international consultants and programme staff for the TFCA Financing Facility for all their international and domestic travels.
• Providing logistical support to all programme activities, including trainings, meetings, conferences and workshops)
• Supporting programme staff on the ground during trainings, meetings and workshops to ensure smooth execution of events.

3. Procurement

• Arranging for procurement of equipment, supplies and services as required in accordance with the project work plan.
• Making budget checks for requisitions, POs and all contracts to ensure alignments with budgets.
• Assisting in drafting contracts for local and international experts and consultants.

• Supporting with logistics for research-related meetings and workshops with government and private sector stakeholders. Additionally, coordinating closely with local research team to understand and carry out duties as assigned by local research team and Team Lead.

• Recording grant and subcontract applications received by the RWP
• Assisting Grants Managers with the competition process for grants and subcontracts
• Recording the proceedings of evaluation/selection committee meetings
• Performing administrative tasks related to compliance, drafting grant and subcontract documents, and mailing grant agreements and subcontracts, including grant and subcontract checks
• Serving as point of administrative contact for grantees and subcontractors
• Reviewing grantee budgets and monthly reports for compliance
• Organizing and maintaining electronic and paper files of grant and subcontract documents and resources
• Maintaining the grantee and subcontract databases
• Assisting with data entry in the grants and subcontract management system(D365)
• Assist with in-kind procurements for the grantees
• Following up with grantees to ensure they are meeting deliverable deadlines and reporting requirements, including monitoring and evaluation reporting
• Working to enhance and improve grants and subcontract management processes and increase efficiencies
• Performing any ad-hoc duties assigned by Grants & Subcontract Managers.

• Liaising with the project's technical and operational teams to efficiently coordinate travel, lodging, meeting and training logistics for all project-related activities
• Arranging flight and hotel reservations, preparing and making amendments to travel requests
• Preparing international travel approval (ITA) requests, for non-us officials
• Acting as the point of contact for high-level visitors to USAID Resilient Waters Program, booking reservations and providing assistance as needed
• Invoice processing and management for travel-related and logistics-related purchases, and maintaining a log book and registers for all visitors to USAID Resilient Waters Program
• Making reservations and coordinating transportation for regional trainings and conferences held at the USAID Resilient Waters Program
• Preparing solicitations and requests for proposals/quotations to obtain bids and work directly with local vendors to obtain quotations and initiate procurements
• Negotiating and preparing contracts and purchase orders
• Monitoring contracts and purchase orders issued to vendors to ensure compliance with terms and conditions
• Ensuring procurement activities are carried out in accordance with contractual requirements, including US Federal Acquisition Regulations (FAR)
• Supporting recruitment processes by administering appointments and maintaining records and information.

• Warehousing-Warehouse Management Systems, Receiving, Supplier & Customer returns, Stock takes, Stock Control & Administration
• Routing & Scheduling - Importing customer orders in Route Scheduling tool, planning orders on a route and allocating drivers to routes, Fleet management
• Distribution- Distribution Systems, pulling through routes in shipment form, Printing and sorting invoices according to routes on route sheets, releasing orders for picking and generating invoices
• Customer Service- E-Commerce, Order management, Creating Famous brands' customer online accounts, placing online customers orders for various stores, Solving customer queries and tracking customer orders and delivery
• Receptionist - Answering the phone and transferring calls, helping to organize exhibitions and networking events and assisting the Franchising managers with administration tasks from time to time.

• Achieving store sales targets
• Assistant to store manager
• Processing customer payments
• Maintaining records of purchases
• Promoting new accounts and rewards programs
• Providing excellent customer service and styling
• Maintaining visual standards of store.

• Receiving merchandise into warehouse
• Preparing order requests by packing and placing orders in delivery area
• Managing customer returns and control records
• Preparing parcels for mailing
• Packaging of products to various retail outlets.