Precious Bonsile Nciliba
Administrative Officer
Pietermaritzburg
Summary
Experienced Administrative Officer with expertise in overseeing administrative functions and optimizing office operations. Skilled in coordinating teams and resources to enhance productivity and streamline workflow. Demonstrates strong organizational and communication abilities to facilitate smooth daily operations and meet deadlines efficiently.
Overview
22
22
years of professional experience
27
27
years of post-secondary education
3
3
Language
1
1
Certificate
Work History
Project Administrative Officer
Sustainable and Healthy Food Systems (SHEFS)
10.2017 - Current
- Company Overview: The University of KwaZulu-Natal (UKZN) is a prominent higher education institution in South Africa, known for its research-led and teaching-focused approach. SHEFS-SA, Research Action Partnership (D'RAP) with eThekwini Municipality, Centre for Functional Biodiversity (CoP), COGTA Post Docs Programme are main projects working towards student funding and ground breaking research.
- SHEFS being the main project, UKZN is the head office for all SHEFS-SA partners from the UK (four institutions), Malawi (two institutions) and Zimbabwe (one institution), and one other in South Africa (INR). Taken care of the salaries, conference expenses, research funds and all travel expenses of the international partners.
- Created, prepared, and delivered reports for various projects.
- Maintained accurate records, ensuring timely processing of invoices, payments, and financial reports.
- Contributed to successful projects by providing essential administrative support and resource management.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Streamlined office processes by implementing efficient administrative systems and procedures.
- Provided exceptional support to the line manager by coordinating travel plans, and organizing meetings.
- Cultivated strong professional relationships with external stakeholders such as suppliers, partners, or regulatory bodies.
- Ensured compliance with industry regulations by maintaining up-to-date knowledge of requirements and monitoring adherence to guidelines.
- Reduced expenses by negotiating with suppliers for cost-effective travels and services.
- Maintained inventory of office supplies and placed orders.
- Performed wide-ranging administrative, financial and service-related functions.
- Followed detailed directions from management to complete daily paperwork and computer data entry.
- Planned and coordinated logistics and materials for conferences, workshops, committee meetings, and staff events.
- Managed data and correspondence to secure information across complex landscapes of organizational departments.
- Managing large, multi-disciplinary international and government funded research projects, office-based duties but not restricted to project financial administration, procurement and purchases on I-Enabler, travel system UKZN TMC, filling out appointment forms, capturing appointments for casual staff, enumerators and research assistants (post-grad students) and organizing petty cash and reconciliation.
- Managing the office, management and monitoring of funds (capture and track project cost centre expenditure), buying of stationery and equipment, courier services.
- Manage post graduate student files for the stipend and research funding.
- Reception duties (first point of contact), liaising with suppliers and service providers.
- Events management such as all social and academic functions (Workshops, Trainings, Conferences, etc).
- All administrative duties such as manage travel bookings for staff, students and visitors as required (locally and internationally).
- When required, I do drive staff and, or students to different project base.
Human Resources Administrator
Lapheka Health Care Services
05.2020 - 09.2021
- Updated HR database with new employee information, changes in benefits, and other details.
- Prepared new hire letters, employee contracts, and corporate policies.
- Handled on-boarding process for newly hired employees, which included distribution of all paperwork.
- Managed payroll and timekeeping to track hours and accurately pay employees.
- Conducted disciplinary hearings
- Assisted in the development of workplace policies that effectively addressed issues such as harassment prevention, equal opportunity employment, and workplace safety.
- Managed employee data and privacy to keep employee data confidential per organizational privacy policies.
- Coordinated company-wide events to enhance employee morale such as holiday parties, recognition ceremonies, and team outings.
- Conducted thorough exit interviews with departing employees to gather feedback on company culture and identify areas for improvement.
- Collaborated with management to identify staffing needs and develop workforce planning strategies, resulting in optimized personnel resources allocation.
- Enhanced employee relations by implementing effective communication strategies and conflict resolution techniques.
- Facilitated the performance management process by providing ongoing feedback, administering evaluations, and coordinating professional development opportunities for employees.
- Answered employee inquiries regarding health benefits and 401k options.
- Managed complex benefits administration tasks, ensuring timely enrollment and accurate record-keeping for all employees.
- Developed comprehensive job descriptions to attract qualified candidates while accurately reflecting position requirements and responsibilities.
- Organized company-wide events designed to boost employee morale.
- Advocated for staff members, helping to identify and resolve conflicts.
- Pre-screened resumes prior to sending to corporate hiring managers for consideration.
- Collaborated with managers to identify and address employee relations issues.
- Improved organizational filing systems for confidential employee records, resulting in improved accessibility and efficiency.
- Created and delivered HR training sessions to staff, managers and executives.
- Administered employee benefits programs and assisted with open enrollment.
Project Administrator
NRF CHAIR- Land Use Planning and Management
11.2016 - 03.2019
- Company Overview: University of KwaZulu-Natal
- Office-based duties but not restricted to project coordination, procurement and purchases on I-Enabler, Mymarket, filling appointment forms for casual staff and enumerators and organizing petty cash and reconciliation.
- Managing the office, management and monitoring of funds (capture and track project cost centre expenditure), buying of stationery and equipment, courier services.
- Manage post graduate student files for the stipend and research funding.
- Answering of the telephone/ switchboard, reception duties, liaising with suppliers and service providers.
- Events management such as all social and academic functions (Workshops, Trainings, Conferences, etc).
- I did binding for student thesis for marking.
- Taking minutes in meetings and all the administrative duties such as manage travel bookings for staff, students and visitors as required including international bookings.
- Sit in on interview panels.
- University of KwaZulu-Natal
Club Facilitator
Lapheka Health Care Services
11.2016 - 04.2017
- Teaching or making information available to patients about adherence clubs.
- When people had signed up to be part of the clubs, I would then form different clubs to make life easier for patients when it is time for them to get their chronic medication and when it was time for them to do follow up bloods regarding their illnesses.
- The aim was to keep recruiting for new patients with the purpose of decanting patients from clinics.
Research Administrative Assistant
PRIME-SA
04.2016 - 07.2016
- Company Overview: University of KwaZulu-Natal, Howard College
- Office-based duties but not restricted to procurement and purchases on I-Enabler, Mymarket, filling appointment forms for casual staff and enumerators and organizing petty cash and reconciliation.
- Managing the office, management and monitoring of funds (capture and track project cost centre expenditure), buying of stationery and equipment, courier services.
- Managed post graduate student files for the stipend and research funding.
- Answering of the telephone/ switchboard, reception duties, liaising with suppliers and service providers.
- Events management such as all social and academic functions (Workshops, Trainings, Conferences, etc).
- I also did bind and faxing.
- Taking minutes in meetings and all the administrative duties such as manage travel bookings for staff, students and visitors as required including international bookings.
- Sit in on interview panels, searched for articles for the line-manager.
- University of KwaZulu-Natal, Howard College
Senior Administrative Assistant
NRF CHAIR- Rural Agronomy and Development
07.2014 - 03.2016
- Company Overview: University of KwaZulu-Natal
- Office-based duties including but not restricted to procurement and purchases on I-Enabler, Mymarket, filling appointment forms for casual staff and enumerators and organizing petty cash.
- Managing the office, assisting academics and post graduate students.
- Oversee the general postgraduate student administration processes, including registrations, management and monitoring of funds (capture and track project cost centre expenditure), buying of stationery, chemicals and equipment.
- Managed post graduate student files for the stipend and research funding.
- Answering of the telephone/ switchboard, managing the boss's diary.
- Events management such as all social and academic functions of the SARCHI Chair (Workshops, Conferences, etc).
- I also did binding and faxing.
- Taking minutes in meetings and all the administrative duties such as manage travel bookings for staff, students and visitors as required including international bookings.
- Searched for articles on the internet for the SARCHI Chair.
- University of KwaZulu-Natal
Assistant Administrative Officer
School of Agricultural, Earth and Environmental Sciences (SAEES)
03.2014 - 06.2015
- Company Overview: University of KwaZulu-Natal
- Reception, switchboard, keeping equipment such as laptops, cameras, data projectors and also lecture venue keys and car keys for the department.
- I also kept the Dean and Head of School's diary.
- I binded documents, faxed and kept stationery inventory for the school.
- I took minutes in meetings.
Senior Research Assistant
ACCI (African Centre for Crop Improvement)
03.2003 - 03.2014
- Company Overview: University of KwaZulu-Natal
- Agricultural Field and Plant Breeding duties included: assisting the plant breeders on the ACCI projects in the field and greenhouses with, seed preparation, planting of trials, management and monitoring of trials, fertilization (top and side dressing using both granule and soluble fertilizers), irrigation system application and maintenance with both drip and dragline equipment and also weeding of trials, basic knowledge of the application of herbicides, insecticides and fungicides, crop husbandry, selfing, emasculation method and cross-pollinating, harvesting of plots of maize, sorghum, pearl and finger millets, weighing of samples and preparation of seeds for experimental trials and also seed processing for storage.
- I also sowed seedlings in seedling trays in a greenhouse, the hardening off and transplanting of these plantlets into both the field and green houses.
- I also have crop evaluation skills especially disease, vigour, biomass, brix and development stages (DVS).
- I trained and supervised the appropriate staff on all the above procedures.
- I looked out for diseases and insects affecting the growth of plants and advised if there was a need for spraying.
- I had done data collection and capturing into the computer using MS Excel, MS Word and Access, I trained other assistants.
- I also have the knowledge of how to use the palmtop (Handheld PC) and I've assisted some PhD students with my knowledge.
- In January 2007 I was promoted to a Senior Research Assistant.
- University of KwaZulu-Natal
Education
Matric Conditional Exemption -
Georgetown High School
Pietermaritzburg, KwaZulu-NatalProgramme in Office Management -
UNISA
03-2020
Computer basic courses - Excel, Word, PowerPoint and Email
UKZN
First Aid Training - undefined
UKZN
Health and Safety Representation - undefined
UKZN
Human Resources Management
ELearning College
Online04-2021
Project Management
ELearning College
Online04-2020
Skills
Office management, Office administration, Administrative support, Database administration
Documentation and control, Records management,
Data acquisition
Budget adherence, Account reconciliation, Expense reporting, Payroll and budgeting
Human resources support, Personnel management, Policy and procedure modification, Contract negotiations, Verbal communication
Event coordination, Meeting facilitation, Professional communication, Travel arrangements
Workflow planning, Scheduling and calendar management
Microsoft Office Suite, Computer proficiency, Computer skills
Coordination, Document management
Filing and data archiving, Documentation and recordkeeping
Tertiary Training
- UNISA, 2019, Programme in Office Management
- 2007, Computer basic courses (Excel, Word, PowerPoint and Email)
- 2009, First Aid Training
- 2009, Health and Safety Representation
Record Of Experience
- LAPHEKA HEALTH CARE SERVICES, Human Resources Administrator, 05/01/20, Present, Recruiting, training and developing staff, Implement HR policies and procedures, Making sure that staff get paid correctly and on time, Approving job descriptions and advertisements, Forming and maintaining employee records, Updating database such as maternity leave and sick leave, Preparing and amending where necessary HR documents, Preparing payroll, Reviewing and renewing company policies, Being the first point of contact for employees on any HR related queries.
- SUSTAINABLE and HEALTHY FOOD SYSTEMS (SHEFS), UNIVERSITY of KWAZULU-NATAL, Project Administrative Officer, 2017, Present, Managing a large, multi-disciplinary international funded research projects, Office-based duties including project financial administration, procurement and purchases, Filling appointment forms for casual staff, enumerators and research assistants, Organizing petty cash and reconciliation, Managing the office, management and monitoring of funds, Buying of stationery and equipment, Courier services, Manage post graduate student files for stipend and research funding, Reception duties, Liaising with suppliers and service providers, Events management, Administrative duties including travel bookings for staff, students and visitors
- NRF CHAIR- LAND USE PLANNING AND MANAGEMENT, UNIVERSITY OF KWAZULU NATAL, Project Administrator, 11/01/16, 03/31/19, Office-based duties including project coordination, procurement and purchases, Filling appointment forms for casual staff and enumerators, Organizing petty cash and reconciliation, Managing the office, management and monitoring of funds, Buying of stationery and equipment, Courier services, Manage post graduate student files for stipend and research funding, Reception duties, Events management, Administrative duties including travel bookings for staff, students and visitors
Computer Courses
- Windows
- Word
- Excel
- Access
- Power Point
- Internet
Telephone
- 083 781 0777
- 067 067 7722
- 072 243 7399
- 033 260 6102
Drivers Licence
Code C1
Own Transport
Yes
Physical Disability
None
Personal Information
- Gender: Female
- Nationality: South African
Additional Information
▪ Expertise: Microsoft Office, Office coordination
▪ Languages: IsiZulu , English and IsiXhosa (Basic)
Certification
CAP - Certified Administrative Professional
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Work Preference
Work Type
Full TimeLocation Preference
HybridImportant To Me
Personal development programsCareer advancementHealthcare benefitsPaid sick leaveCompany CultureWork-life balanceLanguages
English
Upper intermediate (B2)
Afrikaans
Beginner (A1)
Xhosa
Beginner (A1)
Timeline
Human Resources Administrator
Lapheka Health Care Services
05.2020 - 09.2021
Project Administrative Officer
Sustainable and Healthy Food Systems (SHEFS)
10.2017 - Current
Project Administrator
NRF CHAIR- Land Use Planning and Management
11.2016 - 03.2019
Club Facilitator
Lapheka Health Care Services
11.2016 - 04.2017
Research Administrative Assistant
PRIME-SA
04.2016 - 07.2016
Senior Administrative Assistant
NRF CHAIR- Rural Agronomy and Development
07.2014 - 03.2016
Assistant Administrative Officer
School of Agricultural, Earth and Environmental Sciences (SAEES)
03.2014 - 06.2015
Senior Research Assistant
ACCI (African Centre for Crop Improvement)
03.2003 - 03.2014
Computer basic courses - Excel, Word, PowerPoint and Email
UKZN
First Aid Training - undefined
UKZN
Health and Safety Representation - undefined
UKZN
Matric Conditional Exemption -
Georgetown High School
Programme in Office Management -
UNISA
Human Resources Management
ELearning College
Project Management
ELearning College