Sarita Kannemeyer

• Ensure adequate provision and management of office consumables for the Senior Manager's office.
• Manage the booking and maintenance of the main boardroom, reception area, and office spaces.
• Distribute, collate, and maintain records of HRM documentation and transmittals.
• Handle general HRM enquiries and follow up with the Customer Service Centre (CSC).
• Update the leave database for the Chief Director's office.
• Ensure effective flow of information, documents, and communications to and from the Senior Manager's office.
• Collate, analyse, and compile information and documents as required.
• Manage electronic correspondence using My Content and maintain required registers (delegation, gift, DPSA).
• Provide comprehensive support for meetings, including scheduling, logistical arrangements, and minute-taking.
• Coordinate high-level meetings, overseeing logistics, transport arrangements, and invitation management.
• Represent and convene meetings on behalf of the Chief Director when requested.
• Develop and maintain systems to improve efficiency in the Chief Director's office.
• Provide guidance on the flow of information and documents.
• Verify responses to internal and external stakeholder matters and prepare complex documentation.
• Conduct research and compile comprehensive documents for the Chief Director.
• Analyse complex submissions and reports, providing recommendations and abbreviated notes.
• Manage the budget needs of the Chief Director's office, monitor expenditure, and alert on over/under spending.
• Manage staff within the Chief Director's office and ensured optimal functioning of office equipment.
• Remain up to date with Public Service and departmental policies, prescripts, and procedures.
• Sensitized the Chief Director on new policies and procedures to ensure efficient support.

While the Chief Director is in an Acting Capacity as Acting Deputy Director General the following duties are performed in conjunction with the above Administrative Officer duties:

• Ensure that programmes were compiled for the Top Manager.
• Liaise with and sensitise the Top Manager regarding planned programmes and activities.
• Screen documentation to identify actions, information, or supporting documents required.
• Collect and compile relevant information for the Top Manager to support meeting discussions.
• Arrange agenda items and circulate accompanying memoranda for meetings chaired by the Top Manager.
• Responsible for coordinating high-level meetings, including logistics, transport arrangements, invitations, and RSVPs.
• Entrusted to convene meetings on behalf of the Top Manager when requested.
• Assisted with the compilation and budgeting requirements for the Office of the Top Manager.
• Maintain records of expenditure commitments and monitor spending.
• Responsible for alerting the Top Manager to potential over- or under-spending.
• Identify the need for fund reallocation and compile submissions accordingly.
• Expected to management staff within the Office of the Top Manager and oversee daily operations.
• Study and interpret relevant Public Service and departmental policies and prescripts.
• Remain up to date with procedures and processes applicable to the Top Manager’s office.
• Inform and advise the Top Manager on new or updated policies, prescripts, and procedures.

Receiving, sorting, and compiling of accounts payable invoices. Checking invoices received against the LOGIS purchase orders, ensuring that all supporting documentation is correct and all SCOA (further known as allocations) is correct as per authorized templates by budget holder.

• Pre-authorising payments on LOGIS (further known as supplier payment system), liaising with supply chain when payments are either incorrect, or more supporting documents are required.
• Editing of commitments where required.
• Capturing, Adding and Pre-authorising all LOGIS payments effectively to ensure no 30day payments. Ensuring that all payments are made to correct bank account according to the CSD (further known as the Central supplier database) registration form in LOGIS payment.
• Capturing transfer payments and ensure that all payments correspond with the transfer payment agreements.
• Create and manage the shared electronic data bases that provide signed off and paid transfer payments to the respective directorates.
• Compiling and processing of sundry payments, such as Injury on Duty claims, Cellphone claims, data claims, Exemption Fees, monthly government motor Accidents, toll Fees and kilometer and daily tariffs. Constantly liaising with different stakeholders to ensure that payments are completed, Profit and Loss (PL) numbers are received where needed for GMT (further known as the Government Motor Transport).
• Processing of IOD payments as well as to create and manage the shared electronic data bases that provide STUBS/ remittance advices to the CSC (further known as the corporate service center) or our OMS (further known as operational management support) department to ensure all doctors are notified of payments timeously.
• Electronic record keeping of all authorized payments to ensure easier on hand information if requested.
• Ensuring tax invoices are valid by verifying information provided, Tax certificates should be valid and to ensure that VAT is applicable or not.
• Ensuring VAT is calculated correctly on tax invoices from suppliers before payment can be pre-authorised on LOGIS system.
• Manually calculate invoiced amount to ensure that the calculations provided on the invoice is correct and to identify errors.
• Collect, analyse, and assemble data to create reports for State Accountant and Assistant Director.
• As needed, draft, gather, and assemble documentation.
• Assist in the preparation for an internal audit / external audit by means of document control, assist with internal control queries, if queries do arise.
• Assisting with queries and any other related information needed during the financial year end.
• Adhere to payment time frames.
• Generation of a Permis template to use for all Accounting Clerks to ensure that our KRAs were measurable, this was sent to the deputy director and Director.
• Analyse the applicable departmental and public service regulations, policies, delegations, and other documents in order to effectively manage work within the prescribed legislations remain up to date with various if not all prescripts and legislation in order to maintain the integrity of my duties.
• Provide Bookkeeping and Financial Accounting Services by means of keeping record of all transactions, ensuring that the information is correct, up to date and comprehensive.
• Monitoring of payments as payments are captured and processed to avoid over / under payments.
• Use of the Government Department's financial systems namely the Basic Accounting system (BAS) for account management and LOGIS to process invoices for payment and to download.
• Loading of purchase orders on the accounting system and ensuring yearly percentage increases on the purchase orders and using Transfer Payment agreements to obtain SCOA Information as well financial information that is to be loaded.
• Reconciliation or purchase orders and payments made by comparing actual budgeted amount with the amounts loaded and captured on the Basic Accounting System package to ensure that all payments have been made, and to identify underpayments and overpayments.
• Processing of journals where required.
• Routing and loading sundry payments on Supplier invoice tracking system.
• Leave administration for directorate, submit leave to Chief Directorate, update of leave registers within department, ensure that leave has been received by CRU and CSC, provide monthly reports on leave and ensure that recon of leave is done.
• Maintained organized filing systems for accounting records, ensuring easy access to crucial financial information when needed.
• Input high volume of monthly invoices with consistent accuracy.

• Ensure effective and efficient verification and authorisation of transfer and subsidy payments.
• Validating and ensuring that commitments created are correct and SCOA codes are correct to ensure that payments made within the purchase orders are suitably allocated to the correct programs.
• Reconcile payments at the end of financial year using the transfer payment agreement and the payments made via BAS to ensure that organisations are fully paid.
• Authorising the closure of commitments after I do a recon of each Purchase order opened.
• Ensure all standard chart of accounts are correct when authorizing payments to make certain the expenditure is taken from correct budget.
• Reporting of incorrect allocations and duplicate payments to relevant departments to guarantee accurate capturing of payments.
• Effective and efficient verification and authorization of LOGIS payments.
• Adhere to policies, supply chain management procurement policies and finance checklist and respective time frames such as 30 days policies to timeously authorize and verify documentation.
• Validate all supporting documentation before authorisation to ensure that supplier is compliant.
• Route LOGIS payments via Supplier invoice tracking system (SITS) within the time frame allocated.
• Efficient and accurate validation of registers of EPWP workforce and authorization of payments.
• Analyse the applicable departmental and public service regulations, policies, delegations, and other documents in order to effectively manage work within the prescribed legislations and remain up to date with various if not all prescripts and legislation in order to maintain the integrity of my duties.
• Efficient and effective authorization of BAS sundry payments.
• Reconciliation of payments daily or weekly to ensure that that payments are correct and are paid into correct banking accounts.
• Record keeping and reconciliation of payments for bursary payments, Government Motor Transport, interdepartmental claims, Donations, Legal fees, EPWP payments, Cellphone claims and any other Sundry payment that is authorized via a BAS tracking control sheet.
• Supervision of subordinates.
• Coordination of office staff and duties to ensure that efficient and timeous output of work.
• Ensure that Performance reviews are completed within deadlines.
• Leave management of team, ensure leave forms are handed in timeously and certain leave days, eg sick leave is handed in as per policy and departmental requests, eg sick leave to be handed in two days time.
• Ensure that the team human resource administrative duties, such as leave forms, time off or time due is timeously managed.
• Collect, analyse, and assemble data to create reports for Assistant director.
• Ensure that training of staff within team is provided.
• Time management.
• Completion of probation reports.
• Identification of gaps within circulars, processes, procedures, operation and report to the Manager.
• Detailed record of payments sent back to staff for corrections.
• Ensure that document control is checked and submitted to internal control.
• Respond to internal control post audit findings, and assist with audit queries.
• Liaise with budget holders, program managers, and the budgets unit to ensure accuracy of all transactions authorized.
• Complete management of workflow of team.
• Handled day-to-day accounting processes to drive financial accuracy.

• Provide Administrative Support to the Training Managers and Training Practitioners.
• Supervise interns.
• Liaise with local, provincial, and national government on training requirements and registration with the Traffic College.
• Rendering administrative support to all Training managers as well as facilitators and students.
• Collect, analyse, and assemble data to create reports for Head of college and Training managers.
• Order stationery, other training material and equipment from Administration Support.
• Issuing stationery, other course material and equipment.
• Collate raw data from applications to the college and generate reports of applications, eg how many applications are incomplete or complete, how many applications are from municipalities, or outside of the province.
• Ensure that applications accepted meet the colleges Annual performance plan and that applications accepted are in line with departmental arrangements and agreements.
• Forecast student numbers based on queries received and pending incomplete applications.
• Generation of statistical reports on pass rates of students completed, including students' gender and race and any other information required to report on.
• Assisted in the strategic planning of training, ensuring that the number of students required in each class were at optimum amount and met the lecturer to student ratio as set out by services SETA and RTMC.
• Provide budget administration assistance to the senior manager.
• Responsible for the updating and finalizing of progress tests, attendance lists, communication within the traffic college with facilitators and course managers to keep course material updated with new policies and legislation.
• Liasing with internal and external stake holders to ensure effective training and out puts.
• Assisted Training Co-Ordinator with budget allocations and monitoring for training and short courses.
• General correspondence for course coordinator.
• As needed, draft, gather, and assemble documentation for Training managers, facilitators, head of college or RTMC (Road Traffic Management Corporation).
• Creating and capturing of all transcripts.
• Print and emboss certificates for all courses.
• Perform filing and safekeeping tasks of all training related documents and correspondence.
• Manage the course material and distribution thereof.
• Analyse the applicable departmental and public service regulations, policies, delegations, and other documents to effectively manage work within the prescribed legislations remain up to date with various if not all prescripts and legislation in order to maintain the integrity of my duties.
• Assisted the head of college with college budget to ensure that we reached targets and that expenditure was as per planned budget.
• Provide statistic reports to the Head of college to ensure that training objectives, that are linked with Traffic services, are met to ensure budgets are met.
• Ensure that revenue was timeously collected from external stake holders.
• Created and maintained a training flow on SharePoint, this included plotting all training for all facilitators, uploading all relevant course material, and managing the access to the training flow.
• This became a management tool the head of college, training coordinator and course managers.
• I created this tool to improve service delivery as this training flow ensured that human resources were properly utilised and gaps were easily covered and filled in advance as it provided a physical representation of facilitator usage within the college.
• Recruiting of staff for college, on interview panel.
• Assisted in shortlisting and the recruitment process for Traffic Officers.
• Captured all results in a spreadsheet used for recruitment.
• Amalgamated each recruitment team's spreadsheet of scoring to provide a holistic view and statistics on recruitment process for the head of college.
• Assist in budget planning.
• Ensure the effective and efficient flow of documentation and relevant communication from the training managers office to ensure compliance with Road Traffic Management Corporation's guidelines and standards are met.

• Effectively manage and perform the enrolment process with sales, operations, academics, and the finance hub.
• Ensure the validity and accuracy of each enrolment contract and enroll students on systems.
• Ensure completeness of all required documentation.
• Validate and ensure commission is approved with correct documentation, follow up with sales for documentation if documentation is missing, incorrect or not valid.
• Ensure all cancellations are valid and are accurately and timely entered in on the system.
• Safeguard all signed student enrolment contracts and supporting documentation, ensure that they are archived properly.
• Generation of Statistical reports and revenue forecasting based on student verification done, cancellations and sales.
• Rendering administrative support to Campus director and Finance Lead.
• Collaborated with management on the development of annual budgets, including projecting future revenues based on historical data.
• Enhanced revenue tracking systems with improved accuracy and reliability.

• Petty Cash, this includes the petty cash reconciliation and replenishing of petty cash to float amount.
• Ensuring proper records and payment of petty cash loans to staff.
• Keeping track and updating of student numbers on campus per course and year.
• Creation of student accounts on accounting system.
• Ensure that the students account status is correct for reporting purposes.
• Verify sales and ensure student is correctly invoiced as per contract and classes that student is attending.
• Ensure that the effective flow of information and documentation from the office of the Campus director, to ensure that applications and students are compliant with requirements and that sales staff or student advisors registers quality students and targets are met.
• Ensure that swift transfer process takes place, including students academic records as well as contract and supporting documents.
• Rendering administrative support to all student advisors and Finance Lead as well as Campus director.
• Handle all student filing, contracts and supporting documentation.
• Run finance induction, this is the process of introducing students to finance procedures and ensuring that all documentation is correct and in the file.
• Banking - Preparing our bank deposit for cash collection and doing a recon of all cash payment received in that period to balance payments and ensure that deposit was correct.
• Administration and collating all documentation for processing refunds on student accounts.
• Filing and safe keeping of all supporting documentation for students files.
• Provided cashier services, this was the receiving of all cash and card payments and the recon of all these payments.
• Liaising with sales team to ensure the correct documentation is submitted and qualified students are accepted into the college and in the right courses.
• Final approval on systems for the sales team commission.
• Capture all contract data on system and ensure the information is updated when updates are required.
• Provide budget administration assistance to the senior manager such as revenue, expenditure and projected cost and revenue per month.
• Assist our debt team with debt collection where required.
• Student and sponsor queries regarding their account General office administration.
• Reporting to campus principal regarding student numbers.
• Archiving student files.
• Supervision of debt staff.
• Liaising between departments.

• Collecting all outstanding debt from current debt and bad debt.
• Dealing with local and international clients.
• Run settlement discounts to ensure debts are settled and accounts are closed.
• Creating and capturing all students account on accounting software.
• Assisting the banks with loan applications and documentation needed for students' tuition fees.
• Invoicing.
• Cashier Function- Cash and Card Payments In the Financial Administrator's absence.
• Petty Cash - Compiling and processing of petty cash payments and claims.
• Petty Cash reconciliation.
• Student number reports on additions and dropouts.
• Student status (Current, Campus Arrangement or Attorney).
• Sales verification (Checking if a student in class was correctly Invoiced, and if student was invoiced at all).
• Student transfers (Transferring student from one campus to another).
• Handled all student filing, contracts and supporting documentation.
• Finance induction (Introduced the students to finance procedures).
• Banking.
• Processing of Refunds.
• Ensure that the effective flow of information and documentation from the office of the Campus director, and head office to ensure that collection targets are met and proper discount campaigns are run on accounts.

• Complete handling of Director's diaries.
• Compile agendas for meetings.
• Take minutes during meetings and compile reports.
• Logistical arrangements for all shoots.
• Book Hotel accommodation and manage all travel arrangements such as flights, car hire or shuttle services according to the needs of the directors and the shoot.
• Discreetly deal with all personnel matters.
• Answer and forward calls.
• Receive visitor's and deal with enquiries.
• Compile, receive, sort and open mail, faxes, and other documents.
• Draft and type correspondences and other documents.
• Create and maintain effective filling and document tracking systems (electronically and manually).
• Hiring and supervision of general workers for the office.
• Ensure that all contractual obligations are met with suppliers and creditors.
• Keeping confidentiality with regards to Personnel matters and of the office.
• Ensuring that all printing, filing and storage of personal documentation of both Directors are stored as per company policy and procedure.
• Ensure that all internal or external information that needs to be processed, scanned emailed to all relevant parties internally or externally are processed accordingly.
• Effectively manage office operations and administration.
• Compile, submit and process travel claims of Directors.
• Asset management for all equipment.
• Purchasing of all office supplies and refreshments.
• Processing payments of all invoices (local and international) after checking if goods and totals received are correct.
• Evaluate expenditure by looking at overall cost of productions, vendors and suppliers and how effective their services were, how cost effective, quality of service, equipment and what can be done better or who can be used to better the service we offer clients by making better use of our buying power in production.
• Follow up on payments.
• Create payment schedules for company Director.
• Build good working relationships with all creditors.
• Correspond with all creditors.
• Liaise with building manager regarding rental, maintenance, and general upkeep of office of office activities.
• Ability to communicate discreetly and professionally over the telephone.
• Ability to research, plan, organise and write reports and memos where required.
• Ability to communicate well with people at different levels.
• Budgets administration of all shoots and all departments.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Assisted in the preparation of presentations and reports, contributing to well-informed decision making.