Sibongile Angel Mbatha

· Day to Day commercial activities including attending to customers complaints and queries/quotations;

· Complaints/compliments register – tracked and kept up-to-date

· Customer meetings – prep work including following up on open items

· Chairing of meetings for all customers. OEM’s and shipping Lines

· Customer satisfaction Index – sending survey forms to all customers, and consolidating a report on a monthly basis;

· Customer Contact details– keeping customer contact list up-to-date if any changes

· Commercial Reports, EXCO report, OPCO report – gathering information from different departments and consolidating it to one report on a monthly basis;

· Customer communication, facilitating meetings, sending weekly rosters, sending terminal updates, liaising with forums such as PCTC, etc

· Tariff discussions – facilitation of customer engagements

· Tariff deviations –Compilation of deviations and ensuring on time response to customers;

· Engaged in budgeting processes;

· Extensive knowledge of SAP system;

· Engaged in Tariff Negotiations with all customers.

· Ensuring that customers are kept updated with any changes within the Terminal and visa versa;

· Facilitation of Terminal tours for all customers who visits the Terminal;

· Improve of customer experience – creating welcoming environment by visiting customers to their offices to understand their operations on a monthly basis.

To provide an efficient and effective secretarial and office management support services in order to enhance the CEO and his team’s effectiveness by managing all administrative and executive functions associated with the various General Manager’s reporting to the Chief Executive Officer.

· Distribute mail to the CEO direct General Managers (GM’s)

· Manage office budget,

· Responsible for the travel for all personnel reporting to the CEO

· Arrange Travel local and international for the CEO;

· Arrange meetings, OPCO, EXCO and Board meetings;

· Diary Management for the CEO and personnel reporting to the CEO

· Prepare the CEO Presentations;

· Prepare portfolios and management information;

· Co-ordinates CEO office events, which are held twice a month with stakeholders;

· Attend to clients as well as staff;

· Preparing travel itinerary for the CEO;

· Ordering of the CEO’s stationery and refreshments;

· Screening of calls for the CEO;

· Filling for the office of the CEO

· Processing of payments for the office of the CEO on SAP system

· Responsible for the Petty Cash for the CEO’s office using SAP system

· Capturing Time Cards for the CEO’s direct repartees,

· Ensuring and tracking of the smooth running of documents in the CEO’s office to the Chief Group Executive.

· Assist the TE in the performance of his functions,

· Set up systems to co-ordinate the flow of correspondence between the terminal and other terminals in order to track documents and monitor progress.

· Draft responses to correspondence and follow up issues to ensure that matters are dealt with.

· Receive and attend to the TE’s visitors;

· Co-ordinates Workshops, seminars, meeting in the office of the TE and EXCO members;

· Handling of the TE’s Diary and 9 EXCO Managers reporting to him;

· Ensuring that her preparations of documents, speeches and reports for meetings are done professionally;

· Ensuring that his preparations of documents, speeches and reports for meetings are done professionally, are a PowerPoint or Excel programmes.

· Assist with information to other management and working closely with other Terminals within the flag of Transnet;

· Handling of TE’S and EXCO Members transport arrangements, accommodation and claims,

· Taking minutes at the very high level meetings e.g.: Transnet Executive Committee, Operations, Management Steering Committees and other Management meetings and keep track on the implementation of the resolutions taken;

· Assist Communications Officer in organising events for the Terminal;

· Assist the Head of the Department: KZN in the performance of her functions,

· Set up systems to co-ordinate the flow of correspondence between the office and other offices / stakeholders in order to track documents and monitor progress.

· Draft responses to correspondence and follow up issues to ensure that matters are dealt with.

· Manage strategic partnership between the Judiciary, Magistrates Courts and the Provincial Office;

· Track progress on planned activities for the Department within the Province;

· Diary management for the Head of the Department: KZN;

· Handling of her transport arrangements, accommodation and S&T claims,

· Co-ordinate activities for the Head of the Department such as interviews, workshops, conferences and media briefings,

· Ensuring that her preparations of documents, speeches and reports for meetings are done professionally;

· Assist with information management and working closely with other managers / Directors within the Province and the Communication Branch,

· Receive and attend to the Head of the Department visitors;

· Deal with budgetary matters related to the office of the Head of Department;

· Respond to telephonic and other queries and refer them to the relevant person and follow up on actions with regard to referred issues,

· Assisting the Head of the Department with monitoring and attending to employee’s relationship.

· Manage the communication issues with the internal and external stakeholders;

· Receive and respond to queries received from members of the public related to maintenance, Domestic Violence etc.

· Follow-up on outstanding cases received by the office of the Head of the Department;

· Taking minutes at Management meetings and keep track on the implementation of the resolutions taken;

· Handle incoming and outgoing faxes, Internet and E-mails responsibly and efficiently for the office of the Head of Department;

· Translating Zulu correspondence and vise-visa.

· Provide complete administrative and operational support to the office of the Municipal Manager and HR Manager.

· Produce and draft memos, notes and correspondence on behalf of the Municipal Manager and the HR Manager.

· Arranging all appointments for the Municipal Manager and the HR Manager and keep their diaries up to date, and taking initiative in the planning of appointments and keep them informed of their deadlines.

· Arrange accommodation and travel for the Municipal Manager and the HR Manager when they are attending meetings, conference inside and outside the Province as well as overseas.

· Attend meetings on behalf of the Municipal Manager as and when is required to.

· Organise, co-ordinate and set-up conferences seminars and workshops on behalf of the Municipal Manager and the HR Manager.

· Overseeing and co-ordinating financial and budget for the office of the Municipal Manager.

· Take minutes at the meetings organised by the Municipal Manager and make follow-up on resolutions taken;

· Answer all incoming calls for the Municipal Manager and screen them and handle outgoing calls for the Municipal Manager effectively in order to maximise his load of work.

· Handle incoming and outgoing faxes, Internet and E-mails responsibly and efficiently for the Municipal Manager.

· Type all correspondence for the Municipal Manager such as confidential letters to staff, correspondence to enterprises, organisations and internal memos to departments.

· Arrange and co-ordinate functions, events, meetings and presentations for the Municipal Manager.

· Serve as liaison between the Municipal Manager and the Councillors as well as Heads of Departments.

· Induction to new staff members regarding Municipal Structures Act, Skills Development Programmes, Basic Conditions of Employment etc.

· Compile and manage budget of the office of the Municipal Manager.

· Ensure that EXCO and Council resolutions are implemented by all HOD’s accordingly and submitted to the Municipal Manager;

· Also help the HR Manager with power point slides for his presentations / training.

· Maintain an efficient and easily accessible filling for the Municipal Manager’

· Also assists the Communication Division by compiling reports and press release for the Municipal Manager and also to organise the Kwanaloga Games for the District;

· Assist the Communication Division with the layout of the District newsletter and staff newsletter.

· Translating Zulu correspondence and vise-visa.

*Office administration, typing of

Correspondence and reports, safe-

Keeping of agendas and minutes,

Filling and arrangements with regard

to meetings and functions.

· Arrange appointments and bookings for the Manager and keeping/ updating of his diary.

· Interact with stakeholders and several departments on behalf of the Manager.

· Receive visitors, answer and screen incoming calls for the Manager.

· Internet and E-mails for the Department.

· Assist the Senior Administrative Officer and the ISD Officer by typing their reports, travel arrangements, functions and filling.

· Arrange and co-ordinate functions, events, meetings and presentations by the Manager Corporate Services.

· Serve as liaison between the Manager Corporate Services and his staff.

PORTFOLIO COMITTES:

Responsible for six Portfolio Committees

· Compiling of agendas and reports related to any Portfolio Committee

· Taking minutes and arranging catering for each Portfolio Committee

· Ensuring that resolutions taken at any Portfolio Committee are implemented;

· Typing all reports related to each Portfolio Committee and issuing of agendas and minutes

· Serve as Event Co-ordinator for the District, to organise functions, meetings, workshops either for Councillors, youth etc.

· Responding to community queries regarding Councillors and their functions.

· Serve as an organiser for HIV/AIDS and Youth Summits.

· Maintain a clean and Hygienic work environment

· Deal with telephone calls and written communication

· Provide customer information and book external services

· Store and handle customer and establishment of

property,

· Maintain a booking system

· Supervise front line staff

· Deal with the arrival of guests.

· Deal with guests problems, internal and external.

· Prepare customer account and deal with departures

· Prepare banking statements for companies.

• Balancing of all the journals
• Front line supervisor
• Balancing and ticking of all teller’s daily work.
• Dealing with OTP and unpaid cheques.
• Sending of telexes to other banks as well as cheques
• Sorting of the daily entries

• Typing for the whole School, teachers
• Correspondence and filling of students
• applications and related correspondence,
• Management of cash and parents and students complaints.