Sthembile Ayanda Mkhize

ASSET AND INVENTORY MANAGEMENT

• Preparing the department’s asset monthly recon.
• Ensure capturing newly procured assets.
• Managed asset additions, ensuring accurate tracking and compliance with departmental policies.
• Extracting BAS reports in the Basic Accounting System.
• Extract BAS reports.
• Ensure effective management of the reconciliation between the asset register (HARDCAT) and expenditure (BAS).
• Maintained asset addition file with supporting documents to ensure audit readiness and traceability.
• Ensure that the acceptance form is duly completed and signed.
• Identify and compile a list of redundant, obsolete and damaged assets for disposal.
• Ensure effective management of Asset Disposal Process.
• Identify and compile list of redundant, obsolete and damaged assets for disposal.
• Obtain approval through Disposal Committees.
• Facilitate the disposal of assets according to the recommendations of the Disposal Committee.
• Compiled and submitted asset disposal closeout report, providing clarity on disposed assets and supporting financial accuracy.
• Maintain a register for all lost assets supported by the relevant supporting documents.
• Request payment batches from the province.

Financial Services

Processing of payments

· Check availability of funds (for budget payment) before compiling the payment

· Capture payments on the system (BAS)

· Ensuring the correctness of payment advice and on the system

· Ensuring that it’s captured under the correct SCOA allocation segments

· Verify suppliers banking details on the system with one on the invoice

· Ensuring that all invoices are paid within 30 days of receipt of the invoice

· Verified supplier banking details on system against invoices to prevent payment errors

· Processed all invoices within 30 days of receipt.

· Receiving of invoice for payments

· Record each invoice received on the incoming register and date stamp the copy of the invoice as proof that we received that invoice

· Prepare daily Deposits

· Reconciled supplier statements with department accounting records to ensure accurate financial reporting.

Supply Chain Management

• sourced from different suppliers etc.

• Prepared monthly reports on supply chain management performance to inform decision-making

• Compiled bid documents and advertisements for tenders to support procurement processes

• Maintain the Suppliers database

• Receiving proposals or quotations from suppliers

• Prepare bid register when necessary and register all receive quotations/ proposals

• Check that purchase orders are complete and signed by the authorized Manager before the

• order is sent to the Supplier

• Compile appointment letters to successful service providers and regret letters to unsuccessful

• suppliers and send them

• Ensuring that we receive the right goods, right quantity, right quality and they are delivered at

• the rights place at the right time

• Ensured timely submission of all invoices to finance to prevent payment delays

• Provide procurement related support to clients

• Report on all aspects of acquisition

• Receive requisitions and check if they are correctly completed and approved by delegated

• officials

• Check the availability of funds before commencing the procurement process

• Sourcing quotations from suppliers registered on CSD

• Facilitate evaluation of all received quotations

• Organize Bid specification committee meeting and perform secretarial function during the

• meeting

• Compile tender documents and advertisement of tenders

• Open tender box during closing date and organize for evaluation

• Perform secretariat duties during evaluation

• Prepare an evaluation report to be submitted to the bid adjudication committee

• Organize for the Bid Adjudication committee and perform secretariat functions during the

• meeting

• Issuing purchase orders

• Do order follow up to confirm the delivery date with suppliers

• Drafting of Procurement plan for the department and NSI