Tanya Kim Van Der Merwe

Key Responsibilities

Render administrative support to HOD and Executor of Resettlement, Project Principals, Project Managers and Project Team members on projects utilising the relevant Project Tools available. Living the values / Staff morale to improve and maintain good relationships with team members and stakeholders.

Outputs

Documentation and Record Keeping:

• Preparing, organizing, and maintaining project documentation.
• Taking meeting minutes and ensuring accurate records are kept.
• Archiving project files and ensuring they are easily accessible.
• Publishing and communicating all final version project documentation.

Meeting Management:

• Scheduling and coordinating project meetings.
• Managing meeting agendas and ensuring effective communication.
• Transcribe recordings for reference purposes
• Distributing meeting materials and follow-up actions.
• Managing HOD and Executor diaries

Project Planning and Tracking:

• Assisting with the development of project plans and timelines.
• Monitoring project progress and identifying potential issues.
• Tracking project tasks and ensuring they delivered on time.

Communication and Reporting:

• Acting as a point of contact for project team members and stakeholders.
• Preparing and distributing project status reports.
• Communicating project updates and changes to stakeholders.

Risk Management:

• Assisting with the identification and documentation of potential risks.
• Supporting the implementation of risk mitigation strategies.

Budget Management:

• Tracking project budget and expenditures.
• Assisting with the preparation of project budgets.

Quality Control:

• Monitoring project deliverables and ensuring they meet quality standards.
• Assisting with the implementation of quality control procedures.

Other Administrative Support:

• Managing project correspondence and communications.
• Raise purchase requisitions on SAP and sending Purchase orders to suppliers
• Handling invoicing and payments.
• Ensuring project team members have the resources they need.
• On-board all new staff members and setup on boarding meetings
• Book all local and international logistic requirements for international and local team members

Utilising Project Management Software:

• Using these all project management tools to manage tasks, track progress, and communicate with team verbally or in writing.

Key Responsibilities

Render administrative support to Project Programme Manager, Project Manager and Project team Members on projects utilising the relevant Project Tools available. Living the values / Staff morale to improve and maintain good relationships with team members and stakeholders.

Outputs

Documentation and Record Keeping:

• Preparing, organizing, and maintaining project documentation.
• Taking meeting minutes and ensuring accurate records are kept.
• Archiving project files and ensuring they are easily accessible.
• Publishing and communicating all final version project documentation.

Meeting Management:

• Scheduling and coordinating project meetings.
• Managing meeting agendas and ensuring effective communication.
• Transcribe recordings for reference purposes
• Distributing meeting materials and follow-up actions.
• Managing HOD and Executor diaries

Project Planning and Tracking:

• Assisting with the development of project plans and timelines.
• Monitoring project progress and identifying potential issues.
• Tracking project tasks and ensuring they delivered on time.

Communication and Reporting:

• Acting as a point of contact for project team members and stakeholders.
• Preparing and distributing project status reports.
• Communicating project updates and changes to stakeholders.

Risk Management:

• Assisting with the identification and documentation of potential risks.
• Supporting the implementation of risk mitigation strategies.

Budget Management:

• Tracking project budget and expenditures.
• Assisting with the preparation of project budgets.

Quality Control:

• Monitoring project deliverables and ensuring they meet quality standards.
• Assisting with the implementation of quality control procedures.

Other Administrative Support:

• Managing project correspondence and communications.
• Raise purchase requisitions on SAP and sending Purchase orders to suppliers
• Handling invoicing and payments.
• Ensuring project team members have the resources they need.
• On-board all new staff members and setup on boarding meetings
• Book all local and international logistic requirements for international and local team members

Utilising Project Management Software:

• Using these all project management tools to manage tasks, track progress, and communicate with team verbally or in writing.

Ensured that Project Manager and Project Team members received the administration support they required on their projects utilising the relevant Project Tools available.

• Developed detailed performance metrics to track project success over time, resulting in increased productivity levels.
• Oversaw financial aspects of projects, including budget development, cost tracking, and invoice processing.
• Cultivated long-term partnerships with external vendors by negotiating favorable contracts that delivered maximum value for all parties involved.
• Standardized documentation procedures across all projects for improved consistency and ease of access to vital information.

• Collaborated with cross-functional teams to ensure seamless project integration and alignment with organizational goals.
• Supported senior management in strategic planning activities related to future projects or initiatives within the organization.
• Monitored project progress closely, promptly addressing any deviations from the plan or schedule.
• Efficiently managed incoming requests from stakeholders by prioritizing tasks based on urgency and relevance.
• Organized critical documentation for easy access and retrieval, increasing team productivity.
• Streamlined administrative processes by implementing efficient workflows that reduced paperwork burdens.
• Ensured compliance with company policies and industry regulations throughout all stages of a given project''s lifecycle.
• Avoided construction delays by efficiently following through with site inspections.
• Established strong relationships with internal departments such as finance and procurement for smooth collaboration in meeting project requirements.
• Collaborated with management and fellow supervisors to organize operations and achieve demanding schedule targets.
• Assisted in the preparation of final project reports and presentations through thorough analysis of quantitative data and qualitative feedback.

Key Responsibilities

To collaborate generic Human Recourse Acceleration Packs, utilising templates for clients

• Meeting deliverables within scope and budget for the client.
• Capture and collaborate HR Acceleration Packs into template format on Dotsmart.
• Updating the required specifications for all HR forms when and where necessary.
• Customizing the clients' Acceleration Packs to meet their processors and procedures.
• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
• Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
• Maintained personnel records and updated internal databases to support document management.
• Established an organized filing system that streamlined document retrieval and reduced misplaced files.
• Data capture all response handling of CV’s received into the database.
• Typesetting and proofreading of client Advertisements before releasing them to media
• Dealing with Clients directly
• Record and transcribe meetings held
• Compile MS Power Point presentations

• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
• Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
• Maintained personnel records and updated internal databases to support document management.
• Established an organized filing system that streamlined document retrieval and reduced misplaced files.

Plan and deliver the project successfully within Scope, Time frame and budget

• Successfully manage response handling projects simultaneously by prioritising tasks according to urgency, resource availability, and alignment with organisational goals.
• Planned, designed, and scheduled phases for large projects.
• Identified plans and resources required to meet project goals and objectives.
• Monitored project performance to identify areas of improvement and make adjustments.

• Improved project efficiency by streamlining administrative processes and implementing time-saving tools.
• Assisted in securing new business opportunities through comprehensive proposal development and submission efforts.
• Managed multiple concurrent projects efficiently, ensuring each met or exceeded client expectations while remaining within budgetary constraints.
• Aided in meeting strategic goals by aligning projects with organizational objectives and priorities.
• Assisted the Programme Manager and communication with project admin related tasks as and when required
• Booked all prescribed client MS Outlook training venues (5500 bookings nationwide)
• Monitored and rescheduled training when required by the client
• Updated the master asset migration list when confirmed by the client
• Queried/followed up with the client for correct information
• Updated confirmed trained candidates on the central database for the migrations to be performed
• Coordinated all events for trainers nationwide
• Filed all projects related documentation

• Kept projects on schedule by managing deadlines and adjusting workflows.
• Developed comprehensive project plans, outlining scopes, timelines, deliverables, and milestones.
• Supervised multiple projects from project start through delivery by prioritizing needs and delegating assignments.
• Maintained accurate documentation of all projects, facilitating efficient audits and future reference.

• Evaluated potential risks to organizational operations, analyzing impacts on staff, facilities, technology, and suppliers.
• Ensured timely recovery of critical business functions with the establishment of effective disaster recovery plans.
• Maintained up-to-date knowledge on industry trends and best practices for continuous improvement of business continuity processes.
• Reduced downtime during incidents by creating efficient emergency response procedures and communication protocols.

• Maintained accurate documentation of all projects, facilitating efficient audits and future reference.
• Enhanced team collaboration through regular meetings, fostering a positive work environment for increased productivity.
• Coordinated cross-functional teams to achieve seamless collaboration in achieving project objectives.
• Scheduled and prepared for project planning sessions, scoping sessions with each client
• Minuted all summary planning sessions
• Registered all risks and issues
• Attended Project Progress meetings
• Compiled the minutes, had them approved by the Project Managers and distributed them to the relevant parties
• Acted as chairperson at meetings when Project Manager was not available
• Published all summary reports on the document library (Web-based)
• Followed up with all Team Leads to ensure weekly progress reports were handed in according to the agreed format and time and collated and redistributed these to the full team before the actual Migration
• Created and updated the Macro Project plans on MS Project and to submit daily and weekly reports
• Kept all team members informed of any new sites to be registered distributing the revised pages of the relevant Scope of Work and updating the central project file immediately after the changes had been approved and signed-off at the Macro Project level
• Ensured sign-off of all relevant documents took place, including the sign-off of deliverables
• Gathered and maintained all Macro Project financial information
• Drew up the risk matrix and updated it as and when required
• Created and maintained the subproject issues log
• Identified training needs of the project team in the area of project management
• Adhered to prescribed Project Coordinator standards, templates and code of conduct

Key Responsibilities

Assisted the Project Team with the administrative load of the Project. Ensured that a Project history was available and audible in terms of documentation

• Deliver consistent high-quality outcomes by meticulously overseeing every aspect of the assigned projects.
• Boosted overall productivity by implementing efficient time management strategies that prioritized critical tasks.
• Mentored junior team members to develop their skills and contribute effectively to project success.
• Monitored project progress closely, adjusting schedules as needed to ensure timely delivery of results.

• Collaborated with cross-functional teams to ensure seamless project integration and alignment with organizational goals.
• Supported senior management in strategic planning activities related to future projects or initiatives within the organization.
• Monitored project progress closely, promptly addressing any deviations from the plan or schedule.
• Efficiently managed incoming requests from stakeholders by prioritizing tasks based on urgency and relevance.

• Collaborated with cross-functional teams to ensure seamless project integration and alignment with organizational goals.
• Supported senior management in strategic planning activities related to future projects or initiatives within the organization.
• Booked and prepared for project meetings, planning sessions, scoping sessions and any other meetings that the Project Manager might wish to call
• Notified all relevant parties of upcoming meetings and workshops via minuted meeting notifications
• Attended Project meetings, to take registration and minutes
• Compiled the minutes, having them approved by the Project Managers and distribute them to the relevant parties
• Built and maintained a document library
• Ensured that the Macro and Sub-Project files were updated weekly in an orderly manner and stored in a central location
• Followed up with Sub-Project Managers to ensure weekly progress reports were handed in according to the agreed format and time, and collated and redistributed these to the full team before the next Macro Project meeting
• Created and updated the Macro Project plans on MS Project
• Kept all team members informed of any scope changes by distributing the revised pages of the relevant Scope of Work and updating the central project file immediately after the changes had been approved and signed-off at the Macro Project level
• Ensured sign-off of all relevant documents took place, including the sign-off of deliverables
• Gathered and maintained all Macro Project financial information
• Drew up the risk matrix and updated as and when required
• Created and maintained the issues log
• Assisted in the documentation of contracts, presentations, questionnaires, organ grams etc.
• Assisted in the induction process when new members joined the project team
• Adhered to prescribed Project Administration standards, templates and code of conduct

• Improved tender response rates by tailoring proposals to client needs and requirements.
• Assisted with contract negotiations following successful bids, ensuring favorable terms for both parties involved.
• Managed a comprehensive database of past bids, improving accessibility to information for future submissions.
• Assisted the Sales Team with the administrative load of Proposals
• Ensured that proposals were available and auditable in terms of documentation
• Ordered stationery
• Compiled weekly progress reports
• Attended departmental meetings, to take registration and minutes
• Compiled the minutes and distributed them to the relevant parties
• Built and maintained a document library
• Ensured that all revised proposal/tender files were updated weekly in an orderly manner and stored in a central location
• Followed up with Sales Team to ensure weekly progress reports were handed in according to the agreed format and time and collated and redistributed these to the full team before the next Management meeting
• Kept all team members informed of any price changes by distributing the revised pages of the relevant pricing schedule and updated the central project file immediately after the changes had been approved and signed-off
• Ensured sign-off of all relevant documents took place
• Assisted in the documentation of contracts, presentations, questionnaires, organ grams etc.
• Assisted in the induction process when new members joined the project team
• Adhered to prescribed Administration standards, templates and code of conduct

• Served as a reliable team player who consistently met or exceeded expectations in all tasks assigned throughout numerous temp jobs.
• Accomplished goals set forth by management teams at various companies within deadline-driven environments as an effective Temp Worker.
• Learned semi-skilled and advanced work by shadowing experienced workers.
• Demonstrated strong problem-solving skills to effectively address challenges and enhance overall performance in assigned tasks.
• Maintained daily report documents, memos and invoices.
• Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
• Answered multi-line phone system and enthusiastically greeted callers.
• Managed executive calendars, scheduling appointments and meetings to optimize time management.
• Scheduled appointments and conducted follow-up calls to clients.
• Provided clerical support to company employees by copying, faxing, and filing documents.
• Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
• Entered data into system and updated customer contacts with information to keep records current.
• Assisted in event planning and execution for company functions such as conferences, workshops, or social gatherings.
• Coordinated travel arrangements for senior staff, ensuring smooth business trips with minimal disruptions.
• Maintained executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences.
• Assisted in preparing detailed reports for management, enabling informed decision-making.
• Organized travel arrangements for executive team, ensuring smooth logistics for multiple international trips.
• Contributed to team morale by organizing staff welfare activities, leading to improvement in workplace satisfaction.

• Produced high-quality marketing materials that generated positive results.
• Scanned in Logos
• Designed pamphlets
• Printed Pamphlets
• Monthly invoicing
• Proofreading
• Filing
• Managed the distribution of pamphlets
• Ordered Stationery
• Managed weekly wages
• produced high-quality marketing materials that generated positive results.