Thembi Mahlangu

• Act as the point of contact for the programme/portfolio and manage queries of the programme.

• Ensure that all programme documentation is stored appropriately and it is easily accessible to the programme team members.

• Calendar management for programme team members.

• Schedule meetings, consolidate information for meetings, maintain and disseminate minutes, and ensure that actions are followed up accordingly.

• Manage projects' RAID log: decisions, risks, issues, and actions.
• Facilitate the approval/sign-off projects' documents/artifacts.

• Review documents and fix errors where it is needed before circulating them for approval.

• Design templates which will be useful for simplifying project administration processes.
• Assist in preparation of the project reports presentations and circulate them to the relevant stakeholders.

• Provide administrative support to the programme manager and project managers.

• Liaise and maintain a good working relationship with various stakeholders (internal and external) throughout the project life cycle.

• Organise refreshments for the workshops when it is needed.

• Coordinating project activities, managing project schedules and communicating progress to all team members and all relevant administrative duties.
• Meeting administration: take meeting minutes and decisions and communicate to stakeholders in a prescribed format.
• Order resources, like equipment and software.
• Manage issue and risk register.
• Maintain documents and update SharePoint repository.
• Ensure the deliverables are tracked and that progress is reported.
• Good receipt invoices and send them to Accounts Payable Dept for payment processing.
• Follow up on open orders and provide end-users with an update of their orders.
• Ensure that asset register of ordered IT equipment is updated.
• Track financial transactions and maintain a budget template.
• Monitor IT service desk calls, ensure that calls are closed in time and attend end-users' queries and also ensure that calls related to IT Projects such network points installations etc. are closed in time.

• Develop project schedule on MS Project to monitor and track progress of the projects and circulate it to the relevant stakeholders.
• Ensure that IT Project Management Methodology is adhered to.
• Ensure resources availability and allocation.
• Facilitate end-user trainings and meetings.
• Meeting administration: issue meeting agenda, take minutes, circulate and file them accordingly.
• Ensure that my projects are delivered on-time, within the scope and budget.
• Manage SharePoint repository and provide documentation to project teams and auditors when needed.
• Assist project teams on compiling Lessons Learnt log documentation.
• Ensure that projects are capitalized as per capitalization schedule.
• Compile project weekly highlight reports and circulate them to the relevant stakeholders.
• Maintain RAID log (Risk, Action, Issue and Decision log).
• Update Tracker (IT PMO system) on a weekly basis
• Record project expenses and produce financial reports and forecasts.
• Manage procurement process for the required projects' equipment/services via Oracle ERP.
• Adherence to quality control standards: Log system changes on CAB and ensure that it is approved on time by providing the required information.
• Travel to various sites for projects rollout.
• Maintain a good relationship with clients (business) and as well as the external stakeholders (vendors).
• Provide administrative support as well as to the Programme Manager: Gather information from project managers for Programme Board Meetings and manage meeting administration.
• Onboarding new project administrators.
• Train and knowledge transfer to new internship learners.
• Assist Programme manager to ensure that Project governance NBAC or LBAC submissions are done on time
• Ensure that the asset register is updated and coordinate a process of disposing assets.

• Process purchase orders on SAP ERP.
• Track approval of shopping carts with the relevant approvers
• Once the approval is done track the supplier to provide an invoice of that particular quotation
• Once the invoice is received, confirm the invoice against the purchase order on the system
• Send confirmed/GRV invoices to the Accounts Payable Dept for payment processing.
• Reconcile individual travelling recons.
• General filing for Finance Dept and Reconcile expense claim.

• Coordinating and administering meetings, including issuing of minutes
• Managing project documentation on SharePoint Repository
• Monitor and track action log to ensure that issues are resolved on time
• Preparing purchase orders for vendors
• Reviewing, manage the approval process of the invoices and GRV them against purchase orders
• Vendor contract coordination and review with project teams
• Make travel arrangements for the IT management
• Manage a process of disposing old IT equipment
• Maintain Internet Solution Mobility System of 3g cards
• Maintain CA Service (portal of logging calls) for network issues, etc
• If a call cannot be resolved by an inhouse IT engineer, ensure that a relevant service provider is arranged on time.

• General office administration

• Coordinating projects, general administration, facilitate workshops and exhibitions, order stationery, arrange refreshments for events, appoint teachers for evaluation of books, run payment process of temporarily employed teachers, manage Project Manager's diary, prepare meeting's agenda by liaising with the project manager, attend provincial meetings with 5 publishers' representatives Publishers Association South Africa and take minutes in the meetings
• Achievements: Compile a catalogue of Grade 7 & 8 Learner Support Materials.