Social Justice
Zimasa Nqabeni
Senior Administrative Officer
Pretoria,Gauteng
Summary
Productive Administrative Executive with a16-year track record in data management, customer relations, office management and complex problem-solving. Oversees Directorates operations and assists in International Relations initiatives and stakeholder projects. Handles all administrative needs with efficiency and professionalism. Advanced skills in MS Office Suite, Alfresco and Google Workspace. A
Resourceful and experienced worker offering expertise in customer service, travel coordination and file management. Detail-oriented team player with strong organizational skills. Handles multiple projects simultaneously with a high degree of accuracy. Has additional experience in Diplomatic Protocol.
Overview
22
22
years of professional experience
1
1
Language
Work History
Temp Worker
Department of Arts, Culture, Science and Technology
08.2002 - 08.2002
- Administrative support to the Conference delegates, Handing out promotional gifts, Coordination of transport and accommodation, Coordination of functions during the conference
- Served as a reliable team player who consistently met or exceeded expectations in all tasks assigned throughout numerous temp jobs.
Temp
Department of Transport
05.2007 - 08.2007
- Data capturing, executive summaries for the Director-General, Admin support for Recruitment Unit within the Human Resources Section of The Department
- Entered client information into databases quickly and with minimal errors.
- Verified accuracy and validity of data entered in databases
- Reduced manual input errors with thorough proofreading and attention to detail in all data entries.
- Gathered and submitted observational information in addition to required data points.
Senior Secretary Grade IV
National Department of Water Affairs and Forestry
07.2008 - 12.2008
- Responsible for all Director's Office Administration, Diary Management and Coordination of Office Activities, Managing incoming and outgoing correspondence, Answering and screening of telephone calls, Handling of Travel Arrangements for the Director, Claims and Payments, Filing, Screening of Emails
- Handled daily scheduling tasks and provided administrative support for entire Directorate.
- Safeguarded sensitive information with strict adherence to confidentiality protocols and data protection regulations.
- Provided clerical support to the team by copying, faxing, and filing documents.
- Enhanced executive productivity through comprehensive calendar management and meeting coordination.
- Answered multi-line phone system and enthusiastically greeted callers.
- Managed phone and email correspondence and handled incoming and outgoing mail and faxes.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
Sales Assistant and Stylist
Platinum Group (Hilton Weiner, Urban Degree)
01.2007 - 03.2007
- Merchandising, Accepting and Sorting of new stock, Stylist and Sales Assistant
- Tagged and prepared new merchandise for retail sales.
- Boosted customer engagement by implementing creative retail marketing strategies.
- Monitored merchandising, organization and appearance of wholesale and retail counters.
- Exhibited high energy and professionalism when dealing with clients and staff.
- Enhanced customer satisfaction by promptly addressing concerns and providing accurate information.
Senior Administrative Officer
National Department of Science and Innovation
10.2009 - Current
- Providing secretarial support at a personal assistant level to the Directors
- Diary Management, Travel Arrangements, Administration, Scheduling of Meetings, Screening of emails, Processing of claims and subsistence and travel advance for domestic and international trips
- Assists in Coordinating international conferences/workshops, Arranging of international and domestic travel, Preparing documentation for meetings and workshops, Coordinating gala dinners for Ministerial/International visits, Assisting with Protocol, hotel check-ins and airport transfers for delegates, Overall event management, Minute Taking and rapporteur during workshops and internal meetings, Maintaining leave records and stationery inventory, Assisting in Project Management of contracts, transfers budget and project funds, Monitoring and evaluating funded projects through bilateral cooperation and joint funding of bilateral partners and institutions, Asset Management, Ensuring that officials adhere to the Public Finance Management Act in relation to SCM and Finance administration, Document management (tracking and monitoring of submissions for both units through hummingbird and the Alfresco electronic document systems and filing), Editorial work for DSI's Journal/Newsletter for internal stakeholders, Editorial work for unit's brochure, Editorial work for AU-EU partnership-based projects and publications (LEAP-RE), Research, Budget and Operational planning, Fiscal management of the Directorate's budget by ensuring regulated spending, Procuring of stationery for both units, equipment, and furniture for newly employed candidates, Consulting with service providers on deliveries and any other ad hoc requests, Facilitating of social programmes through the National Systems of Innovation domestic and international collaboration, Facilitating and concept development of mentoring programmes for school learners and HDI's (Historically Disadvantaged Institutions), Facilitating of programmes that empower unemployed graduates, Consulting with international stakeholders by assisting in Science Diplomacy engagements, Development of concept notes for Directorates' initiatives, related to the operational plan and targets, Project Management of the World Science Forum Legacy Initiative; Science Journalism Programme, Administrating the World Science Forum Twitter account during the World Science Forum conference on Science for Science Justice, A member of the Science Diplomacy Capital for Africa (SDCfA) bid committee for SA to host the World Conference of Science Journalist (WCSJ) in 2025.
- Managed financial, operational and human resources to optimize business performance.
- Improved communication within the team by organizing regular meetings and providing clear guidelines for projects.
- Categorized and securely processed sensitive documents with information of deeply personal nature or corporate sensitivity.
- Edited documents to improve accuracy of language, flow, and readability.
- Ensured compliance with company policies and government regulations through rigorous monitoring of processes and procedures.
- Represented company at internal and external forums and committees for effective corporate communication and collaboration.
- Reduced expenses by renegotiating vendor contracts, securing better terms without compromising on quality or service levels.
- Adaptable and proficient in learning new concepts quickly and efficiently.
- Evaluated and selected service providers and vendors according to customer requirements.
- Conducted thorough venue research before selecting optimal sites that met the unique requirements of each event.
- Implemented innovative marketing tactics to boost brand awareness and drive event attendance rates upward.
- Developed innovative concepts by researching industry trends and collaborating with cross-functional teams.
- Built strong relationships with key stakeholders, facilitating collaboration on projects and initiatives.
- Assisted in organizing events such as webinars or live chats to engage directly with customers and prospects online.
- Maintained company's online social presence and created branded communications for social media campaigns.
- Attended seminars and symposiums to improve overall knowledge and understanding.
- Reviewed documents and data to identify trends and patterns.
Education
- Highest Standard Passed: Senior Certificate
- English 1st Language, Xhosa 2nd Language, Mathematics, History, Geography and CompuTyping
Textile Design and Technology (Incomplete) - undefined
- Fashion Show and Exhibition casual work
- During Cape Town Fashion Week (2003) and Design Indaba (2004). Dressing of Models and assisting up and coming designers with exhibition work.
Learning Programme: Public Finance Management - Public Finance
01.2012
Science Communication - Communications
08.2021
Advanced Executive Secretaries/PA's Protocol and Diplomacy Programme (BUDGET CONF.) - undefined
Intermediate Excel (SITA) - undefined
Advanced Excel (SITA) - undefined
Business Writing Skills (CLARITY EDITORIAL) - undefined
Science and Research Communications (University of Stellenbosch) - undefined
Skills
CAD (Computer Applied Design) - Good
Writing (English) - Very Good
Presentation - Good
Hummingbird Document Management- Advanced
LOGIS- Good
Alfresco Document Management - Advanced
Outlook - Advanced
Knowledge of PFMA principles
Digital Communications (World Science Forum 2022 Website and Twitter Account contributor)
Records Management
Fashion Retail
Schedule Management
Administration and Operations
Attention to Detail
Excellent grammar
Excellent grammar
Creative Direction
Internet Media Advertising
Work Planning and Prioritization
Project Planning
Social Media Platforms
Idea Brainstorming
Unremunerated Work
- Member of the Civil Society Organisation (CSO) Collective that convened the Women's Intersectional March against Gender Based Violence - 5 August 2018.
- Participated in the Presidential Gender Summit as part of the CSO Collective (2 November 2018)
- Made contributions and recommendations to the National Strategic Plan in fighting GSBV.
- Blogger
Tel
012 843 6794
Personal Information
- Date of Birth: 03/19/81
- Nationality: South African
References
- Ms. Lukhanyiso Ngesi-Tlame, Assistant Director CFO's Office, Department of Water and Sanitation, Sedibeng Building, 185 Francis Baard Street, Tshwane, 012 336 8102, ngesil@dws.gov.za
- Ms. Mandry Ntshani, Director: Africa Multilateral Cooperation, Department of Science & Innovation, Bldg. 53, Meiring Naude Road, CSIR, Brummeria, 082 593 6159, mandry.ntshani@dst.gov.za
- Ms. Tinyiko Ntshongwana, Deputy Director: Africa Multilateral Cooperation, Department of Science and Innovation, Bldg. 53, Meiring Naude Road, CSIR, Brummeria, tinyiko.ntshongwana@dst.gov.za
- Ms. Lindiwe Gama, Director: Africa Bilateral Cooperation, Department of Science & Innovation, Bldg. 53, Meiring Naude Road, CSIR, Brummeria, 082 880 5799, lindiwe.gama@dst.gov.za
Accomplishments
- Raised awareness for UN World Creativity and Innovation Celebration Day through social media and webinars.
- Supervised team of 50 seasoned journalists and 20 unemployed journalism graduates for the Science Journalism Programme side event during the margins of the World Science Forum 2022.
- Collaborated with team of Science and Health Diplomacy experts in the development of Strengthening Africa's Manufacturing Medicines' Capacity concept
- Collaborated with team of ten members from NSI entities in the coordination and won the bid for South Africa to host the 2025 World Science Journalism Conference.
Interests
Literature
Innovation
Writing
In my leisure time I unwind by writing fictional and creative stories. My skills in writing are versatile as I have the ability to write according to the audience. I have the capacity to put concepts into text for business writing (articles, reports and proposals).
Timeline
Senior Administrative Officer - National Department of Science and Innovation
10.2009 - Current
Senior Secretary Grade IV - National Department of Water Affairs and Forestry
07.2008 - 12.2008
Temp - Department of Transport
05.2007 - 08.2007
Sales Assistant and Stylist - Platinum Group (Hilton Weiner, Urban Degree)
01.2007 - 03.2007
Temp Worker - Department of Arts, Culture, Science and Technology
08.2002 - 08.2002
Victoria Park High School - ,
Cape Technikon (now CPUT) - Textile Design and Technology (Incomplete),
University of Pretoria - Learning Programme: Public Finance Management , Public Finance
Stellenbosch University - Science Communication , Communications
- Advanced Executive Secretaries/PA's Protocol and Diplomacy Programme (BUDGET CONF.),
- Intermediate Excel (SITA),
- Advanced Excel (SITA),
- Business Writing Skills (CLARITY EDITORIAL),
- Science and Research Communications (University of Stellenbosch),