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Store Secretary

Durban, KZN, South Africa
January 12, 2018

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Title : Miss

Names : Sthembile Emmaculate

Surname : Zaca

Date of Birth : 02 February 1989

ID No : 890-***-**** 089

Nationality : South African

Race : African

Language(s) : Zulu, English


Address : C261 Mhlathuze Road




Contact No : 072-***-****

Work Tel No : 031*******

Email Address :

Work Email Address:


Higher Grade Passed : Matric

Year : 2005

Subjects Passed : Accounting



Business Economics




1.Institution : University of Kwa Zulu Natal

Degree : Bachelor of Commerce (Final Year)

Majors : 1. Human Resources Management

2. Management

Status : In progress (Currently doing the last two outstanding modules)

Third Year Courses

Passed : Labour Legislation

Individual and Organizational Development

Employment Relations and Temporary Issues

Employment Resourcing

Business Ethics

International Business

Technology Management

Corporate Strategy

2.Institution : Regent Business School

Certificate : Higher Certificate in Retail Management

Duration : One Year (Jan 2017 – Dec 2017)

Status : In progress

Courses : Business Management

Retail Management

Business Information Systems Accounting


Business Law

EMPLOYMENT HISTORY (Current to Previous)

1.Employer : Game Store

Location : KZN - Pinetown

Position : Store Secretary

Duration : 01.10.2014 to date

Duties : Job Description Attached

2.Employer : Game Store

Location : KZN - Durban

Position : Backup Store Secretary

Duration : 01.12.2012 to 31.09.2014

Duties : Assisting the Store Secretary with all the office work

Reasons for leaving : Promoted to Store Secretary

3.Employer : Home Mark

Location : KZN - Durban

Position : Sales Assistant

Duration : 01.03.2010 to 31.05.2010

Duties : Assisting with the store’s sales to customers,

Opening and locking the store on weekends

Cashing and Customer Products Demonstration


Reasons for leaving : School


1.Name : Miss Ziningi Ntombela

Position : Regional HR Manager (Massdiscounters)

Contact No : 031-***-****

Alternative No : 073*******

2.Name : Mr. Lucas Mvelase

Position : Store Manager (Game-Pinetown)

Contact No : 031-***-****

Alternative No : 071*******

3.Name : Mr. Ernest Makhaye

Position : Store Manager (Pep Store - Greytown)

Contact No : 033-*******

4.Name : Mr. Bhavesh Ranchhod

Position : Admin Manager (Game-Pinetown)

Contact No : 031-***-****


Current Employment Job Description Summary


To administer the Timeq system on a daily, weekly and monthly basis in accordance with the Timeq Operating Procedures, producing reports for management for Flexi-timers, temps, permanents, franchisees and others who are on the Timeq system.

To ensure that all deadlines are met in the Timeq system in order that:

Permanents are paid overtime, Sunday / Public Holiday pay and nightshift allowance timeously.

Flexi-timers and weekly temps are paid the correct amounts of pay on the allocated day and that unclaimed wages are actioned according to company policies and procedures.

Calculate and pay manual wages (where applicable) according to company policy and procedure.

Clean up procedures and audit trails are conducted every month according to procedure.

To update flexi timer leave schedules weekly,


To assist management of the store in the recruitment of team members, both permanents and Flexi-timers by:

Screening applications

Arranging appointments for interviews

Reference checking suitable applicants (school reports, employment reference checks, Identifile, ITC and ECR reports)

Verifying driver’s licence and driver’s medical report (where applicable)

Ensuring that applicants under the age of 18 have a letter of authority from their parent(s)

Ensuring that all requirements as per File Requirements Checklist are met.

Liaise with Store Manager to compile Internal Vacancy list and forward to Recruitment Specialist at Human Resources, twice monthly. Maintain internal vacancy advertisement file.

Update the Store Structure accordingly.


Compile new starter file and ensure that all correct documentation is complete according to the File Requirements Checklist.

Request permanent or Flexi-timer team number from Head Office.

Issue team member with name badge, uniform, letter of appointment and job description.

Ensure that copies of new starter file are kept in store.

Update Manpower Requisition book and Store Structure accordingly.


Conduct formal induction training with all new team members (permanent and Flexi-timer/temp) and explain all company rules and regulations in detail. Issue team with latest induction booklet and ensure that Acceptance of induction is signed and induction test completed.

Arrange with the Line Management that applicable training has been organised, for new team members.


Ensure that the correct documentation is completed when a team member resigns, is dismissed, absconds or dies. Fax documentation to Human Resources and Payroll immediately and send original documentation to Human Resources, keeping copies on file.


Assist management team by taking the minutes of any disciplinary enquiries that are held and type these minutes accurately and timeously.

Ensure that copies of all disciplinary records are kept in store and the original documentation sent to the Human Resources Manager at Head Office. Should this be a dismissal the complete disciplinary file should be sent to Head Office.


Draw a training schedule (as per Store Secretary’s Handbook) for the store in order that it can easily be verified which training courses each team member has attended.

Inform Regional Human Resources Officer about any training requirements and assist with scheduling venue and refreshments for training sessions.

Maintain Product Knowledge Calendar.

Complete monthly Training Report and forward to Regional Human Resources Officer.


Issue numbered stationery and keep registers in this regard and ensure that all numbered stationery is signed for.

Order and dispense stationery on a weekly basis.

Control and file copies of stationary requisitions.


Control budgets for Flexi-timer wages, stationery and uniform.


Raise all purchase orders for store.

Follow up on any outstanding invoices and orders.


Assist line management and Store Manager by attending to any problems the team might have, e.g. loans, payroll queries. Ensure that these problems are followed up timeously.

Have a working knowledge of the Basic Conditions of Employment Act, Wage Determination Act, Occupational Health and Safety Act, Personnel Policy and Store Secretary’s Handbook.

Maintain Sick & Annual Leave Control Records for all team members and advise line management and Store Manager regarding any excessive leave.

Maintain a file for all team members (permanent and Flexi-timer/temp) in the store and keep copies of all documentation sent to Head Office on file.

Have a working knowledge of the Medical Aid Scheme in order to handle applications, withdrawals and change of options.

Handle bursary application documentation at store level and forward to Human Resources.

Control the Consumable Order Book and issue orders to suppliers if off line. Create Purchase orders on SAP and ensure that no orders are older than 30 days.

Administer and control Petty Cash in liaison with the Admin. Manager.

Administer and maintain Store Usage Documentation.

Administer the Daily Expense control with regards to Purchase orders, petty cash, Store usage and Stock Transfer orders.

Prepare flexi time acceptance schedules, according to specifications, to be signed off by team members. Ensure that budgets are not overspent.

Update Dashboard on a weekly basis.

Conduct audits as required.

Distribute mail internally.

Assist the Admin. Manager in preparation of stock-take, i.e. issue of stationery and lunch monies where applicable.

Inform Human Resources of terminated Flexi-timer sales numbers.

Liaise with management to ensure that weekly temp labour contracts are signed in advance.

Ensure that all maternity and paternity contracts and registers are completed correctly, forwarded to Human Resources and maintain until team member returns from leave.

Liaise with store management team to ensure the Performance Appraisals (permanent and Flexi-timer/temp) are conducted annually and place copies on team files.

Ensure that the Flexi-timer/temp Report for the Store is completed at the end of December each year and sent to the Regional Human Resources Officer.

Calculate and pay out Flexi-timer/Temp Commission, Spiv’s and Giv’s according to company policy and procedure.

Take minutes and forward typed minutes to the Human Resources Manager.

Ensure that sufficient uniform stock is at hand at all times.

Pay out meal allowances and taxi fares when applicable.

To assist team members with bursary, home loan and study loan applications.

Do general typing for Store Manager and other members of management team.

Undertake any other duties as requested by the Store Manager.

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