Administrative Management

Cynthia F Mangena

PERSONAL INFORMATION

Date of Birth: 31 May 1975 Current Location: Lindhaven, Roodeport, JHB

Nationality: South African Contact Number: +277*-***-****

Race: African Email Address: **********@*****.***

Gender: Female Marital Status: Married

Profile Summary

I am self-disciplined, responsible and presentable. As an Administrative Manager I am positive, enthusiastic, have good leadership skills. Always aware of what is going on in the office this helps me in being detail-oriented and people-oriented for effective managing of staff I use Planning for effective results, Organization: for the ability to multi-task. Effective Communication is essential in any organization. Delegation: to efficiently and effectively delegate tasks. Confident Decision-Making: for responsibility and decisiveness. Optimism: Effectively for a contagious positive outlook. Flexibility: To stay focused on the big picture. Team Player: To pitch-in to help staff. Lead by Example: I believe in ‘Practice What You Preach’. I have vast technical competencies and able to complete tasks and activities. Accounting, marketing, Six Sigma, and corporate finance skills, Negotiation and motivation are among the most common, soft skills. I am firm and have the ability and perseverance to try and help the company achieve their goals. I am able to motivate people and make them feel that they are an important cog in the business wheel. I have a strong personality and always let employees know that management is trying their best to make life for everyone in the company as profitable, productive and enjoyable as possible. This I have observed as they then concentrate on doing their best and most importantly have managed to manage differences and change

Professional Qualifications (in Progress)

Corporate Governance and Administration (NQF Level 6) - Institute of Chartered Secretaries and Administration

Financial Accounting (B) Economics (B)

Communication (A) Commercial Law (C)

Corporate Governance and Administration (NQF Level 6 &7) - Institute of Chartered Secretaries and Administration

Principle of Management (B)

Advanced Commercial Law (B)

Strategic Management (B)

Financial Accounting 11 (C)

Information Technology (B)

Office Administration/ Personal Assistant – Diploma

Bookkeeping

VIP Payroll – Certificate

Career Achievement

Discipline and Dismissals (Under the Labour Relations Act)

Organizational Rules (Under ISSSR Element)

Principles of Leadership

Health and Safety Course

Skills

Advanced Administration Management Strategic planning & Management Principles HSEQ Administration

Finance /Bank Reconciliation Stock /Inventory management Organisational management

General Administration Office Management Managing Diversity & Innovation

Supply Chain Management Telephone Etiquette Customer Services Relations

Implementation of Policies & Procedures Adherence to Company Procedures Leadership and Leading

EMPLOYMENT HISTORY

WORKING EXPERIENCE

SENIOR ADMIN OFFICER

Current Employee : WITS University

Duration : Nov’2016 to Current

Duties and Responsibilities

Administration Management

Ensuring that all managers are being coached and developed against their KPIs

Tracking and managing the teams to perform against targets and expectations

Ensuring the team developed align to the company culture

Ensuring that Admin Managers understand the University strategies

Ensuring that Managers take ownership and accountability for maintaining quality standards service and desired outputs within interrelated functional areas of responsibility

Managing and executing effective implementation of all SOPs Compliance operations plans(check list, quick references guides and performance management)

Liaising with the relevant management team on Operational Plans processes and performance standards

Continually enforcing standards and rules to understand the impact of noncompliance on the Region Area Complex Students and work colleagues

Conducting of regular outlets checks/Management by walk about to confirm adherence to standards

Gathering relevant information for written reports for review or feedback of work

Managing of all processes within student administration (postgraduate) e.g. (but not limited to) applications, selection, registration, examination, results and graduation ceremonies;

Attending examination moderating meetings, uploading exam marks, identifying finalists, and capturing and fixing curriculums and prerequisites

Giving proper feedback to Members of the applicable Faculty committees;

Implementation of Teaching and Learning Committee decisions.

Implementation of Postgraduate Studies Committee decisions.

Financial & Student Administration

Administrating of database application and ensuring prompt completion and accurate processing and accessing: (Capturing Application forms, sending out tracking & Acknowledgement letters. Access Applications –preliminary decisions)

Compiling student list as per DFO/Donor request (Requesting NSFAS Report, Checking each student profile and update the database)

Compiling a master list of all internal donors with contact details

Processing award and donor payments : (ensuring that all new donors are created, compiling journals and submitting them for loading, awarding funds as per award/payment, checking fee account once disbursed, providing a donor recon after each payment, ensure all invoices are processed for claiming funds from DFO, Sundry debtors and admin Accounts)

Administer refunds to students by: (Compiling documents for refund, checking students tuition fee account to ensure amount of tuition fees charges is the same amount as offered)

Checking that student has permission from all donors to hold awards concurrently if more than one bursary is in tuition fee account

Calculating funds as per donor allocation (subtracting clubs & society charges)

Adherence to meeting deadlines set by Supervisor

Assist Student’s Liaison Officer in compiling a new master progress report file to obtain half-year and year end progress reports

Providing a prompt, effective and excellent service to all students

Compiling of reports on awards when SLO is unavailable

Ensuring that application forms are captured and accesses right through the year.

Distributing, reporting, capturing and sending out correspondences on a weekly basis

Security and Company polies and procedures

Communication on policies and procedures

Authorization to breach procedure and communication of procedures to staff

WORKING EXPERIENCE

Administration Manager

Employer : Bidvest Afcom

Duration : June 2013 to June 2016

Duties & Responsibilities

ADMINISTRATION MANAGEMENT

Impart training to staff on procurement and logistic related procedures

Evaluate primary sales bids against profitability criteria.

Oversee the Service desk function. Ensuring resolve on all incidents and requests;

Allocation of members of the desktop/network teams and other workgroups within IT & Sage

Stipulating of goals, standards, policies and procedures which may include some familiarity of other departments within the group.

Exercising judgment and assuming responsibility for decisions on a continuous basis, on costs, and/or quality of service within the functional area

Liaising with other members of the team and across the business

Participating in strategic planning, and formulating long-term business plans

Pricing and competitor analysis

Ensure adherence to operational policies, procedures and standards of conduct

Maintain pastel with supplier credit limits and buying terms

Submitting invoices received for the goods delivered/delivery notes for filing along with supporting documents

Establishing proper recording and monthly reporting systems of all procurement activities inclusive of updated inventory

Monitoring/liaising with technicians on inventory, fuel consumptions as per the standard systems and establishment of a proper recording system for field’s monthly reports

Managing and reconciling of petty cash and credit card statements

Ordering and controlling stationery, cleaning materials and office consumables

Managing and maintaining all office equipment and Completing and maintaining of attendance register and leave forms

Inventory Management

Issuing of supplies, materials and equipment to the warehouse staff

Manually pre-pick stock items from multi-level racking which are specified in Work Order documents

Completing of all necessary paperwork for stock issued and maintain of records

Receiving of stock from suppliers, confirming that delivered goods match purchase order specifications of quantity, condition, model number

Receiving of returned stock from customers, inspects and determining suitability of material for restocking

Adherence to accounting procedures, properly accounting for issued, returned and receipts of new materials and assorted back orders

Conduct weekly cycle counts of inventory materials based upon computer-monitored order listing complete a physical inventory count

Participating in strategic planning, and formulating long-term business plans

Pricing and competitor analysis

Processing orders and deploying stock/equipment to clients

Maintaining and managing all stock on Pastel and ensuring all stock processes are followed

Managing turn-around times of repairs and following up on repairs

Ensure repaired stock is received back and delivered timeously

Communicate timeously, cordially and effectively with clients regarding new orders or delivery of stock (repaired, new, faulty)

General Administration Management

Managing and coordinating the courier service

Preparation and submission of all internal documentation (Site Activations, Order Forms, Cancellation Forms, Damaged Stock forms, Job Cards etc.)

Maintaining office filing and storage systems and Capturing and filing of training certificates and job cards

Capturing of data and stock on internal system

Ensure all internal administration procedures are followed and managed Staff Management

Ensure receiving and terminal areas are adequately staffed to accomplish task.

Conduct first interview for new employees according to company procedures.

Train and develop staff to ensure they are competent to accomplish their tasks.

Manage and control casual and overtime costs and. using appropriate discipline and conducting performance reviews.

PROCUREMENT MANAGEMENT

Provide efficient support and ensure success of the overall procurement & logistics activities, while providing efficient utilization of resources

Act as focal point for requisitions received for the procurement of goods and logistics services

Ensure full compliance and application of standard company procurement rules, procedures and best practices

Maintain procurement processes that ensure project’s effective ability to procure and deliver quality goods and services to the requesting offices

Ensure fairness in transparent bidding processes and effective competition, as well as best prices and best value for money in all procurement and logistics activities

Ensure timely and quality procurement and logistics services provision according to the project’s duration

Oversee, and control shipping and delivery of purchased goods, equipment, and supplies, as well as their customs clearance and insurance (where required)

Manage all logistical arrangements ensuring proper quality control, specification compliance, monitoring and verification of deliveries, plus timely delivery to the end user

Prepare regular reports on the status of the overall procurement process

Oversee travel, accommodation, flight booking for staff for official business arrangements

Guide staff and implement proper filing system for Logistics and Procurement

Security and Policies and Procedures

Adherence to strict cash management policy. Double checking of cash checks the collection of the cash

Ensure a security guard and a member of management is present on receipt of stock and on any other occasion when the external door in the Receiving department is opened.

Trains and equips staff to understand and maintain security standards in their relevant sections.

Communication on policies and procedures

Authorization to breach procedure and communication of procedure

Operations Management

Maintaining office operations by receiving and distributing communications, maintaining supplies and materials

Encouraging and guiding teams to perform against set targets and expectations

Regular site visits within regions in order to maintain awareness of company requirements and adherence to deadlines

• Driving customers experience and relations in line with quality and performance standards

Stakeholder Management

Conducting of weekly Admin Management meetings with relevant stakeholders

Monitoring the functionality of all equipment and liaise with Maintenance officer to obtain timelines for the repairs related to risk areas

Reason for leaving: Retrenchment

WORKING EXPERIENCE

Finance & Administration Manager

Employer : TotalGaz Southern Africa-

Duration : Jan 2009 – Nov 2012

Duties and Responsibilities

Office Management

Maintaining correct and punctual reporting processes

Managing all depot accounts and Administration, debtors control and age analysis maintenance

Managing of company assets, maximise utilization through effective management and cash

Handling of new clients and new business

Updating of customer’s information accurately and follow up on customers

Resolving of customer queries and ensuring effective customer service

Maintaining office staff job results by coaching, counselling, planning, monitoring, appraising job results and disciplining employees

Maintaining office staff by recruiting, selecting, orienting and training of employees

Maintaining Professional and technical knowledge by attending educational workshops

Reviewing professional publications, establishing personal networks and participating in professional societies

General Administration Management (HSEQ Management)

Ensuring Compliance with the OHS-Act as imposed under section 16(2) at the depot and head HSEQ committee (Company Safety)

Ensuring compliance in Element 7 and approving of staff leave

All Management Performance Standards relating to Element 7 are identified, implemented and maintained as per HSEQ reference manual

In conjunction with HR ensured that all company health and safety rules are reviewed with each employee at the time of job placement and annually thereafter

Ensuring that all relevant and completed documentation pertaining to HSEQ reference manual is kept in compliance with relevant systems and Company requirements

Effectively filing of all documents and records for all depots operated by Totalgaz

Ensure that a General Health and Safety rule booklet exists for Totalgaz employees

In conjunction with the Depot Manager provided Totalgaz management and the Element leaders forum with monthly information

Identifying shortcomings during assessments and audit to ensure that corrective actions are in place

Advise TotalGaz management and the Element Leaders forum of any new developments, requirements or system improvements that may add value

Present monthly progress reports on the development, KPI’s and sustainability of the designated Element and its Contribution to ISSSR performance

Security and Company polies and procedures

Identifying specific Health and Safety rules for all occupations within operations in TotalGaz, in conjunction with the Depot Manager

Ensure specialised procedures exist for application during any hazardous work that may be carried out by staff or contractors.

Training provided for staff or contractors such as the Accident Prevention Plan and Permit to Work system

Ensure that in conjunction with HR, policies exist for disciplinary action, positive commendation and retaining with regards to compliance and non-compliance

Report to Management promptly any situation, condition, or action that may affect internal or external ISSSRS Audit performance and would necessitate immediate remedial action

Lease with other ISSSR Element Leaders and ensuring sustainable results for ISSSR performance

Update change in Job profile or Site and update and review rules and ensuring all Company procedures are adhered to

Ensuring that all Admin staff in Central Region are fully trained in information system, Company procedures and Safety Policies

Inventory Management/ Stock Controlling/Material Handling

Processing of all inventories that enter and leave the depot as per procedure

Daily reconciliation of inventories for accuracy and ensure daily counts are carried out as per procedure

Weigh faulty Cylinder and authorise for decanting and keep a record of decanting cylinders

Scrutinizing discrepancies during receipting, invoicing and crediting process

Formulate billing process and handle inventory assignment

Monitor correct inventory control procedure and ensure proper and safe handling of materials, storage and condition

Ensure that difference in variances between Stock Recon, LPG Gas recon, Tank recon and electronic sales recon had a thorough investigation until reconciled

Updating of CRP worksheet with returned quantities

Complete and maintained all required paperwork, records and documents

Maintain departmental housekeeping standards and production requirements

Provide summary reports and material status for inventory control and supervising monthly inventories

Reason for Leaving: Personal Decision

WORKING EXPERIENCE

Reconciliations Officer

Employer : WITS UNIVERSITY

Duration : Sept 2005 – Dec 2008

Duties and Responsibilities

Preparations of student debtors control book value of R2 000 000.00

Preparations on Monthly reconciliation between the subsystem and the general ledger

Preparing financial analysis and reports for students

Checking of daily reconciliations report and clearing of unreconciled items

Uploading and compiling of journals

Follow up on outstanding and unreconciled items

Ensuring that journals and refunds are approved

Reconciling of bank statements to general ledger and sub ledger

Investigating discrepancies and resolving variances

Weekly reconciliation of bank accounts

Reason for leaving: Yearly Contractual Assignment

WORKING EXPERIENCE

Senior Administrator/ OFFICE MANAGER

Employer : Techno serve Inc.

Duration : Jan 01 to Aug 2005

Duties and Responsibilities

Office Management

Coordinating seminars, meetings, type and format letters, memorandums and quality documents and compiling of letter, memorandums and faxes

Leading and directing staff to meet their work objectives and to provide an efficient and effective support service

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

Processing of payments by means of internet banking approved by the Country Director and Payroll processing and Diary management for the Country Directors

Maintaining and coding of confidential company files and compile data for legal and various purposes in compliance with the laid-down rules and regulations.

Carrying out and evaluating various situations and provide advice and appropriate action to be taken Conducting research for the Country Director and sometimes representing in the executive meetings

Screening of telephone calls, filter request for appointments and arranging internal and external meetings and conferences. Handling of confidential calls and composing of letters which required official signatures.

Proof reading of research records and other documents to ensure accurateness and compliance with policies and regulations

Involved in procurement and operating of the required office equipment and materials such as photocopiers, printers and fax machines. Assisting and administrating of executive projects and ensuring that laid down project goals and objectives are achieved on time to avoid delays.

Prepare and give feedback on management account, company accounts to balance sheet and statutory returns and other statutory deduct

Posts customer payments by recording cash, checks, and credit card transactions. Maintains records by microfilming invoices, debits, and credits

Achieves financial objectives by preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions. Posts revenues by verifying and entering transactions form lock box and local deposits. Resolves collections by examining customer payment plans, payment history, credit line

Updates receivables by totalling unpaid invoices. Resolves valid, invalid or unauthorized deductions procedures. Or authorized deductions by entering adjusting entries by following pending deductions.

Verifies validity of account discrepancies by obtaining and investigating information from sales, trade promotions, customer service departments, and from customers

General Administration Management

Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.

Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Keeps management informed by reviewing and analysing special reports; summarizing information; identifying trends. Contributes to team effort by accomplishing related results as needed.

Reason for leaving: NGO Company Moved back to USA

REFEREES

Mr Kobus Alberts Mr Simphiwe Makapela Operations Manager Regional Manager Bidvest Afcom Totalgaz Southern Africa Contact details: 082-***-**** Contact Details: 073-***-****

Ms Charlene Timmerman Senior Financial Accountant WITS University (University of Wits WatersRand) Contact Details: 083-***-****

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