CURRICULUM VITAE OF ZAHIDA MAJEED

Protea Park. Port Shepstone, KwaZulu-Natal

081-***-****,

email:adm6u6@r.postjobfree.com

Profile

Self-driven and accurate Executive Assistant skilled at performing various office/administrative duties, such as coordinating meetings, maintaining calendar and schedule, filing documents, and managing company correspondence. Highly self-motivated with a solid work ethic and multi-tasking abilities. The key strengths gained during my employment history is an excellent attention

attention to detail, self-motivated and accurate, being a team player as well as being able to interact with people of diverse backgrounds.

Skills

Superb communication skills, both written and verbal.

Excellent Microsoft Office skills, typing skills.

SAP Experience (purchase requisitions, orders).

Ability to learn quickly, work independently and prioritise multiple tasks in a deadline driven work environment.

Meticulous and accurate data capturing.

Minute taking, typing and distribution thereof.

Meeting and flight logistics.

Event management, calendar management and record keeping. Filing and archiving.

Diary management, Data capturing and data base management.

Reception/ Meet and Greet/ Hospitality.

Professional demeanour and attitude and reliable.

Strong attention to detail and excellent work ethics.

Good timekeeping skills and ability to meet deadlines.

Ability to work without supervision, can improvise and complete tasks efficiently.

Ability to learn new systems and tools and a sound ability to transfer these skills to others.

Secondary Education

Ladysmith Secondary School – Grade 12 – 1988

Tertiary Education

National Diploma: Secretarial-Business Computing, ML Sultan Technikon, 1991

In-house Training

MS Word, MS Excel and PowerPoint, MS Publisher, MS Outlook, GroupWise e-mail and internet,

Persal Course – 1994, Windows and WordPerfect 6.1 – November 1997,

Q&A Advanced, WordPerfect 5.1 Intermediate,

Attended two-day conference on Women in Development and HIV/Aids 2004,

Attended Report Writing Workshop – July 2005, Office Management Workshop – June 2008, Financial Policies and Procedures Training – August 2008,

SAP Blueprint Phase Workshop – 2009, SAP Super User Training – June/July 2010

Credits obtained for INM1014, INM 1024, and DVA 101Q from UNISA 2010-2011

Attended customer care Training, 2013

Completed Business Management course at Damelin, Overport, 2019

Employment History

Personal Assistant to Regional Manager East [1 July 2008 to 31 July 2019]

Ezemvelo KZN Wildlife

Office Administration and Secretarial Support

Manage the General Manager’s Office. Managing telephone and reception by answering and screening calls as well as distributing messages for the Division. Interact internally (broader management team) and externally (community delegations, officials, business sector) to confirm arrangements and programmes.

Process rhino card purchases for the public, prepare invoices and reconcile at month end. Manage Database and filing system. Archive files for Manager and compile a database of archived records.

Read, monitor and respond to the Manager’s email. Prepare correspondence on the Manager’s behalf. Manage the electronic diary. Organise, plan and prioritize activities on the diary by arranging and scheduling meetings and appointments. Process travel arrangements for the Manager. Coordinate the décor and layout, food service, invitation, for division-hosted events, functions and meetings. Brief the Manager on the status of events with respect to confirmation of guest lists, schedule of events, etc.

Type and format documents and routine reports. Proof reading documents, and reports on behalf of the manager. Remove and replace consumable items (paper, ink) from specific Office equipment, and attend to the photocopying of correspondence/documents. Prepare notification, agendas and minutes for specific divisional meetings and attend to the distribution thereof. Collect reports from Managers and compile Weekly and Monthly Reports for the Regional Manager. Maintain record of private usage of telephones. Receive leave applications and claim forms for signature, obtain authorisation, keep record and submit to the relevant department for processing.

Financial:

Maintain and monitor the Manager’s budget. Complete journals and make corrections where necessary. Assist the manager with the compilation of future budget planning. Reconcile ledger to the SAP system on a weekly basis and maintain commitment ledger and submit reports thereof. Processing of orders on the SAP system and following up with Finance Section to check if payments were processed. Manage the GME’s petty cash budget & complete reconciliations. Prepare manual purchase requisitions for the purchasing of goods and complete orders on the SAP system.

Office Activity Scheduling and Planning

Manage the postal run and supervise the Coastal Driver, Cleaner and 6 Gate Guards stationed at the Elton Place Office. Check the attendance registers of the Gate guards, process their leave forms, assist with queries. Ordering of uniform for the Manager, Cleaner and Gate Guards. Manage the Cleaning schedule for the Cleaner and ensure that the Offices are cleaned. Was involved in the Store room project which entailed converting the Archive room into a Boardroom. Maintain stocks of standard forms and stationery and complete requisition orders to facilitate the replenishment of items prior to depletion. Coordinate the décor and layout, food service, invitation, for division-hosted events, functions and meetings. Brief the Manager on the status of events with respect to confirmation of guest lists, schedule of events, etc.

Reason for leaving: Resigned on 31 July 2019

Personal Assistant to Manager: Land Use Planning [12 June 2006 to 31 June 2008]

Ezemvelo KZN Wildlife

Secretarial Support

Minute taking, distribution and follow up. Answering of telephone and taking messages for Planning Manager and receiving visitors. Organise all logistical arrangements for meetings and workshops. Print, read and respond to emails on behalf of the Manager.

Effective and efficient management of the Division’s filing system. Manage incoming and outgoing mail and distribute accordingly. Maintain Asset register for vehicles and equipment. Updating electronic register for staff on a daily basis. Obtain necessary data and compile monthly Strategic Reports. Complete leave forms and MVA claims on behalf of the

Manager. Submit leave forms for signature, make copies and forward to the relevant departments for signature.

Compile documentation for Staff appointments and movements.

Financial Administrative Support

Compile operating budget estimates. Manage Land Use Planning’s votes as well as Special Project votes. Check all S&T and MVA claim forms. Process private telephone accounts.

Process ordering of consumable items and forward invoices to relevant sections for processing. Process telephone printouts and forward to Staff reporting to the Manager for payment of private telephone accounts.

Reported to: Mr Roger Porter, Manager Land Use Planning, 082-***-****

Reason for leaving: Applied for higher post within Ezemvelo and was successful.

Acting Administrative Officer [28 February 2006 to April 2006]

Kelly Temp at the Department of Works, Pietermaritzburg

Attend to incoming mail by opening, sorting and date stamping mail. Assist the HOD’s Personal Assistant with answering the telephone and taking messages for Director and HOD.

Managing records by ensuring that the filing system is updated on a regular basis. Distribution of post to General Managers.

Capturing minutes at meetings, typing of minutes and distributing to all members. Photocopying and binding of documents for Board meetings. Typing of letters for HOD on MS Word. Data Capture on MS Word and Excel. Following up on outstanding reports.

Reason for leaving: Temp Assignment

Office Administrator [5 May 2005 to September 2005]

Project Support Group, Parkdene, Boksburg, Gauteng

Responsible for answering calls, screening calls and operating switchboard with three incoming lines and 12 extensions.

Reception duties and assisting with queries. Maintenance of equipment being utilised by the Office i.e. photocopy machine, fax machine and binding machine. Attend Donor meetings, taking minutes at meetings and typing of minutes.

Faxing for Directors and Accountant and updating register for incoming and outgoing faxes. Maintenance of equipment register for PSG equipment, issuing and checking of equipment when returned, i.e. laptop, camera, cell phone, data projector and recorders.

Banking and payment of PSG accounts, i.e. Electricity and Telephone accounts. Preparing cheque requisitions for payment and ensuring that cheques are entered on the cheque register. Ordering of stationery and ensuring that payment is made.

Reported to: Ms R Muyambo, Cell 072-****-***, Ms H Chimuka 082*******

Reason for leaving: Resigned as family relocated to Pietermaritzburg.

Data Capturer: Seminars & Events [12 October 2004 to 26 January 2005]

South African Institute of Chartered Accountants (SAICA), Bruma, Gauteng

Responsible for receiving, printing and sorting enrolments into various Seminars (faxes, emails, (internet). Processing, faxing and e-mailing of tax invoices. Capturing enrolments on the SAICA databases for seminars throughout the Province.

Assisting with telephonic queries regarding enrolment and liaised with Chartered Accountant’s regarding bookings. Assist with issuing “venue full” faxes. Cancellations and re-booking of delegates.

Reason for leaving: Temp assignment

Administrator [1 April 2004 to 11 October 2004]

ALMAC Development Centre (ADC) MacKenzieville, Nigel, Gauteng

Responsible for petty cash, compiling financial statements and reconciling financial statements at month end. Payment of ADC accounts.

Entering cash received from photocopying and typing into petty cash journal and reconciling at month end. Ensure that effective and efficient financial systems are in place.

Secretarial Support

General office duties, switchboard, queries and dealing with the public regarding projects operating within ADC. Typing of correspondence on MS Word, spreadsheets on Excel and presentations on PowerPoint.

Responsible for co-ordinating employee training in response to identified needs. Providing admin support for the Building project and Feeding schemes which included preparing an Agenda for the meeting and capturing minutes at the meeting.

Reported to: Mr Govender (ADC Board Chairman) 084-****-***, adm6u6@r.postjobfree.com

Reason for leaving: Six-month contract

Administrative Assistant - HR [8 April 2002 to 6 September 2003]

Kelly Temp at Provincial HIV/Aids Action Unit, Pietermaritzburg

Processing new appointments and salary details on the Persal system. Salary control and administrative support for 750 contracted employees. Posting of pay slips of contracted employees monthly.

Typing and printing individual letters onto Lay Counsellor contracts/letters of Intent on MS Word at 55 words per minute. Facilitating the management of the Human Resources Section and training of staff within the Human Resource component. Processing leave applications, updating file covers and monitoring leave balances.

Administrative Support

Switchboard, queries and customer liaison and all secretarial duties. Processing travel arrangements and arranging catering for meetings. Screening of calls and updating the director’s diary, responsible for incoming and outgoing mail, letters, submissions and e-mail. Responsible for all procurement and payment.

Facilitating the administrative arrangements around Lay Counsellor Programme meetings, training, and other functions.

Reported to: Ms S MacDonald, Lay Counsellor Project Manager, 083-****-***

Reason for leaving: Temporary position

Consultant {18 June 2001 to 30 November 2001]

FVG Consulting (Pty) Ltd at Department of Education

Various administrative functions such as processing leave applications, completion of letters requesting information from employees. Checking housing files for necessary documentation and requesting outstanding information.

Reason for leaving: Six-month contract

Snr Personnel Officer GRII - HR [1 July 1994 to 31 October 1999]

Department of Local Government and Housing, Natalia, Pietermaritzburg

Position: Senior Personnel Officer Grade II - Human Resources

Responsibilities: Service Conditions Section – 1 July 1994

Processing leave applications, leave gratuities, service bonuses, overtime, standby claims, and long service awards.

Auditing leave files annually, calculating leave gratuities when employees retire and payment of leave gratuities on the Persal system. Updating daily incoming leave forms on the leave file and on Persal.

Responsibilities: Exits Section – 2 January 1996

Processing of resignations, abscondments, transfers, death cases, retirements on the Persal system, and completing pension documents Z102 and Z125. Corresponding with Pensions Department in Pretoria regarding payment of Pension benefits and advising Government employees regarding the status of their pension payment. Assisting with calculation of pension benefits and all pension related queries.

Responsibilities: Provisioning Section [05 January 1997 to 31 October 1999]

Recruitment and selection of new employees. Training of new employees. Process new appointments, process debt disallowance and underpayments. Handle all salary related functions, and Persal queries.

Process pension documents for all deaths, retirements, medical boards, resignations and abscondments. Processing leave applications, leave gratuities, service bonuses, overtime, standby claims, and long service awards.

Reason for leaving: Exited from the Department on 31 October 1999 as I was getting married in Gauteng.

Adminisration Clerk/Secretary [1 December 1992 to 30 June 1994]

Department of Transport, Ladysmith

Responsibilities:

Reception duties, answering switchboard with 12 extensions and 3 lines and taking messages. Working in a busy reception area and assisting the public with queries. Processing all leave applications and annotating leave taken on file covers.

Checking of timesheets of employees and ensuring that payments are processed. Organising District Superintendent’s weekly meetings and taking minutes of meetings Taking minutes, typing of minutes and distributing to staff.

Photocopying of documents and filing.

Reason for leaving: Transferred to Pietermaritzburg as family relocated to Pietermaritzburg.

References

Mr Cedric Coetzee – Acting Regional Manager:East, Ezemvelo KZN Wildlife

Cell = 082*******, email – adm6u6@r.postjobfree.com

Ms Thokozani Mkhize – Acting Regional Manager : West, Ezemvelo KZN Wildlife

Cell 082*******, email – adm6u6@r.postjobfree.com

Mrs V. Jugath – Fixed Assets Manager

033-*******, Cell – 082-***-****, email, adm6u6@r.postjobfree.com

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