Executive Administrator Operations Officer

Ncamsile Octavia Madlala

* ****** *****, **********, ****************, 3201

Contact No. 076-***-****/072-****-***

E-mail- ************@*****.***

PERSONAL DETAILS

Date of Birth: 04 April 1976

Sex: Female

Nationality: South African

I.D No: 760-***-**** 084

Languages: English and Zulu (Written and Spoken)

Marital Status: Married

Attributes: I’m a strong team worker with ability to work independently, analyse problems and provide solutions. Also, have excellent command of English and isiZulu languages with clear and concise communication skills with positive attitude towards work and willingness to learn while maintaining a strong sense of integrity, confidentiality as well as professionalism.

WORK EXPERIENCE

1. Employer: Afro – Zonke Projects and Investments

Position held: Executive Admin Support

Duration: April– September 2021

Duties: Included

Carrying out all necessary administration support for Sales, Finance and Human Resources

units including data capturing and maintenance of internal sales, Suppliers’ Database and

Payments Status, General Casual Employees’ Supervision.

Sales Functions

Organizing quotations, placing and coordinating orders for customers with the Wearhouse, and customer invoicing.

Processing quotations, sales/purchase orders and coordinating customer orders with the Wearhouse, processing delivery notes as well as customers ‘tax invoices.

Keeping up-to date with products information and accurate pricing maintenance in the sales system.

Management of diaries for the sales representatives.

Finance Functions

Ensuring accuracy of sales orders and tax invoices from peer colleagues.

Resolving customer/client different issues including credit applications, accounts opening, contracts preparation and other problems solving.

Ensure timeous payments of company suppliers.

Human Resources Function

Maintenance and safe keeping of casual staff attendance register for monitoring and payroll purposes.

Upkeeping and apprising of casual staff profiles, employment contracts, leaves, vacation etc.

Update internal database with new hires’ data.

Provision of admin support on job interviews and trainings.

Address casuals’ queries in consultation with the relevant Executive.

- Co-ordination and administration of all internal meetings including management

meetings, Unit Meetings and other Company Adhoc Meetings

- Minutes taking and record keeping for all the meetings, respectively.

- Preparation of report for presentation to the relevant Executives for presentation at the

Management Committee.

Employment Type: Temporal Assignment

2. Employer: IThala SOC: Head Office

Position held: Operations Officer: Corporate Governance Services

Duration: December 2018 - April 2021

Duties: Included

Performance of full secretarial and administrative functions to different committees viz. Management Committee, Social and Ethics Committee, Human Resource and Finance.

Provision of advisory services to the committees and chairpersons of the Committee’s in isolation.

Carrying out the logistical arrangements necessary for the meetings.

Safe keeping and maintenance of all records.

Ensuring timeous communication of essential actions with relevant parties.

Effective management of all correspondence arising from the indicated committee meetings.

Reason for leaving: Contract Expired

3. Employer: Social Housing Regulatory Authority: Johannesburg

Nature of Business: Public Entity: Department of Human Settlement

Position: Executive Office Manager

Period: July 2018 to December 2018.

Duties: Included overseeing:

Coordination of all administrative activities related to the Office of the CEO.

Liaison with different professionals and experts on behalf of the CEO.

Management of the CEO’s diary

Provision of administrative support to other sub-units especially Company Secretariat and Human Resources.

Updating of Company Policies.

Safe keeping of Human Resources and Secretariat Crucial Information.

Effective management and coordination of Manco, Secretariat and Human Resources Meetings.

Proper records of meetings and accurate taking of minutes

Timeous distribution of matters arising to various relevant stakeholders.

Timeous preparation and distribution of all meetings packs.

Proper arrangement of meetings venues and other requirements.

Safekeeping of confirmed minutes of meetings, attendance registers and resolution tracking registers.

Coordination of travelling arrangements for members of the Board, the CEO and other Executives.

Reason for moving: Fixed Contract Expired

4. Employer: Independence Development Trust

Nature of Business: Public Entity: Department of Public Works

Position: Committee Officer

Period: January 2017 to December 2017.

Duties: Included:

Coordination of Board Meetings and other Development Programmes of the organisation.

Development and revision of Terms of Reference for the new established committees.

Provision of administrative support to the Board of Trustees and its Sub-Committees.

Effective management and coordination of internal and external meetings.

Timeous distribution of matters arising to various and relevant stakeholders for implementation.

Timeous preparation and distribution of meetings packs.

Proper arrangement of meetings venues and other requirements

Proper records of meetings and accurate taking of minutes

Safekeeping of confirmed minutes of meetings, attendance registers and resolution tracking register.

Accurate taking of minutes for both statutory and internal committee meetings.

Timeous signing and safekeeping of the confirmed minutes of meetings

Coordination of travelling arrangements for the members of the Board.

Collation and submission of requested information from the Heads of the Units to both internal and external auditors

Reason for moving: End of Temporal Assignment

5. Employer: Harry - Gwala Economic Development Agency

Position: Governance and Risk Officer

Period: January 2014 to January 2017

Duties: Included:

Governance

Development and monitoring implementation of annual work-plan for each year to ensure proper monitoring of all major issues for the Board’s attention for the year as set out in the charter.

Coordination of Annual Strategy Review sessions as per the organisation’s Service Delivery Budget and Implementation Plan (SDBIP)

Assurance of timeous review of Board Corporate Charter.

Preparation of schedule of meetings of the Board and other Committees.

Preparation for the actual meeting including sending out of notices, preparation and distribution of meeting packs.

Timeous distribution of members’/participants’ documentation for preparation of meetings.

Safe keeping and monitoring of minutes books, attendance registers and resolution register

Administration

Provision of administrative support to the Board and its Sub-Committees, CEO’s Office and Human Resources Unit.

Assurance of effective management of the Board Chair’s, CEO’s and HR Specialist’s diary and coordinate their internal and external meetings.

Ensuring accurate recording and taking of minutes for both statutory and internal committee meetings.

Assurance of timeous preparation and distribution of action sheets to the relevant stakeholders after each meeting.

Collation, organization and submission of required information from Secretariat, CEO’s and HR’s, for the audit trail.

Preparation of and distribution of staff training material.

Organisation of travelling arrangements for the CEO, HR Specialist and members of the Board.

Reporting and confirmation of the Board Members’ meetings’ attendance and claims as well as general staff attendance and leaves of absence for compensation purposes.

Risk Management

Coordination and administration of the organisation’s risk management activities including:

-Conducting annual risk management awareness to all employees.

-Conducting the actual Strategic and Operational Risk Assessment respectively.

-Preparing the Organisational Risk Profile for attention of the relevant oversight committees and Head of the Units

Liaising with Provincial Treasury in terms of further risk management advisory services and support.

Annual Review of Strategic Risk Register.

Reason for moving: Contract Expired

6. Employer: KZN Provincial Treasury: Internal Audit Division

Position: Executive Administrator: Risk Management and Advisory Services

Period: January 2007 to December 2013.

Duties: Included:

Provision of secretariat/administrative support to the General Manager (GM) Risk Management and Advisory Services Unit.

Effective management of the GM’s diary and his readiness of the meetings.

Effective coordination and management of internal and external meetings.

Timeous preparation and distribution of meetings documentation to the relevant stakeholders for all meetings.

Effective coordination and management of Executives Meetings, including preparation of meeting packs, arrangement of meeting venues and refreshments, recording and typing of minutes as well as resolution tracking register.

Effective coordination of travelling arrangements and administration of travels claims attached.

Communication with different stakeholders and different levels verbally and in writing, on behalf of the GM.

Collation, organising and filling of submissions or reports for executive meetings.

General secretarial activities

Reason for moving: Promotion

7. Employer: KZN Provincial Treasury

Position: Executive PA: Senior General Manager (SGM) Internal Audit

Period: March 2005 – December 2006

Duties: Included

Provision of secretarial and administration support to the SGM.

Securing and reminding of the commitments.

Effective management of the SGM’s diary and his readiness of the meetings

Effective coordination and management of internal and external meetings.

Timeous preparation and distribution of meetings documentation to the relevant stakeholders for all meetings.

Effective coordination and management of Executives Meetings, including preparation of meeting packs, arrangement of meeting venues and refreshments, recording and typing of minutes as well as resolution tracking register.

Effective coordination of travelling arrangements and administration of travels claims attached.

Communication with different stakeholders and different levels verbally and in writing, on behalf of the SGM.

Collation, organising and filling of submissions or reports for all meetings.

General secretarial activities

Reason for moving: Pursuing Risk Management and Advisory Exposure.

8. Employer: KZN Department of Health: Head Office PMB

Position held: Executive PA: Chief Financial Officer (CFO)

Duration: March 2004 – March 2005

Duties: Included

Extensive Diary Management for the CFO

Managing and controlling the CFO’s Task Items for the finance team to ensure timeous adherence to deadlines.

Provision of administrative/secretarial support for the whole unit.

Securing and reminding of the commitments.

Effective coordination and management of internal and external meetings.

Timeous preparation and distribution of meetings documentation to the relevant stakeholders for all meetings.

Effective coordination and management of Executives Meetings, including preparation of meeting packs, arrangement of meeting venues and refreshments, recording and typing of minutes as well as resolution tracking register.

Effective coordination of travelling arrangements and administration of travels claims attached.

Effective budget monitoring and record keeping.

Communication with different stakeholders and different levels verbally and in writing, on behalf of the CFO.

Collation, organising and filling of submissions or reports for all meetings.

General secretarial activities

Reason for leaving: End of temporal assignment.

9. Company: Mkhambathini Local Municipality

Position held: Committee Secretary

Duration: January 2003 - January 2004

Duties: Included

Performance of full secretarial functions to different committees of the Municipality e.g.: Management Committee, Executive Committee and Council.

Carrying out the logistics necessary for the meetings.

Maintenance of resolution and attendance register

Ensuring communication of resolutions with relevant parties well in time.

Attending to all correspondence arising from the meetings.

Reason for leaving: End of temporal assignment.

10. Employer: Department of Justice

Position held: Clerk of the court

Duration: November 2002 - January 2003

Duties: Included

General Administrative/Clerical functions of the court.

Reason for leaving: End of temporal assignment

11. Employer: Impendle Local Municipality

Position held: Committee Clerk

Duration: December 2001 – August 2002

Duties: Same as at uMkhambathini Municipality

Reason for leaving: End of temporal assignment

EDUCATION

High school attended: Msimude High School

Highest Standard passed: Standard 10 (Grade 12)

Year: December 1993

Tertiary Education

1. Acquired Qualification: Diploma: Secretariat

Institution: Academy of Learning Business College

Academic years: 1999 – 2001

2. Impending Qualification: CIS Secretariat Qualification

Institution: Chartered Secretaries South Africa (CSSA)

Technical skills acquired through practical training

Better understanding of corporate governance

Better understanding of Variety Sectors’ Office and Risk Management

Office Effectiveness

Minute Taking and Speedwriting for effective minute taking

Financial Management for non-financial managers

Professional Event Management

Being an effective Office Manager

REFEREES

1) Ms. M Moloi

Company Secretary

Independence Development Trust

Tel: 012 – 845 2000 / 082*******

2) Mr N Cezu

Chief Executive Officer

Harry Gwala Development Agency

Tel: 039 – 834 2470 / 072-***-****

3. Mr. V Ndadza

GM Risk Management and Advisory:

KZN Provincial Treasury: Internal Audit Unit

033 – 897 4311 / 073-***-****

Contact this candidate