Chief Administrative Officer

Location:

Windhoek, Khomas, Namibia

Posted:

November 30, 2022

Contact this candidate

Resume:

DETAILED CURRICULUM VITAE: MS. SELMA ALLETA SHUUYA

P.O.BOX 8704, WINDHOEK

***************@*****.*** / *****.******@***.***.**

MOBILE: 081******* WORK: 081******* / 061-*******

Objectives: To obtain a challenging position in a reputable organisation, that will enable me to utilize my practical and academic skills and further develop the practical skills required in the overall administering of an organisation. I am willing to take chances with a hope of succeeding.

Professional Summary

A dedicated and focused Administrator with overall 15 years progressive experience within fast paced- pressurized office environments who excels at prioritizing, completing multiple tasks simultaneously. Specialize in administrative support and experienced in observing tact and discretion for dealing with confidential information. I am committed to delivering high quality results with minimum supervision. I am a composed professional with remarkable qualities who takes a fresh approach to every event. My persistence and self-confidence put me in a position of being able to work under pressure and my excellent planning, organising, leading and controlling puts me in a position where I can act with responsibilities on own initiatives and equally on a team synergy

Key skills

Communication: I can speak and write clearly and accurately, I present information clearly, precisely and effectively,

Teamwork: I have the ability to get along and work well with others; I work well as part of a team.

Initiative: I am highly motivated, proactive and can be trusted with my own initiatives; I keep up-to-date with the latest developments in my area of work,

Problem solving: A calm professional with a flexible and adaptable approach to work I am a top-notch problem solver who is comfortable in dealing with difficult or constantly changing situations, through logic reasoning, anticipating problems and put forward innovative ideas,

Computer skills: My basic IT (like Microsoft Office) is advanced, with a typing speed of 50 words per minute, I demonstrate both practical and theoretical experience in the said programmes,

Organization: I am well organized, and work to tight deadlines, I priorities my workload and manage my time and work effectively and efficiently.

Leadership: I do well at work be always aiming to be a role model to a team in any environment

Hard work and dedication: I am a hard worker who takes pride in what I do, and I can go beyond time to ensure the work is done.

Numeracy: I have the ability to work with numbers, understand facts and figures to enable me make possible decisions and solve problems.

Reliability: I am committed, dependable and can be can trusted and relied on to run a great business and can work with minimal or no supervision. I am time on task with highest quality standard

EDUCATIONAL BACKGROUND AND QUALIFICATIONS OBTAINED

Tertiary Education

Nov. 2016- Nov. 2018 Eastern and Southern Africa Management Institute (ESAMI), ARUSHA-TANZANIA

Masters of Business Administration Degree (2nd Class): Effects of Entrepreneurial Training on Micro, Small, and Medium enterprises’ (MSME’s) growth and development: A case study of Windhoek, Namibia

2009 – 2015 Polytechnic of Namibia

Bachelor of Business Administration (09th October 2015)

National Dipl. in Business Administration (19th April 2013)

National Certificate in Business Studies (06th April 2011)

Jan- Dec 2003 The Rôssing Foundation Adult Education

Certificate in Secretarial & Office Administration (Dec. 2002)

Secondary Education

1998 – 2000 Nehale Secondary school (Grade 10 – 12)

IGSCE subjects Biology C English D

Oshindonga C Agriculture D

Development Studies E Environmental Man. E

Computer Proficiency IFMS (Integrated Financial Management System) (buyer), Microsoft Office suit (Word, Excel, Database, PowerPoint, Outlook, Internet and Email)

Career summary

Nov 2019- to date: Office of the Prime Minister, Directorate Cabinet Secretariat, and Subdivision: Records Control and Management)

Position held Chief Administrative Officer, Grade 8

Responsibilities

Ensure timely procurement of cabinet goods and Services and proper control thereof

Receives materials, checks against documentation received and completes the required transactions

Stock Control and Part take in stock taking

Facilitate the preparations and coordination of Cabinet meetings

Ensures channelling of communication to cabinet Members

Facilitate the process of dispatching cabinet documents and other related documents to cabinet members

Manage Cabinet Records for both deliberative and decision making,

Typing/preparing, briefing notes/summaries, Proposed Agenda, and cabinet Resolutions/decisions taken

Ensure safety and Security of all cabinet documents both incoming and outgoing

Monitoring the implementation of Cabinet decisions and compile feedback report

Liaise between O/M/A/S and Cabinet

Scrutinize cabinet submission as per the Cabinet handbook

Prepare departmental performance Agreement and do quarterly reviews

Ensure retrieval and filling of cabinet documents and other correspondences through electronic Document Record Management (EDRMS)

Ensure Proper control of all vehicles assigned to Cabinet Secretariat

Responsible for the downline supervision

January 2016 – October 2019 Ministry of Works and Transport, Directorate: Technical and maintenance Services, subsection: Administration & Support services

Position held Senior Administrative Officer, Grade 10

Responsibilities:

Provide budgetary input, prioritize, draw up and defend the annual section plan

Prepare Treasury Authorisation Warrant (TWA) and distribute funds to Regional Councils

Prepare virement requests

Preparing requisitions and Issuing Purchase orders and claim forms,

Check and verify invoices for payment,

Preparing payments with the IFMS system

Record expenditures for the Subdivision,

Receive accounts for services rendered or supplies provided and distribute these to the respective subdivision heads for verification,

Screen requisitions for financial purposes, and commit funds

Ensure availability of funds, processing and Recording payments,

issuing financial certificates, and commit funds

prepare commitment registers, and clear outstanding commitment

supervise the ordering of stock,

Coordinate and participate in the quarterly and annual stock taking exercises,

Liaises with the creditors section regarding orders and accounts for the Clients.

Filing of all documents on a daily basis

Updating of stock register, Demand receipts, storage and issue of stores,

Administer procurement of stores and services

Stock Control and Part take in stock taking

Transfers obsolete stock items to the obsolete

Direct supervise the subordinates,

Manage transports for the section,

Issuing trip authorities and daily log sheet for the directorate

Monitoring the safe keeping of fuel cards and spare keys registers

Ensure the start odometer readings are entered into trip authority

Demand daily log sheet, trip authorities, receipts and invoices

Forward monthly log sheets, trip authorities and receipts, invoices to Transport officer

Recommend applications for leave, travel DSA,

Prepare merit assessment of subordinates, Investigate and report on misconduct, Identify training needs,

01 May 2008- 31 Dec. 2015 Oshana Regional Council - Directorate of Education Ondangwa Secondary School)

Position held Administrative Officer, Grade 12 (formerly School Secretary)

Responsibilities:

Provide secretarial and office administration services to the entire school.

financial management ( keeping records of all transactions (school development fund & donations)

Handle incoming and outgoing correspondence, including post, email, and faxes

Maintains a correspondence register between staff, the Regional office and circuit office

Arranges refreshments for visitors during interviews, motivational talk and school awards ceremonies and or school beauty peasants

Arranges meetings, functions and events

Taking minutes during proceedings

Screen telephone calls and inquiries and directed them as appropriate.

Coordinate overnight travel arrangements and accommodations for school tour and writing submissions to obtain approval for transport

Organize personal and professional calendars and supplied reminders of upcoming meetings and events.

Create expense reports using Microsoft Excel spreadsheets.

Typing of all correspondences and confidential documents such as exams scripts or recommendations during interviews.

Assists with the planning and preparation of drafting annual school budget

Drafted meeting agendas, supplied advance materials and executed follow-up for meetings and team conferences.

Managed the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.

Designed electronic file systems and maintained effective electronic and paper files system

Write reports and correspondence from dictation and handwritten notes.

The official in charge of Stores (Order, receipt, distribute and control stores and equipment )

Preparing internal requisitions,

Receives materials, checks against documentation received and completes the required transactions

Compiles purchase requisitions for orders and other payments.

Part take in annual stocktaking exercise for all the schools in the region

06 Aug 2007 – 30 April 2008 Ministry of Education (Planning & Development Division- formerly Ondangwa west)

Position held Statistical Clerk, Grade 1CL1/ Enumerator

Responsible for capturing, compiling and analysing all statistical information in the region,

keeping statistical records and report on all summary of statistics to education planners and Inspectors of Educations in the Region

Deals with database management

Compiling reports from Annual education census, Schools trimester’s returns

Responsible for the continuous updating of the data system to produce monthly, quarterly and annual reports for operational decisions and activities.

Entering data on the system every term regarding school dropouts, number of teachers that is provided to Education planners and Inspectors of Educations in the region in a form of termly report.

Membership

EDRMS Project team member (Key user) Office of the Prime Minister

Stocktaking board Member for 2016/2017 FY Ministry of Works and Transport

Related Strengths

I am quick learner who is good at learning, analysing and understanding processes

I am flexible, easily adaptable, presentable and relates well to people at all levels and from all walks of life

I am a versatile self-starter with excellent numerical and communication skills

Interests and Hobbies

I am interested in learning and sharing new ideas, sport, reading, travelling and meeting with people from different background,

References

1.Ms. Emely Niingo

Deputy Director