Administrative Support Financial Accounting
Resume:
GLADYS MTUWA
FLAT C, *nd FLOOR, BLOCK *****
WILLOVALE FLATS, HIGHFIELDS, HARARE
CURRICULUM VITAE
**********@*****.***
PROFILE
Administrative support professional offering office management skills with more than 10 years’ experience in administrative support. Adapts to change and works independently with focus on delivering administrative support. Always willing to go the extra mile to ensure that deadlines are met. Can juggle priorities and meet deadlines without compromising quality. CORE SKILLS
Strong organisational, administrative and general office skills
Workload and time management skills
Effective minute taking skills
Analytical and problem-solving skills
Decision making skills
Effective communication skills
Good interpersonal skills
Maintains Confidentiality
Computer skills- Microsoft office, Payday Payroll System, Paynet
Multi-skilling skills
PROFESSIONAL AND EDUCATIONAL SKILLS
WOMEN’S UNIVERSITY IN AFRICA Aug 2005 – Oct 2008
BSc Management and Entrepreneurial Studies (Finance & Banking) HARARE POLYTECHNIC COLLEGE 1995
National Diploma – Financial Accounting II
KWEKWE TECHNICAL COLLEGE 1994
National Diploma in Secretarial Studies I
Typing 45wpm Management I Secretarial Duties
Communication Financial Accounting I Shorthand 80 & 90 wpm KWEKWE TECHNICAL COLLEGE 1993
National Certificate in Secretarial Studies
Typing 35 wpm Book-keeping and Accounts Office Practice Shorthand 60&70 wpm Business English Commerce
KWEKWE HIGH SCHOOL 1987-1990
GSCE ‘O’ LEVEL - Six (6) subjects
2 G l a d y s M t u w a C V
EMPLOYMENT HISTORY
World Vision Zimbabwe
Programme Assistant - Food Assistance Dpt January 2022 – to date National Office
Financial Management Support
Use Programme documents to prepare required procurement plans and support programme implementation, status, determination of unutilized funds, operational and financial closure of the project.
Create requisitions, receipt of goods and services, including making budget check for requisitions, POs and vouchers.
Support the programme team in the financial management of the project.
Organize, compile and process information from the donor as well as from the programme team, and keep track of the information through databases and e-filing.
Support the programme team in the tracking of and reporting on mobilized resources. Provision of Administrative and logistical support
Administrative Support to the Programme Unit
Provide administrative support to the programme team in the organization of events, meetings and workshops, etc.
Make travel arrangements for the programme team and project staff, including preparation of travel requisitions and claims.
Draft non-substantive correspondence.
Taking minutes in meetings and ensuring that they are produced in a timeously as well as filed and distributed
Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
Prepare presentation material/slides in Power-point for presentations for the meetings/workshops and keep all papers ready for meetings.
Ensure that all office furniture is well maintained as well as being accounted for through management of the asset register which is updated regularly.
Supervise program vehicles ensuring that all districts have adequate vehicles
Procurement of office supplies, stationery, regalia for the teams as well as field equipment
Liaise with landlords for district offices where need be.
Provide administrative support to Starnetwork team and other teams as and when required EMPLOYMENT HISTORY
World Vision Zimbabwe
Finance and Administration Assistant October 2018 - Jan 2022 Food Assistance- Field
Duties
Responsible for preparation of purchase requisitions of stationery and other office material
Maintaining the departmental and the District Coordinator’s files, ensuring the confidentiality and security of documents.
Provide typing, photocopying, filling and other secretarial support needs for the department.
Prepare departmental budgets and Labour Distribution Reports and Attendance 3 G l a d y s M t u w a C V
Registers on a monthly basis.
Maintaining and accounting for petty cash.
Receiving and screening telephone calls for the staff, ensuring that messages are passed on to the correct staff.
Maintains stationery and office supplies stock management and distributes as required in the program
Preparing payment requests for the department’s expenses for submission to the Finance Officer and making follow up on payment requests and ensure that payments are deposited into the supplier accounts.
Organises workshops for the departmental staff ensuring all logistics are in place
Reconciles invoices after event to the actual order ensuring that all that is paid for is as per order and as per service provided
Prepares per diem claims as per organisational policy
Organising for department’s meetings and taking minutes for staff meetings.
Maintains the Districts Asset register
Assist in the logistics needs of all staff pertaining to all travel.
Assists Program Assistant with administration issues pertaining to the National Office Food Assistance Department
Macroeconomic and Financial Management Institute of Eastern and Southern Africa
(MEFMI)
Temporary Executive Assistant 03 April 2017 –May 2017 2 months Contract
Duties
Carried out secretarial duties such as drafting of letters/emails,
Ensured accuracy of outgoing mail and completeness of attachments, editing and proof reading documents,
Organised and attended meetings, prepared meeting agendas,
Prepared documents, briefing papers, reports and presentations for the Executive Director
Planned and managed events such as workshops, conferences, cocktails, breakfast meetings, etc.
Processed invitations and confirmation letters to member states and participants
Prepared event budgets and made related payments
Undertook reconciliation of expenditures on completion on events
Captured information in the database after an activity;
Gave secretarial and support services to resource people and MEMFI staff as required during MEFMI activities (workshops, in-house events, executive fora etc)
Arranged business trips (appointments, flights, accommodation, visas) and ensuring senior management are well prepared for meetings/business trips as well as relevant paper work is in place;
Devised and maintained office systems, data management, filing (maintaining electronic and manual records);
Liaised with clients, suppliers and staff for services rendered;
Received and directed MEFMI visitors, screening telephone calls, enquiries and requests;
Managed petty cash as well arranging travel allowances for the Executive Director
Carried out specific projects and gave administration support as required
Ensured that the Executive Director’s Driver was up to date with the Executive Director’s appointments and travel schedules
Ensured that the Executive Director’s residence levy and rentals were paid on time including utility bills
4 G l a d y s M t u w a C V
Carried out any other duties as directed by the Executive Director WFDR (Pvt) Ltd (formerly Alexander Forbes Risk Services (P/L) Personal Assistant to the Managing Director/Admin Officer Nov 2008 – Jan 2016 Duties
Office Administration
Provided administrative support to the Managing Director
Managed the Managing Director’s diary
Typed confidential and handled confidential correspondence
Coordinated Executive, Board and Management meetings
Took minutes in management and executive committee meetings
Coordinated information for board packs as well as prepared agenda for the meetings
Prepared board packs as well as circulate the board packs for the board meeting
Co-ordinated travel and accommodation arrangements for all staff and management
Co-ordinated staff functions and workshops
Liaised with various stakeholders on different issues arising in the MD's office
Facilitated purchasing of office groceries and stationery
Maintained adequate inventory of office stationery and grocery supplies
Monitored the use of office stationery and groceries
Co-ordinated the repair and maintenance of office furniture
Maintained all general and confidential filing in the Managing Director’s office
Ensured timeous distribution of incoming mail
Relieved the Receptionist in her absence.
Performed any other duties as assigned by the Managing Director Payroll Administration
Processed payroll for the organisation with about 50 people.
Processed pay adjustments – deductions, raises, retro-salaries, bonuses
Added on new employees onto the payroll system
Terminated staff members from the payroll system
Updated staff details on to the payroll system – address, banking details, contact numbers.
Responded to all to payroll related queries from management and staff
Processed leave days in the system and reconciled the leave days to Excel schedule
Reconciled medical aid schedule to service provider invoice and made necessary adjustments if were any changes in the system
Printed monthly payroll reports from Payday payroll system as well as yearend reports
Printed and distributed pay slips to management and staff members
Reconciled Group Funeral scheme schedule against service provider invoice and made necessary adjustments in the system
Ensured that statutory returns were duly filled and payments were out sent timeously- PAYE,NSSA,SDF, ZIMDEF
Ensured that all payroll documents are duly signed and authorised
Reconciled the payroll to the general ledger every month
Provided the finance team with paycost schedule for processing in the general ledger
Filed all payroll related documents for retrieving as and when required
Provided payroll documents for audit purposes
Sent salary data through Paynet to the Bank for onward transmission to staff members’ banks
5 G l a d y s M t u w a C V
WFDR (Pvt) Ltd (formerly Alexander Forbes Risk Services (Pvt) Ltd) Mar 2002– Oct 2008 Personal Assistant to the Financial Director
Duties
Provided administrative support to the Financial Director
Updated payments schedules against the aged debtor’s analysis
Purchased office stationery
Maintained adequate stationery inventory and usage control
Co-ordinated the repair and maintenance of office furniture
Co-ordinated repairs to the office telephone system with the service provider
Recorded all incoming main and ensured timeous distribution of mail to recipients
Was responsible for drawing up books of accounts for the Holding Company (Cash book to Balance Sheet)
Carried out bank reconciliation for the Holding Company
Maintained all filing in the Financial Director’s office
Relieved the Managing Director’s Personal Assistant and the Receptionist in their absence
Performed any other duties as assigned by the Financial Director Rainbow Tourism Group – A’ Zambezi River Lodge Feb 2000 – Feb 2002 Secretary to General Manager
Duties
Provided administrative support to the General Manager and Departmental Heads
Took minutes in meetings
Maintained all general and confidential filing in the General Manager’s office
Co-ordinated travel and accommodation arrangements for all management members
Assisted in other departments during busy periods in the Hotel
Performed any other duties as assigned by the Manager Alstom Zimbabwe (Pvt) Ltd (formerly NEI Zimbabwe (Pvt) Ltd) Jun 1999 – Jan 2000 Secretary to Technical Director/General Manager
Duties
Provided administrative support to the Technical Director
Assisted the Projects team in producing reports for clients
Took minutes in meetings
Maintained accurate filing in the Technical Director’s office
Handled office petty cash
Purchased and maintained adequate office stationery
Monitored and controlled usage of office supplies
Relieved the Receptionist in her absence
Performed any other duties as assigned by the Technical Director Alstom Zimbabwe (Pvt) Ltd (formerly NEI Zimbabwe (Pvt) Ltd) Feb 1997 – Jun 1999 Receptionist
Duties
Manned the Reception area
Manned the switchboard
Received and directed visitors to appropriate offices
Received and directed incoming mail
Typed sales invoices and other sales correspondences
Performed any other duties as assigned by the General Manager 6 G l a d y s M t u w a C V
Zimbabwe Spinners & Weavers (Pvt) Ltd Jun 1995 – Jan 1997 Receptionist/ Secretary
Duties
Manned the Reception Area
Manned the switchboard
Received and directed visitors to appropriate offices
Received messages and forwarded them accordingly
Attended to client queries
Typed sales orders
Receipted customers for payments
Carried out daily banking
Performed any other duties as assigned by management REFERENCES
Ms. N. Maonde
Start Network Regional Advisor
East/Southern Africa
Zimbabwe DRF Coordination
59 Joseph Road
Mt Pleasant
Harare
Mr. Luckson Ncube
DRR & Food Assistance Mgr
World Vision Zimbabwe
59 Joseph Road
Mt Pleasant
Harare
Mr. Albert Muraisa
Programme Policy Officer
World Food Programme
Arundel Office Park
Norfolk Road
Mt Pleasant
Harare
Tel: 086**-******
*****.******@************.***
luckson ******@***.***
******.*******@***.***
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