Front Desk Customer Relations
Resume:
MIANDAH MUTSVAIRO
Address: *** ******* ***** **** ** birth: 20 May 1990
*** ****** ********* ****** ***: Female
Harare Marital Status: Single
ID No: 63-2474497-D59
Phone: +263-***-***-***
Driver’s License: Class 4
E-mail: *********@*****.***
BACKGROUND
I am a confident and highly organized administrative professional with 8 years’ experience in Business Administration towards Team Leadership and Support, Customer Relations, Office protocol and Procedures, and Time Management. I have acquired the skills to manage working in a busy working environment, prioritizing tasks, problem solving abilities and achieving the highest standard of work with excellence. Skills
- Report and Presentation
- Checks and balance analysis
- Data analysis reconciliations
- Adaptability and Efficiency
- Proven team leadership skills
- Stakeholder Relations
WORK EXPERIENCE
1. Employment History
Mashonaland Tobacco Company
Position Held: Commercial Administrator
Duration: 1 June 2023 to Date
Reporting to: Agronomy Finance & Administration Manager Main Purpose
To administer distribution of company funds to Large Scale Growers in line with AOI Agronomy Standard Operating Procedures DISTRIBUTION OF COMPANY FUNDS
1
Administers all relevant documentation regarding funding for the Grower and the Company, inputs related data into IFAS and SAP and minutes ACCC meetings in line with AOI Commercial Agronomy SOPs Organises monthly drawdowns for grower inputs and operations, either through IFAS and/or from the Local Bank monthly; Prepares the cash requisitions and relevant documentation for third party payments (Input supplier). Following payment, inputs the payment into IFAS against the Grower account daily; Receives Vendor Applications related to Large Scale Growers and processes through SAP procedure; Interfaces with the management of the Bank, prepares relevant documentation, arranges and records meetings for report purposes, on a monthly and weekly basis;
Prepares, as an excel spread sheet based on bank statements/IFAS, Farm visit reports (Estimates) and Sales Team inputs, monitors the Bad Debt Report, and submits to the ACCC (Agronomy Credit Control Committee) weekly; Sends out IFAS statements monthly and upon request; Takes minutes of the ACCC meeting and submits to the Agronomy Finance and Admin Manager for approval and forwards to the committee members following approval; GROWERS’ RELATIONSHIPS AND DATABASE
1 Administers the Growers’ registration process in line AOI Commercial Agronomy SOPs Prepares the cash flows for the Growers in conjunction with the Large Scale Manager based on the parameters given by ACCC and the Grower requirements;
Raises contracts, long term loans and stop orders and arranges the Growers to sign these; Updates and captures Growers Contracts into IFAS;
Commences monthly drawdowns as described in section 1 above and verifies input quotes received are in line with the Cash flow through maintenance of actual VS budget schedules and submits to the Agronomy Finance and Admin Manager for review and to the Country Agronomy Manager for approval; Arranges for the submission of Stop Orders to the Ministry of Agriculture and TIMB; Processes the insurance cover (hail) for Growers in line with Commercial Agronomy SOPs; 2
Arranges for hessian collection with supplier and ensures the receipt and sale of tobacco is in compliance with AOI Commercial Agronomy SOPs;
Prepares schedule of expected hessian requirement per grower and submits for approval to Agronomy Finance and Admin Manager prior to circulation to supplier
Arranges for the collection of the hessian and paper by the Growers upon request, and charges the Grower’s account through IFAS/Bank loan
Liaises with the Green Leaf Coordinator with regards to early tobacco deliveries; Liaises with Green Leaf Services Data Capture Clerks with regards to tobacco deliveries and sales; 3
Prepares relevant documentation for payments and acts as principle contact for the Growers and Farm Managers in compliance with AOI Commercial Agronomy SOPs
Prepares paperwork for any monthly wage & R&M requirements and any other cash requirements; Prepares payments to the Third-Party Suppliers for inputs purchased, upon confirmation by accounts charges to the Grower account in IFAS;
Acts as principle contact for all Growers and Farm Managers throughout the season, provides advice and addresses general queries;
Organise and coordinate all commercial events. Ensures that they are conducted in line with AOI standards 2. Employment History
Mashonaland Tobacco Company
Position Held: Finance Administrator
Duration: 1 June 2022 to Date
Reporting to: Agronomy Finance & Administration Manager Main Purpose
To process payments and purchases for the Agronomy Small Holder Section, Buying Stations and to administer and reconcile the Logistics activities in line with MTC and AOI Agronomy procedures and approvals SERVICE PAYMENTS
1
Reconciles and follows up on payments for stop order transporters for extraction of the tobacco in line with Agronomy payment procedures
- Daily checks to ensure that all transporter stop orders are being captured correctly and ensure timely resolution of errors
- Daily updates the Stop Order Transporter Reconciliation with IFAS reports and payments processed for the review of the Administration Officer Operations
- Attends to Transporter payments queries and ensures all issues are resolved timeously
- Prepares update reports on Stop Order for the Admin and Agronomy meetings 2
Processes and follows up payments for transporters for inputs in line with Agronomy payment procedures
- Prepares accrual schedule for the payment of transporters for the review of the Admin Officer Ops and onward forwarding to Treasury.
- Checks the invoices from the transporters and updates the relevant spread sheets;
- Generates the cheque requisitions for the Admin Officer ops and Small Holder Manager to sign off and forwards and follows up the signed copies with Finance;
- Ensures that all transporter invoices are scanned and soft copy filed for audit purposes. 3 Processes and follows up payments for input suppliers in line with Agronomy payment procedures
- Generates a schedule with expected value of payments and dates for review by the Admin Officer Ops and for onward forwarding to the Financial Controller based on the pre-agreed payment terms;
- Checks the invoices from the Suppliers and updates the relevant spread sheets and generates cheque requisitions and forwards to the Logistics Manager for sign off;
- Submits the signed copies to Stores and follows up on payments with Stores and Finance;
- Ensures that all Supplier invoices are scanned and soft copy filed for audit purposes. 4
Processes Forestry Supplier and Transporter Payments by generating cheque requisitions and following up payments with Finance monthly
- Generates cheque requisitions for approval by Admin Officer Ops and Small Holder manager and follows up with Finance to ensure that they are paid out on time. 5
Processes sundry payments (Ezy Track, Econet, Total, ZESA, Labour) by generating cheque and cash requisitions, and following up payment with Finance monthly
- Generates cheque and cash requisitions monthly for the above recurring expenses for approval by the Admin Officer Ops and the Small Holder Manager and follows up with Finance for the same
- Generates cheque and cash requisitions monthly for ad hoc expenses for approval by the Admin Officer Ops and the Small Holder Manager and follows up with Finance for the same PPURCHASE REQUISITIONS
1
Processes purchase requisitions for services and products received and follows up receipt of goods in line with Agronomy Purchasing Procedures
- Raises purchase requisitions for services and products received (for example, Agronomy Inputs
,uniforms, Farmer Folders, forestry requirements, airtime vouchers, bike parts, stock items, stationery) in SAP on a daily, weekly, or monthly basis dependant on requirements;
- Follows up approvals in SAP and Stores and the receipt of goods daily and arranges for collection;
Logistics Administration and Reconciliation
1 Reviews and Checks the Inputs distribution Reconciliation ahead of Stock Adjustments
- Reviews Invoicing versus IFAS stock and ensures stock adjustments are in line with adjustments
- Checks and reviews stock adjustments paperwork from the Logistics supervisor ahead of approval by the Agronomy Finance Controller and Treasury Manager
- Checks IFAS balances after stock adjustments to ensure accuracy
- Files and maintains the stock adjustments soft and physical documents and ensures they are audit ready.
2 Reviews and Checks Interface Files in line with Agronomy procedures
- Checks that Interface files for each scheme and area are updated timeously in line with Agronomy timelines for the review of the Agronomy Finance Controller and approval of the mall scale manager
- Ensures that all documents for the physical interfacing of inputs are for the review of the Agronomy Finance Controller and approval by Treasury Manager and Interface by Stores.
- Ensures all Interface files are maintained audit ready and retained for 5 years as per AOI policy. 3 Reviews and Administers Agronomy IFAS Stocks
- Follows up with the Logistics supervisor on physical documents relating to monthly stock takes for review and forwarding to the Agronomy Finance Controller.
- Ensuring that all monthly stock take documents are filed and audit ready. BUDGETS
1
Prepares monthly Agronomy and Buying Stations Staff Airtime budgets in Line with Agronomy Procedures
- Reviews monthly airtime allocations and prepares budgets accordingly in advance for review of Agronomy Admin Officer ops and approval by Small Holder Manager
- Monthly disbursement and reconciliation of the recharge cards. 2 Prepares monthly Agronomy and Buying Stations Staff Fuel budgets in Line with Agronomy Procedures
- Reviews monthly fuel allocations and prepares budgets accordingly in advance for review of Agronomy Admin Officer ops and approval by Small Holder Manager
- Ensures that fuel advance payments are approved by Regional for purchase
- Prepares monthly loading schedules for services providers and ensure all Agronomy cards are loaded accurately and timeously
3 Updates monthly the Agronomy and Buying Stations AOP Budget in line with Agronomy Procedures
- Monthly updating of the actual spent on the AOP budget tracking by updating the detailed ledger to ensure all expenditure is aligned to the plan.
- Monthly review of all postings and ensures that all GL accounts are posted correctly.
- Liaison with Finance department staff to ensure all mis-postings are corrected on time
- Liaison with Finance department staff to ensure the GRIR is reconciling and provide explanations on items to clear.
- Assists the Admin Officer Ops in drafting the AOP budgets for Agronomy and Buying Stations yearly.
2. Employment History
Mashonaland Tobacco Company
Position Held: Administrative Assistant
Duration: 1 July 2016 to 31 May 2022
Reporting to: Administration Officer
Main Purpose
• To assist the Administration Officer in administering distribution of company funds to Small Scale Growers in line with AOI Agronomy Standard Operating Procedures and support them with a specific emphasis on Grower registration and Inputs Distribution. GROWERS’ REGISTRATION AND DATABASE
1
Vets for credit worthiness and administers the Growers and replacement Growers’ registration in line with AOI Agronomy SOPs
Analyses, for Small Scale growers, the Yield, Volume and Growers Debt below $0.00 to establish the credit and re-contractual worthiness of the Grower through IFAS and daily sales for forward verification to the Administration Officer.
Checks the registration forms printed by the Senior Area Clerks and distributes to the District Controllers through the Administration Officer;
Carries out 100% checks on signed registration forms: Checks that the signed registration forms, contracts and IDs in Sybrin have been scanned and that all forms have been captured correctly;
Vets the Growers through TIMB to establish any exposed ‘double dippers’ and informs Administration Officer
Ensure that all Growers and replacement Growers are contracted and registered in the TIMB system from March to December each year;
Verifies that all Growers, de-contracted and replacement Growers are reflected in the TIMB system; Advises Administration Officer of Growers Registration findings; Checks that Grower debt is below $0 prior to IFAS registration; Cross-checks registration forms with IFAS registration, production stats and Grower details; Prepares and updates ‘Structure’ spread sheet (which summarizes total registered Growers in IFAS by group, locality, area) and checks number of Growers and hectares) Weekly verification and analysis that IFAS grower details, hectares and yield tally with Structure Spread Sheet and excel Verification spreadsheets.
2
Assists with the administration of grower Contracts and Stop orders submission, checks that these are correctly entered in TIMB system and identifying Growers with potential exposure i.e. double dippers and submits relevant documentation to the Administration Officer in line with AOI Agronomy SOPs Checks contract generation and stop order printing by Area Clerks for distribution to the Field staff; Checks that each signed contract and stop orders have been returned from the field and filed correctly; Tracks and ensures that Stop orders have been returned from the fields. Tracks and ensures all MTC contracted growers stop orders are submitted and launched to the Ministry of Agriculture and TIMB, with correct values in each creditor account as per outlined procedure Checks that all stop orders have been launched to the Ministry of Agriculture and returned for forwarding to TIMB to be uploaded into the system; Verifies that all Stop orders are correctly entered in TIMB system all Growers accounted for with correct values against each Grower and replacement Grower in the correct credit account; Checks that the signed stop orders and contracts in Sybrin have been scanned and that all forms have been captured correctly;
GROWER INPUT DISTRIBUTION
1
Assists with the coordination of all documentation with regards to inputs, invoicing, and reconciliation in compliance with AOI Agronomy SOPs
Carries out the inputs documentation process by checking the input order forms received from the Senior Area Clerks, analysing the relevant details and submits to the Administration Officer for further verification;
100% Checks that the signed order forms in Sybrin have been scanned and that all forms have been captured correctly;
Checks that all signed order forms are correctly entered into IFAS; Reconciles weekly the drawdown of stock in IFAS against the inputs distribution; 2
Assists with the coordination of all documentation with regards to cash advances, invoicing, and reconciliation in compliance with AOI Agronomy SOPs; Checks and reconciles all invoiced Cash Advances in IFAS, and notifies the Administration Officer; Checks and reconciles that each grower has been issued and invoiced the correct input, with correct hectares from correct warehouse and amounts have been captured correctly by Senior Area Clerks in IFAS and informs Administration Officer of any discrepancies. 3
Verifying Grower Signatures on registration forms, Order Forms, Contracts, and farmer statement to ensure 100% accuracy.
Checks that the signed registration forms, stop orders and contracts in Sybrin have been scanned and that all forms have been captured correctly;
Cross checks that grower signature for every grower on registration forms, order forms, contracts and farmer statements tally and produces a report of finding to the Small Holder Manager and Controller through the Administration Officer
EXTRACTION OF TOBACCO
1
Carries out credit and bad debt analysis, analyses, and interfaces with TIMB and Growers in compliance with AOI Agronomy SOPs
Summaries the credit analysis of the sales and debt recovery daily and tracks the recovery through analytical charts;
Distributes the updated loan recovery figures to the Field Staff via group communication daily; Prepares recommended revision of estimates for approval by the relevant Administration Officer/Small Scale Controller/Manager and inputs into IFAS daily; Reviews the production credit reports from the Senior Area Clerks weekly for distribution to the Field Staff;
Carries out the bad debt analysis daily to establish debt recovered and debt owed; Prepares recommended revision of estimates for review by the relevant Administration Officer and inputs into IFAS daily;
Addresses all TIMB related and ‘floor’ and ‘walk in’ queries for the Growers; 3. Employment History
Mashonaland Tobacco Company
Position Held: Liquidation Supervisor
Duration: 6 January 2014 to 29 June 2016
Reporting to: Leaf Services Controller
Technical Competency
Area
Main Duties and responsibilities
Compiles relevant data for
input into the Budget and
for Administrative
purposes in compliance
with
AOI standards
- Compiles the data on the workforce and computer equipment, hardware and software for sections and submits them to the Green Warehouse Systems Controller
- Supervises administration staff and computer resources Supervises the data input
into IFAS daily to ensure
data integrity
- Tests, in conjunction with the IT department prior to and during the season, the performance of the IFAS and identifies and addresses potential problems in consultation with the Green Warehouse Systems Controller
- Trains and supervises data capture clerks prior to and during the season
- Monitors bookings at all floors and submits bale files timeously to TIMB for the importation of stop orders into the system
- Accurately launching daily transporter stop orders in the system before processing of sales
- Conduct the processing of tobacco purchases from contracted farmers to ensure that farmers have been paid the correct value of their tobacco within the 2-hour time frame(TIMB regulation).
- Preparing and submitting farmers payment schedules to the bank to ensure timeous payment of grower sales
- Preparing and circulating daily sales reports
- Submitting deduction and transporter files to TIMB daily
- Attending to all payment and deduction queries timeously Providing Administrative
Support
- Attending to incoming and outgoing calls
- Minute taking
- Maintaining reception area
- Payment of warehouse rentals
- Maintenance of petty cash records and processing petty cash payments
- Prepared travel acquittals and requisitions
- Auditing fuel allocation records
- Reconciling shipments, stock and payments
- Dispatching of bales for processing
4. Employment History
Mashonaland Tobacco Company
Position Held: Booking Clerk
Duration: 6 February 2012 to 16 December 2013
Reporting to: Leaf Services Controller
Technical Competency
Area
Main Duties and responsibilities
Bookings of daily received
bales
- Accurate and timeous booking of bales on IFAS and TIMB website
- Preparing and distributing transporter weights
- Distributed sales sheet to farmers
Daily sales reconciliation
- Preparing daily sales and year to date reports
- Consolidation of daily sale processed and unprocessed
- Reconciling IFAS and TIMB bookings daily to ensure all bales booked for sale have been booked on TIMB within the daily stated booking timeframe
Providing Receptionist
Support
- Attending to incoming and outgoing calls
- Maintaining reception area
- Dispatching of bales for processing
- Mail Distribution
- Attending to grower queries
5. Employment History
Tobacco Sales Floors
Position Held: Customer Service Representative
Duration: February 2011 to September 2011
Reporting to: Customer Services Supervisor
Technical Competency
Area
Main Duties and responsibilities
Providing customer
service support to farmers
- Attending to incoming and outgoing calls
- Attending Customer Queries
- Assisting growers in completing documents
- Maintaining daily Sales Sheets and Checklists and submitting them to the bank timeously
- Capturing of farmer details in database
- Maintenance of staff attendance register
- Processing deletes of daily unsold bales
Daily sales reconciliation
- Preparing daily sales and year to date reports
- Consolidation of daily sale processed and unprocessed
- Reconciling IFAS and TIMB bookings daily to ensure all bales booked for sale have been booked on TIMB within the daily stated booking timeframe
Providing Receptionist
support
- Attending to incoming and outgoing calls
- Maintaining reception area
- Dispatching of bales for processing
- Mail Distribution
- Attending to grower queries
6. Employment History
Sahara Vending
Position Held: Receptionist & Personal Assistant
Duration: January 2010 to September 2010
Reporting to: Managing Director
Technical Competency
Area
Main Duties and responsibilities
Providing Secretarial
support to Managing
Director
- Managing the Director diary
- Attending to all incoming calls
- Dealing with customer enquiries
- Scheduling appointments, maintaining an events calendar, and sending reminders
- Managing internal and external correspondence on behalf of directors
- Minute taking and circulation
- Mail distribution
- Copying, scanning, and faxing documents
- Facilitating all travel arrangements (hotel reservations, transportation, flight bookings etc.)
- Receipt payments and commissions of vending machines
- Custodian of company documents
Current Studies
Higher National Diploma in Business Administration (HDBA) Speciss College
• International Business Management
• Cost & Management Accounting
• Change Management
• Tax Planning
• Corporate Finance 1
• Corporate Finance 2
• Corporate Governance
• Public Finance
• Strategic Management
Educational Background
Jameson High School 2003-2006
ILSA College 2010
Speciss College 2014 to date
Redpoint Supervisory Program 2023/24
Module 1 – Supervisory Fundamentals
Module 2 – Personal Competencies
Module 3 – Advanced Supervisory Skills
Module 4 – Team Leadership
Module 5 – Operational Acumen
Module 6 – Strategic Supervisory
Diploma In Business Administration
Local Government Credit
Public Administration Pass
Company Law and Secretarial Practice Credit
Management of Human Resources Distinction
Economic Analysis 2 Pass
Management of Information Systems Distinction
Quantitative Technics Distinction
Management of Marketing Credit
Management of Operations Distinction
Management of Production Credit
Certificate In Business Administration
Administrative Office Management Credit
Business Administration Pass
Financial Accounting Pass
Economic Analysis 1 Credit
Commercial Law Credit
Business Communication Credit
Bookkeeping and Accounting Level 1 First Class Pass (3 credits) Bookkeeping and Accounting Level 2 First Class Pass (4 credits) Bookkeeping and Accounting Level3 First Class Pass (8 credits) Private Secretarial Diploma
Business Administration Credit
English for Business Distinction
Meetings Pass
Computer Skills
Competent in all aspects of Microsoft Office particularly Excel and data analysis tools ( VLOOKUP’s, Sumifs, Index, Countifs, Pivot Tables, etc.)
IFAS(International Farmers Accounting System)
Referees
Mr. Buck Brown
Sahara Vending
Cnr 9th & Baines Avenue
Harare
Phone: +170-********
Mrs. A Mangwiro
Customer Service Supervisor
Tobacco Sales Floors
Phone: +263-***-***-***
Mr. Mudzingwa
Leaf Services Controller
Mashonaland Tobacco Company
Phone: +263-***-***-***
Mrs. Kusikwenyu
Agronomy Finance & Administration Manager
Mashonaland Tobacco Company
Phone: +263-***-***-***
Contact this candidate