Nolundi Kabanyane

Processing Administrator 

Milpark Education, Observatory 

• My role now is to ensure that all students admissions and registrations are processed accurately and efficiently on SAM within the agreed timelines. 
• Ensure that all corporate invoicing is accurately generated each month and forwarded to the respective each month.
• Ensure that admission and registration dates are communicated timeously to all corporate clients as well as other information pertinent to them.
• Ensure that all ad-hoc processing including workshops, short courses,

development and learnership programs as well as any other customized training requirements, are duly processed on SAM as per the DTS requirements (Deal transaction sheet).

Recruitment and training of Staff

● Assist with VS Infrastructure by confirming the availability of voting stations in advance in accordance with the provincial milestones.  

● Assist with the logistical distribution of registration and voting station equipment and registration/ election materials and the supervision/ coordination in that regard. 

● Monitoring and replenishing of electoral logistics in particular ballot papers at the various voting stations. 

● Act as a communication link between registration supervisors and the relevant local office of the electoral commission 

● Troubleshooting support and problem-solving at voting stations in your area on registration days(s). 

● Ensure the capturing of attendance and replacement staff contracts at all the voting stations for the registration events.

● Collection of registration forms and other administrative materials from the voting stations (e.g. contracts, event diaries, attendance registers, and staff administration and payment documentation). 

● Collection of registration materials ( Including REC forms, unused papers, unused materials, objection forms, and VMD machines).  

● Ensure the return of all registration and/or electoral materials required from voting stations within your area. 

● Complete the Area Manager diary and ensure that the registration supervisors/ PO’s diaries are fully completed. 

Tenders & Creditors

• To achieve the set collection targets using the Age Analysis Report
• Assisting with the production of final Bid documents and arrangements to supply the documents to the client within the defined tender closing date and time.
• Ensure Bid and proposal Word documentation is formatted, collated, and presented in a professional manner.
• Maintain the status of generic proposals and work with Sales Managers and Product Managers to ensure they are reviewed, revised, and re-approved as necessary. 
• Requesting reconciliation from the customers and action all reconciliation items within 2 days and opening new accounts and increasing credit limits, assist with ITC checks and verified ITC checks to be handed to the debtors manager. 

Quotations

• Preparing Documents for making quotes based on standard kit lists.
• Preparing quotes based on client line items request.
• Daily check on pending quote list against receipt of PO.
• Verify the received PO against the quotation for any deviations.
• Clarify any deviations with customers and confirmation to customer on receipt of PO via email.

Administration  

● Plan, Coordinate and manage all logistics and operational aspects of the office 

● Liaison with facilities management re maintenance of the office space 

● Monitor equipment and inventory (Asset control) 

● Administration and management of information (record keeping) 

Budget and Finance 

● Monitor budget and expenses Using QlikView 

● Process advances and S&T claims 

● Process research grants payments 

● Compile, reconcile and review financial statements 

Project Coordination and event management 

● Plan and arrange research/ scientific meetings 

● Preparation of agenda and minutes 

● Prepare budgets, procure venue and travel related to the event 

● Interaction and liaison with stakeholders 

JDE (Supply Chain Management) 

● Administer the procurement of goods and services on JDE 

● Process S&T and advance claims for unit staff 

Research Support 

● Request and collate research outputs from SAMRC grantees & Strategic Collaborations 

● Review and Analyse Reports received from grantees 

● Scientific documentation and data management 

● Act as the Secretariat of stakeholders steering committee meetings for the Western Cape 

● Organizing a venue suitable for the stakeholders especially the council of stakeholders (CoS), making travel arrangements for CoS to attend the meeting

● Organizing catering, liaison with stakeholders who will be doing presentations if they will need anything for the meeting and following up on RSVP

● Taking minutes, following up on actions for the meetings and confirming projects which are funded and updating the project list, circulating minutes with the attendance register, and updated the project list to stakeholders who attended the meeting

● Record-keeping and archiving

● This will include booking flights and shuttles, booking accommodation and managing visa requirements etc.

● Booking of accommodation for the two project managers (Deputy Directors)

Finance Administration

● Managing invoices for the two Project Managers including myself, S&T claims, and travel claims

● Monitoring the budget for the two Project Managers

● Monitoring of the departments stationery and purchasing of stationery and devices for the department

● This will include tracking payments, managing invoices, and liaising with Finance Manager.

● Liaison with CoS members ensuring they are paid for attending the meetings

General Administration

● Assist with the compilation of an annual report by providing Proof of Evidence (PoE) for the two Project Managers

● Maintain a record management system

● Managing Intern’s daily activities

● Scanning, filing, Diary management, and drafting of Agenda for meetings

● Application of the eight Batho Pele Principles