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Yongama Mdludlu

Yongama Mdludlu

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Cape Town, City of Cape Town

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About Yongama Mdludlu:

I obtained B Honours Degree in Public Administration, currently looking for a job in one of these field

Finance

HR

Experience

I am currently working for the City of Cape Town Metropolitan Municipality, Training & Development Division. Amongst others, my duties include the following, but not limited: Providing Financial Support to the Section, by:

  • Ensuring accurate information is made available to support specific decision-making sequences and satisfy statutory and management reporting requirements.
  • Performing complex administrative functions and render support relating to the Acquisition section within the section by administering controls with respect to the book budget, determine expenditure to date and reporting on the status of projects. 
  • Checking and validating information received pertaining to procurement of all procured goods and services. 
  • Collating, Maintaining, and updating information, documentation and records.
  • Participating in Asset Management by Receiving all movable assets and creating New Assets on SAP.
  • Updating new amendments about assets,
  • Performing Asset Verification of the Component.
  • Creating and updating insurance for all assets,
  • Compiling Daily Inventory Register (DIR’s) for all offices & condemn all Obsolete/ broken assets. 
  • Allocate inventory and bar code to the assets
  • Arrange for delivery of the asset to the asset holder 
  • Monitor assets for compliance with asset control prescripts 
  • Compile reports on the state of state assets 
  • Dealing with outstanding orders in order to prevent out-of-stock situations,
  • Creating ATI’s. 
  • Creating Reservations & Requisitions on SAP. 
  • Completing GRN’s for all services and Goods received. 
  • Loading ATI’s on SharePoint, 
  • Drawing Cost Centre’s Budget on SAP. 
  • Constant follow-ups on Cost Centre commitments. 
  • Closing all orders (ATIs). 
  • Address general enquiries on asset allocation and control to the Director of Area 
  • Ordering of provisions and stationery
  • Maintaining and ensuring adequate supplies of office and printing stock 
  •  Maintaining and ensuring adequate supplies of kitchen stock including tea and coffee for staff
  • Managing bookings/events e.g., AGM, staff meetings. Etc

 I provide support Test and examination:

  • Organizing the appointment of External Examiners in liaison with the HOD 
  • Monitoring timetable and venue arrangements for all examination, in consultation with the Exam office 
  • Organise the allocation of invigilation duties for all tests and exams 
  • Liaise with Training to ensure that exam papers are produces timeously for moderation by external examiners.
  • Organise the moderation by distributing question papers to external examiners, ensuring that any changes requested are processed by the course convenors and administrators, and that security is maintained at all times.
  • Organize the printing of moderated/amended question papers – liaising with printing and support staff and storage. 
  • Monitor the actual writing of exams and visit venues to resolve any crises that arise 
  • Manage Trainees with special concessions (i.e., clash and disabled students as well as cases of illness and extra times) 
  • Arrange the visits of external examiners, providing them with guidelines regarding travel. 
  • Attending to queries politely, professionally and within the required timeframe. 
  • Uploading marks on ERP SAP 
  • Complying with relevant departmental policies, protocols and procedures 
  • Coordinate the checking of exam scripts when recounts and access to scripts are requested 
  • Administer class medals and prizes and organize the organisational ceremony for medal winners 
  • Organizing payment of external examiners as well as the submission of confidential reports

 

I participate in creating and implementing training programs. 

  • Design training interventions 
  • Maintaining training records (e.g., trainee lists, schedules, attendance sheets). 
  • Booking classrooms and ensuing they are properly set up. 
  • Booking attendees on the training scheduled. 
  • Make follow-ups/ mark training attendees for the training they attended, so that It will appear on their Time Sheet, 
  • Preparing and disseminate material (e.g. instructional notes, feedback forms). 
  • Acting as a point-of-contact for vendors and participants. 
  • Handling accounts receivable and ensure invoices are paid. 
  • Resolving issues as they arise onsite.
  • Submitting Plan Reviews Reports (PDR’s) on training activities and results. 
  • Recommending improvements or new programs.
  • Ensuring employees and vendors follow established policies. 
  • The timely, effective, and accurate capturing, scrutiny and completion of all trainee’s competencies and, 
  • Assist in Employment for learnership programme.

 

Organizing Venues and Timetables, by: 

  • Organize the bookings of venues for lectures 
  • Producing and updating timetables for lectures and tutorials for all courses and modules systems 
  • Preparing referencing materials for all allocate duties to academic staff for Registration Week
  • Brief course convenors on their responsibilities as required and maintain such information on the Organisation’s web page 
  • Produce calendar annually 
  • Ensuring that relevant information is available to students throughout the year via the Department’s noticeboards and web page and other appropriate means of communication – especially during Registration Week, the first week of lectures and at the time for publishing results 
  • Organise information boards at the start of the academic year 

I provide support in course administration and marks allocation by 

  • Taking administrative responsibility for, and play a meaningful role in the running of allocated course
  • Utilize suitable spreadsheet formulae to collate marks contribution to the class record
  • Facilitate preparation and publishing of class record and ‘duly performed ‘lists. 
  • Capture examination marks and again utilizing suitable formulae arrive at final results
  • Assist course convenors in the clerical reviewing of marks 
  • Uploading final marks using ERP SAP 
  • Ensuring marks information files are kept complete up-to-date and secure 
  • Undertaking all ad hoc project and duties at the request of the HOD and administrative Manager. 

My role includes liaising with internal and external customers regarding work to ensure effective functioning of Fleet Management department. 

  • Financial Administration – specialised functions regarding controlling vehicle operation costs and financial analysis. 
  • Sourcing/following up on outstanding internal and external quotes and invoices.
  •  Administering fleet SAP/BI reports, statistics, accidents, FMIS, etc. 
  • Providing specialised support to the Head of department in matters related to fleet management.

 

I administer the safekeeping of documentation, by:

  • Filing the relevant documents for audit purposes. 
  • Preparing Financial Reports. 
  • Performing tasks related to Human Resource by collating, managing and implementing the Work Skills Plan. 

My procurement role includes the following: 

  • Processing and fielding calls regarding payment, with prompt action being necessitated when required, 
  • Processing of documentation and transactions are to be completed in line with deadlines dates, e.g. month-end, quartered, and year-end, 
  • Ensuring discount vendors are given priority, 
  • Processing of credit notes as required, 
  • Ensuring that there is prompt capturing to ensure monies owed to the organization processed back to the respective funds. 
  • Ensuring that invoices without purchase order numbers are queried promptly with the vendor, 
  • Following up on errors, e.g., price variance, returns, shortage, budget exceeded, no goods receipts, adding of line items are queried and resolved promptly,
  •  Providing timeous feedback on the status or resolution of queries or errors, 
  • Communicating frequently with staff and vendors both verbally and in writing on matters relating to accounts payable transactions, 
  • Providing an efficient friendly, knowledgeable service to all staff who visit or phone the department including Front Desk activities when required. 

I provide effective administration of the Director’s office and the reception, by: 

  • Providing administrative support to the Manager
  • Receiving and responding to telephone enquiries 
  • Complete typing as requested by Chairperson of the Management Committee and Director 
  • Taking, typing, and distributing minutes and agenda

I provide Front Office administration, by:

  • Greeting visitors, enquires as to the nature of their visit and direct them to the appropriate staff member 
  • Take detailed messages if person is not available 
  • Responding to voicemail messages 
  • Responding to student/staff/visitor queries wholly and professionally
  • Interacting in a polite and professional manner with all clients (internal and external)
  • Preparing and maintaining a neat reception/foyer area with weekly notice board events and activities of the section 
  • Taking responsibility or perform any task directed by the departmental manager or management team to ensure the smooth running of the Department reception/foyer

Education

  • B Honours Degree in Public Administration

Stellenbosch university l 2020

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