Admin Assistant (EPWP) - Stellenbosch Municipality (Informal Settlements Department) - Stellenbosch
(2024-01)
- Direct calls and enquires to relevant departments.
- Undertake regular filling of completed reports.
- Assists with capturing minutes of the meeting, recording discussion and typing minutes and forwarding to immediate superior for verification.
- Ensure that the front desk is always functional.
- Assist public with general enquiries telephonically and in person.
- Assists in attending to community members at the front desk.
- Assist in compiling and maintain a complaints or customer register.
- Investigate general complaints by residents.
- Assists in determining proof of address.
- Collate applications for electricity connections in informal settlements and submit to immediate superior.
- Complete survey forms for affected households.
- Assists with compilation of verification list.
- Check verification list against database at informal settlements.
- Compile varication reports.
- Assist in compiling disaster verification reports.
- Assist in compiling an eviction report.
- Assist compiling enumeration report.
Intern - Department of Health, Stellenbosch Hospital (PGWC) (Finance/Supply Chain Department) - Western Cape
(2022-04 - 2023-11)
Assist in (Various institutions within the Western Cape). Provide support at the institutional level in the following KRA's:
- Check correctness of invoices before payment made.
- Compile SR/CR.
- Verify bank details of supplier registered on Logis before submitting payment to Bas.
- Capture all payment made to a supplier.
- Compiling monthly budget report to the management.
- Attach payment check list.
- Payment must be done within 30 days of receipt of invoice.
- Capture received orders on Logis, so that payment clerk can pay it.
- Recording of contracts in contract register.
- Identification of institutional period contracts that are nearing expiry, and
- Ensure that services level agreement for high-risk goods and services are signed both parties (Contractors and institution).
- Ensure effective management of payment process.
- Evaluate contract register regularly.
- Check all batches compiled by clerks and ensure that correct supply chain policies and prescript is correctly followed.
- Conduct performance agreement/review with staff (PERMIS).
- Sign orders.
- Verify financial code before the sundry payment is captured.
- Compiling Disclosure Notes, BAS & LOGIS Recon and inventory Notes for IFS and AFS.
- Make follow-up on upstanding orders to minimize a lot of commitments.
- reporting during AFS/IFS.
- Ensure that the confirmation of correct Disclosure notes is signed by Head of institution.
- Compile copies of Disclosure Notes for District office level.
- Update asset register when there are new assets received by means of procurement, gifts, donation, and transfer from other institution.
- Bar code or verify assets when there is new asset procured or during assets count.
- Check operational condition of assets by checking the warranty status if asset needs to be fixed, so that it can be sent back to supplier or take it to technical workshop.
- Ensure that all counters are appointed in writing.
- Count all asset in the institution and label them.
- Compile asset reconciliation to correct any discrepancies.
- Print control sheet (RR032) for location managers to sign.
- Make a copy of control sheet and put it at the back of the door for audit purposes and file origin on RR032 file for compliances purposes.
- Ensure that case number (SAPS) is attached.
- Value of item is indicated.
- Amount recoverable must be indicated.
- Short description of incident.
- Evaluation of disposals for theft and losses.
- Send the loss control document to investigation officer or loss control asset who is negligent on loss of asset.
- By ensuring that it is signed by end users and approve by cost center manager.
- It contains clear specification to prevent incorrect items.
- Ensure that it is signed by supply chain official to prove that it reached supply chain office.
- Ensure that the supplier is linked with the internal control number (ICN).
- Ensure that quantities and the prices are correct to prevent printing in correct procurement advice (PA).
- By ensuring that invoices are correct and correspond with items ordered om purchase order.
- Ensure that invoices signed and stamp showing "RECEIVED" and "DATE" is on the invoice.
- Ensure that all invoices are paid within 30 days.
- Verify bidder's declaration of interest and ensure that is stamped and signed by commissioner of oaths.
- Verify Tax clearance certificate and ensure that it is not expired.
- If the quotations are received by means of writing, at least 3 written quotes must be received (Delegation C 1.2).
- If advertised on integrated Procurement Solution (IPS) still 3 quotes must be received, if less than 3 quotes received then Supply chain official must declare on procurement template.
