Elsabe Viljoen

Professional objectives: Utilizing my knowledge, experience and abilities gained to improve business processes

• Inspire co-workers to take responsibility for their performance and advancement in life
• Value ethical work practices with emphasis on integrity and accountability.

Personality: Considerate, empathetic, trusting, encouraging, honest and self-assured

• Performance driven, assertive, diligent, detail orientated and focus on ethical work practices
• Work independently and in teams to deliver effective, efficient and economical outputs. Areas of competencies and knowledge include labour-related legislative requirements; risk management through monitoring and evaluation; accredited Moderator, Assessor, Coach and Mentor (ETDP SETA) and trained Skills Development Facilitator; managerial skills; performance management, monitoring and evaluation systems, training and development, labour relations, organisation development, transformation change management and project management; verbal/written communication, interpersonal, research and report writing skills.

Recruitment and Selection Officer - Breede Valley Municipality

(2022-01 - 2022-06)

Reason for resigning: I had an injury on duty (left knee) at the Fire Department during the recruitment process of a Fire Official. The COIDA forms were not completed correctly and therefore the injury on duty was not acknowledged. The flat that I rented was sold in June 2022 and I had to seek alternative accommodation. I resigned and returned to Hermanus for an operation on my knee.

• Responsible for the complete Recruitment and Selection process of qualifying candidates for vacant positions at the municipality
• Compiled a flow diagram of required activities in the process
• Kept detailed record of each stage of the process (short listing / interviews / appointments) as paper trail for possible disputes
• Monitored and evaluated the training of Interns in the Human Resources Department, ensuring that they received maximum exposure for the completion of their port folio’s of evidence
• Compiled items for the Local Labour Forum regarding the outcome of the recruitment and selection processes and appointments made

Deputy Director : Corporate Services (Senior Manager); Managing Finance/SCM/Assets Contract Management as well as Infrastructure Services - Department of Education - West Coast District Paarl- including 5 Circuit Offices

(2016-01 - 2021-10)

Liaison with other Government Departments (Public Works, Community and Safety, Social Development). Reason for leaving: My husband had a very serious back operation and I had to take care of him for an extended period (follow up specialist appointments and physiotherapy).

• Adherence to legislative requirements, policies, procedures and regulations
• Compiled work plans for Corporate Services (24 staff members) on an annual basis, including the monitoring and evaluation of performance (reports on outcomes achieved and quality control)
• Did performance evaluations and reviews on the PERMIS computer system in terms of key performance areas aligned with job descriptions and individual skills development plans
• Managed staff and development projects to enhance skills and knowledge for personal growth to ensure improved performance
• Compiled job profiles in terms of essential skills / knowledge / experience required e.g. financial requirements in terms of the SA School’s Act
• Coaching and mentoring of staff especially in terms of poor performance areas identified in the quarterly performance evaluation sessions
• Maintained healthy labour relations through team building events
• Addressed poor performance (identified shortcomings and included the development areas in the annual Skills Development Plan)
• Adherence to Health and Safety requirements, workplace inspections (planned and unplanned, investigating injuries on duty)
• Manage the execution of all aspects related to Financial Management and SCM / Procurement procedures at District level
• Appointed as the Supply Chain Champion for the West Coast District
• Implemented a Specifications Committee who meets to ensure that the description /quality / content and standard of goods and services to be delivered is of good quality
• Weekly bidding committee meetings to approve accredited and qualifying Service Providers who submitted their quotations on the IPS online system
• Keep an updated performance database of different accredited Service Providers who delivered goods and services through formal and informal quotation processes (quality control / turnaround time / feedback reports from end users)
• Compilation of annual operational and capital budgets
• Distribute monthly year to date expenditure reports to Department Heads
• Compile and submit monthly expenditure reports (over R100 000, below R100 000 procurement expenditure) i.t.o. approved budgets for the relevant financial year to Head Office – Cape Town
• Asset and stock control at the District Office and 5 Circuit Offices
• Implement monitoring and evaluation controls in terms of auditing prescripts
• Monitored & evaluated performance of schools and audited financial compliance of 126 Schools in the West Coast District (budget monitoring function/ & checking operational procedures i.t.o. the Schools Act for School Governing Bodies)
• Analyse budgets, bi-annual income and expenditure reports as well as audited financial statements of schools in terms of prescribed procedures
• Evaluation and approval of requests for loans, overdrafts and investments
• Identify financial risks and implement monitoring and evaluation controls to avoid reoccurrence of incidents to ensure implementation of sound financial practices
• Liaise with Local Authorities in the five circuits in the West Coast region on outstanding debt, municipal accounts and service delivery problems
• Managing logistical support, infrastructure services and contract management conditions (Security Services, Cleansing Services, Telecommunication Services)
• Utilisation of cost effective government vehicles (misuse, tracking reports, fines)
• Risk management in terms of misuse of government vehicles, speeding fines and required action taken
• Monitor, evaluate and identify risk areas related to contract conditions with approved Service Providers for implementation of penalties
• Archive Registry and Administrative Support (All school documents at the 5 Circuits Office - related correspondence, circulars, policies, financial reports, etc.)
• Ensure overall compliance in terms of the Archives Act (opening, closing of files and disposal thereof in terms of the approved File Plan for Education)
• Scheduled monthly meetings with 16 staff members in Corporate Services to obtain feedback regarding the monitoring and evaluation reports of daily performances against pre-determined objectives. This was required for formal quarterly performance evaluation sessions and the identification of training needs.
• Managed the budget for the Transport Fleet (GG vehicles, expenditure, tracking reports on utilisation in terms of approved trip authorities)

Assistant Director : Corporate Services (Manager Level); Managing Finance/SCM/Assets and Infrastructure Services / Contract Management / SCM Procurement and Fin - Department Health - Caledon Hospital, Theewaterskloof Clinics & Grabouw CDC, Swellendam and Bredasdorp

(2014-12 - 2015-12)

Liaison with Government Departments (Public Works, Community and Safety & Social Development).

• Appointed as a Vetting Committee Member
• Kept a database of Service Providers related to medical equipment/tools
• Scrutinized all applications from Service Providers i.t.o. advertised specifications on IPS (checking tax clearance certificates, Declaration of Interest, BBBEE preferential points, highest to lowest bidders and motivating final decision with signing all required documentation involved in the process) before allocating services to the approved Bidder
• Implemented the National Core Standards in Health Services (identified risk areas, health hazards and ensuring corrective measures)
• Compiled Operational Business Plans
• Adherence to legislative requirements, policies and regulations
• Performance Management (evaluations and reviews) of staff and identifying training needs (skills / knowledge / gaps for development plans)
• Attend Training Committee meetings for the compilation /implementation of the Workplace Skills Plan.
• Provide guidance, advice and training to management and staff regarding HR practices and compliance requirements
• Mentoring and coaching of appointed interns in Human Resources
• Managing human resources by ensuring legislative, policy and procedural compliance for administration, recruitment and selection according to employment equity targets, performance management, training and development, labour relations (grievances and disciplinary hearings)
• Manage the total extensive Recruitment and Selection Process i.t.o. policy guidelines and compare appointments with monthly payroll
• Health and safety requirements and identification of risk areas with implementation of corrective measures (infrastructure management)
• Facility Management in terms of contracted Security, Gardening and Cleansing Services (monitor and evaluate services being provided and identify penalties for deduction due to non-compliance)
• Managing Laundry Services, Workshop Services and Food Services
• Liaise with Local Government regarding basic services, Department Community Safety and Public Works on risks related to safety and infra structure problems, as well as Dept of Social Development and Dept of Education on child care issues
• Ensure Health & Safety Compliance in terms of National Core Standards e.g. emergency waste, medical waste, food services, laundry requirements, workshop services, cleansing services in terms of colour coding, etc.
• Risk assessments to ensure that critical medical services are provided e.g. power failure, water shortages, medical supplies, blood bank, etc.
• Motivate for additional provision in the operational budget to address urgent shortcomings in terms of risk and safety assessments
• Implement health and safety policy and procedures, do health and safety audits, at hospital and various clinics and compile SOP’s
• Appointment of Health and Safety Representatives, arrange for their training and ensure monthly Health and Safety Meetings with required inspection reports and action plans to monitor and evaluate overall legislative compliance
• Attend weekly and monthly Management Meetings (provide feedback regarding support functions, expenditure reports, risk assessments, etc.)

Assistant Director : Corporate Services - Education Department - Overberg Region – Caledon

(2014-01 - 2014-11)

Managed Finance / SCM / Assets & Infrastructure Services

• Appointed as BID Committee Member for approval of successful Service Providers who meet the necessary criteria (Scrutinized all applications from Service Providers in terms of advertised specifications on Sourcelink and IPS)
• Checking Tax Clearance certificates, Declaration of Interest, BBBEE preferential points, highest to lowest bidders
• Verification of payments against approved budgets and SCOA codes
• Following auditing and risk management procedures
• Labour Relations (grievances, discipline, incapacity investigations)
• Recruitment and selection of staff in terms of prescribed policy
• Performance Management of staff on PERMIS system (quarterly and annual reports linked to succession planning)
• Following auditing and risk management procedures to avoid financial mismanagement
• Implemented health and safety policy and procedures, do health and safety audits, at office buildings and reported accordingly
• Appointment of Health and Safety Representatives and ensured monthly Health and Safety Meetings with required inspection and feedback reports
• Arrange for First Aid training and Fire Marshall Training
• Monthly Management Meetings regarding risk and safety issues, especially at Schools in the circuits
• Oversee incoming and outgoing correspondence i.t.o. the Archive Act and adherence to compliance processes for closure of files and submitting to Archives Offices at Roeland Street, Cape Town
• Utilisation reports to ensure cost effectiveness
• Obtain tracking reports and investigate misuse of vehicles and follow up with disciplinary procedures

Manager : Human Resources (including SCM procurement processes) - Breede Valley Municipality - Worcester

(2011-11 - 2013-12)

• Attended SCM Bid Meetings for the procurement of departmental goods and services during the period 1 November 2011 to 31 December 2013
• The compilation of specifications for the required goods or services
• Attendance of the BID Committee meetings with the opening of tender boxes
• Compared advertised specifications with BID’s received from Service Providers
• Signing the checklist for compliance requirements (requested documentation, contact details of Service Provider and quotation in terms of services to be rendered) - compliance of required documentation attached (BBBEE status, Tax Clearance Certificate, Letter of Good Standing and Declaration of Interest)
• Aligned the HR strategy plan with the organisation’s strategic objectives (Integrated Development Plan - IDP)
• Identified Human Resources Risk Management criteria with actions plans based on related legislative requirements and collective agreements
• Compiled a database of unemployed people (Grade 12 and qualified people) for reference to Project Managers / Employers looking for temporary employees as part of skills programmes. Implemented through meetings with communities, and established a database for skilled /unskilled people
• Attended the public participation meetings for the finalisation of the Integrated Development Plan in the different towns (including infrastructure programs, community and youth development programs)
• Proposed inclusion of training programmes in the Integrated Development Plan with Business Plans and Project Implementation plans
• Compiled and updated annual HR Strategy and reviewed HR policies and procedures (member of Task Team compiling standard operation procedures in terms of HR related legislative requirements)
• Implemented organisational performance management for HR - aligned with the Service Delivery Budget Implementation Plan on the IGNITE electronic system
• Identify training needs for Individual Development Plans, assisted departments with the prioritisation of training needs aligned with the approved IDP
• Compiled and managed the Annual Skills Workplace Plans & Training Reports
• Liaise with LGSETA regarding reimbursement grants
• Talent Management and retention of staff (succession planning)
• Probation and performance reviews with auditing of monthly Payroll Administration (legislative deductions, thresholds, notch increases, annual increments, pension and medical aid funds, overtime payments, allowances, union deductions, etc.)
• Coaching and mentoring of Human Resources Interns (Boland College and CPUT) and provide feedback on utilisation to Higher Education Institutions
• Managed implementation of CDW & EPWP Job Creation Projects
• Attended the monthly Training and Labour Forum meetings with Employer/Employee Representatives (Handling labour disputes and grievances)
• Followed disciplinary procedures, representing the Employer at conciliation and arbitration cases at SA Local Government Bargaining Council
• Organisational development/restructuring & annual staff adjustment structures
• Compiled EE Plans and submitted annual EEA2 /EEA4 reports to Dept of Labour
• Compiled Monthly and Annual Reports for Human Resources Department
• Compiled Annual Operational Budget / Capital Budget (Year to Date Expenditure)
• Responsible for Health and Safety compliance, meetings, inspections, audits and identifying risk factors with approval of health and safety budget
• COIDA compliance and administration of injury on duties and investigations
• Assisted with incapacity investigations

Manager : Strategic Support - S.A. Local Government Association

(2010-07 - 2011-10)

• Co-ordinate Strategic, Operational and System interfaces
• Co-ordinate Business Planning of the Province related to municipalities in the Western Cape
• Manage and co-ordinate all Provincial Working Group meetings and alignment with Provincial Executive Council meetings with secretariat support - including Financial Services and Legal compliance
• Community Development / Governance and Inter Governmental Relations
• Human Resources Administration, Development, Labour Relations and Performance Management
• Attended Municipal Manager Forum meetings - Provided Secretariat Function
• Responsible for SALGA Provincial communication strategies and submission of regular news letters to municipalities
• Monitor & evaluate organisational and individual performance management (evidence based) & outcome / impact assessments
• Compilation of the quarterly and annual performance reports on all support services to municipalities for submission to SALGA Head Office

Manager : Human Resources (including SCM Procurement Processes) - Theewaterskloof Municipality - Caledon

(2007-11 - 2010-06)

• Aligned HR strategies with organisation’s strategic objectives in the Integrated Development Plan
• Managed human resources staff and functional work activities i.t.o. TASK Job Descriptions linked to standard operating procedures within the HR Legislative Framework
• Compiled Annual Salary and Operational Budgets and identified items for capital budget supported by required motivations
• Member of the Local Labour Forum / Skills Development Committee / Employment Equity Committee and Health and Safety Committee Meeting
• Recruitment and selection of staff in terms of prescribed recruitment procedures
• Probation and performance reviews with the auditing of monthly Payroll Admin (legislative deductions, thresholds, notch increases, annual increments, pension and medical aid funds, overtime payments, allowances, union deductions, etc.)
• Submit monthly reports on performance and development plans in terms of shortcomings for consideration of permanent appointments on the electronic IGNITE system
• Individual Development Plans in terms of performance evaluations and identified training to improve talent management (succession planning)
• Liaise with LGSETA regarding reimbursement grants
• Compile and submit quarterly and annual training implementation reports
• Labour Relations / Disciplinary Hearings / Grievances
• Overall responsibility for Health and Safety compliance - meetings, inspections, audits and identification of risk factors for inclusion of the health and safety budget (protective clothing, equipment, etc.)
• Identified risk areas and compiled action plans in terms of HR procedures
• COIDA compliance and administration of injury on duties
• Compilation of specifications
• Present with BID Committee members with the opening of tender boxes
• Evaluation of quotations received versus checklist of the advertised specifications
• Signing checklist to ensure compliance regarding requested documentation, contact details and services to be rendered by the approved Service Provider
• Signing off on checklists for compliance of documentation attached (BBBEE status, Tax Clearance Certificate, Letters of Good Standing and Declaration of Interests)

Human Resources Practitioner - Overberg Water - Caledon

(2005-06 - 2007-10)

• Established the Human Resources Department
• Compliance with Labour Relation Legislation
• Compile and review HR Policies and procedures
• Compile and implement annual Skills Development Plan (ESETA)
• Managing VIP payroll administration and benefits with updated leave records, disciplinary records, performance evaluations, injuries, standby work, overtime worked, monthly third party payments to Pension Fund, Medical Aid and Unions. Supervision and controls regarding monthly payroll procedures, pension fund and medical aid payments for staff members
• Review Employment Equity Plan and report annually to Department of Labour
• Compile job descriptions with KPA’s and KPI’s for job evaluation (HAY system)
• Recruitment, selection and induction of staff -Management
• Compile input for Annual Reports re HR strategies
• Compile items for meetings with Board Members
• Compliance with Health and Safety Act and COIDA with monthly meetings

Human Resources Officer - Overstrand Municipality

(2000-12 - 2005-06)

Amalgamation with 4 other municipalities

• Skills Development Facilitator since August 2000
• Compiled Skills Development Plans and quarterly / annual training reports
• Liaised with LGSETA on reimbursement of grant payments
• Compile Employment Equity Plan and report to Dept of Labour
• Compile requested reports for the Integrated Development Plan
• Staff placement after amalgamation process (change and transformation with amalgamation process)
• Arranged training and development for Supervisors
• Compiled agenda items for Human Resources meetings
• Recruitment, selection, placement, induction of employees
• Labour relations, disciplinary hearings and grievances
• Health and Safety compliance and identified risks and injuries on duty
• Personnel and Leave Administration

Secretary to the Town Clerk - Town Clerk

(1993-07 - 1995-06)

Amalgamation with 4 other municipalities

• Provided secretarial and administrative support to the Town Clerk / Dept Heads

Administrative Officer - Meerensee Holiday Resort - Hawston

(1992-01 - 1992-12)

• Arranged accommodation in Houses / Bungalows for training groups
• Provided Overhead Projector / White Screen and Flip Charts for team sessions
• Did weekend bookings in Self Catering Houses and Chalets for visitors
• Managed the performance of external staff (gardening and exterior maintenance of buildings) as well as the cleansing and kitchen staff (conferences / houses, etc.)
• Responsible for the payroll of 10 staff members (including overtime & standby)
• Responsible for disciplinary procedures in terms of misconduct
• Dealt with injuries on duty, reported to the Compensation Commissioner and completed the required forms (Injury on duty, First Medical Reports, Progress Medical Report and Final Medical Reports)

Secretary: Sales/Marketing Manager - Anglo American Farms

(1989 - 1991)

• Secretarial support and office administration
• Stock taking in factory of tinned food and fruits
• Compile agenda items and took minutes of meetings
• Assisted Personnel Office with disciplinary hearings / grievances/leave admin

Secretary : Admin Officer - SASKO - Paarl

(1987-12 - 1989-01)

• Secretarial support and office administration
• Processing statistics on expenses of Mills & Bakeries
• Order stationery and promotion material for SASKO Bakeries and Mills

Personnel Development Clerk - SA Transport Services

(1982-01 - 1987-11)

• Administration and logistic arrangements of training for different managerial levels in the organisation
• Updating of individual records regarding training for database

Cashier - Cape of Good Hope Savings Bank

(1981-02 - 1981-12)

• Cashier duties / Correspondence with clients
• Administration regarding short term / long term investments
• Opening of new accounts / closing of existing accounts

Honours - Public Administration - Stellenbosch University (2010-03)

Diploma Personnel; Training Management - Labour Relations - Graduate Institute of Management & Technology; Institute for Administration and Commerce (2007-08)

B Com Honours - Business Management - UNISA (2006-01)

Business Management II; Organisation Effectiveness II (Organisation Work Study) - Technikon SA – Florida Branch Office (2004 - 2004)

Human Resource Assessment - Centre for Industrial and Organisation Psychology, UNISA (2003-01)

B Com - Business Management III and Industrial Psychology III - UNISA (2000-04)

Secretarial Course - Tygerberg Technical College (1980)

Senior Certificate - Durbanville High School (1979)