Asset Officer - University of the Free State - Bloemfontein
(2013-11)
- Procurement and Financial Administration: Manage all financial aspects related to the ordering and procurement of office supplies, stationery, and other departmental needs using the University's Procurement System.
- Ensure timely processing and approval of orders in accordance with university procurement policies.
- Asset Register Maintenance: Maintain and update the University's asset register daily for all equipment with a value exceeding R5,000.
- Ensure accurate allocation of assets to the appropriate building, department, and custodian.
- Monitor asset movements and update changes promptly to reflect the physical and custodial status.
- Annual Equipment Verification and Off-Campus Use: Conduct annual verification of university equipment used off-campus by academic staff, including lecturers, professors, and researchers.
- Ensure compliance with university policies regarding off-site equipment usage, particularly for high-value or research-specific items used domestically or abroad.
- TV Licenses and Media Equipment Management: Manage the annual payment and renewal of TV licenses for media equipment used in student instruction.
- Oversee the inventory and operational status of multimedia equipment (e.g., monitors, display screens, media players) used in teaching and learning.
- Building Plans and Equipment Allocation: Oversee the integration of building renovation and construction plans into the University's PeopleSoft system.
- Ensure the correct allocation of relevant durable equipment to new or renovated buildings to facilitate easy tracking and location.
- Medical and Research Equipment Management: Coordinate the annual review and upgrading of research and medical equipment across relevant departments.
- Assess equipment condition, manage replacement valuations, and submit value reports in collaboration with departmental heads.
- Oversee the disposal process of obsolete equipment upon written approval from the relevant authority, and coordinate tender processes for such disposals.
- Insurance Claims and Risk Management: Handle insurance claims for stolen or lost university property valued over R5,000.
- Process property damage claims, particularly those caused by power surges, affecting high-risk departments such as Chemistry, Microbiology, Agriculture, and affiliated hospitals (e.g., National Hospital, Pelonomi).
- Maintain accurate records and collaborate with the University's insurance provider.
- Crisis and Damage Recovery Management: Involved in the management and coordination of restoration efforts during the 2016 student unrest.
- Worked with the University's insurer to process claims and facilitate repairs to damaged buildings, furniture, vehicles, and equipment across the Main Campus, South Campus, and Qwa-Qwa Campus.
Supervisor - University of the Free State - Bloemfontein
(2009-04 - 2013-11)
- Supervision of Store Operations and Personnel: Oversee daily operations within the university store, ensuring efficient management of stock, equipment, and supplies.
- Provide leadership, direction, and support to store personnel to ensure productivity and compliance with university procedures.
- Collaboration with Financial Department and Asset Sub-Directorate: Work closely with the Financial Department and Asset Sub-Directorate to ensure alignment on asset tracking, procurement, and financial reporting.
- Assist in ensuring adherence to asset management policies and procedures.
- Stock Reconciliation and Control: Act as the responsible senior official for the control and reconciliation of all incoming and outgoing stock.
- Coordinate with departmental officials and sub-directorates to ensure proper stock movement and accurate records.
- Monthly Financial Reconciliation and Reporting: Perform monthly reconciliations related to store stock and asset transactions.
- Compile and submit detailed reports to relevant departments, highlighting variances, usage, and inventory levels.
- System Controller and Staff Training: Serve as a system controller for inventory and asset management platforms.
- Provide training and support to university officials on system use and compliance procedures.
- Budget Management: Monitor and manage the store's monthly budget in line with operational expectations.
- Report on expenditures and ensure spending is within approved limits.
- Daily Operational Planning: Develop and implement daily work schedules and task planning for store staff.
- Ensure efficient task execution and adherence to service delivery standards.
- Leave Administration and Compliance Monitoring: Manage annual leave planning and monitor staff attendance.
- Address issues related to unauthorized leave or absenteeism and ensure appropriate disciplinary procedures are followed if necessary.
- Merit Reporting and Staff Recognition: Compile merit reports for employees who go above and beyond their duties.
- Coordinate with HR or relevant departments to ensure recognition and reward for outstanding service.
Logistical chief user - Department of Education
(2006-09 - 2009-03)
- Procurement and Order Management: Oversee and process approved procurement orders ranging from R100 to R100,000 in accordance with departmental supply chain policies and procedures.
- Ensure all procurement activities comply with financial regulations, internal controls, and applicable legislation (e.g., PFMA, SCM policies).
- Tender-Based Procurement: Manage and process orders exceeding R100,000 through approved tender procedures.
- Collaborate with the Bid Evaluation and Bid Adjudication Committees to ensure proper evaluation and awarding of tenders.
- Ensure accurate documentation and justification for high-value procurement.
- Supplier Liaison and Contract Compliance: Liaise with suppliers and service providers to ensure timely delivery and compliance with contract terms and specifications.
- Monitor supplier performance and report non-compliance to the relevant authorities.
- Budget and Cost Control: Monitor expenditure against approved procurement budgets.
- Ensure cost-effective procurement practices are applied to achieve value for money.
- Documentation and Reporting: Maintain accurate records of all procurement activities, including quotations, approvals, tender submissions, and final orders.
- Prepare reports on procurement status, outstanding deliveries, and financial commitments for submission to management.
- Compliance and Audit Readiness: Ensure all procurement transactions are fully auditable and compliant with departmental and national regulatory frameworks.
- Support internal and external audit processes by providing requested information and documentation.
- Support to Schools and District Offices: Provide logistical and procurement support to schools and district offices within the Department of Education.
- Assist in the coordination of large-scale deliveries such as textbooks, furniture, and learning materials.
Chief Administration Clerk - Department of Education
(2000-04 - 2006-08)
- Supervision of Administrative Staff: Manage and supervise a team of 9 officials to ensure efficient and accurate execution of daily tasks.
- Allocate responsibilities, monitor performance, and ensure adherence to departmental procedures.
- Stock and Goods Management for Schools: Oversee the receipt of stock and goods from suppliers and service providers for approximately 350–400 schools in the Motheo District, including areas such as Botshabelo, Thaba Nchu, Van Stadensrus, and Wepener.
- Manage inventory related to stationery, cleaning materials, computer equipment, copy paper, copy machines, training material, and other high-value assets.
- Ensure the safe keeping of items before and during delivery to schools.
- Delivery Coordination: Supervise the daily distribution of goods and equipment to schools with the assistance of 3 dedicated drivers.
- Ensure that all deliveries are completed accurately, on time, and with the necessary documentation.
- Supplier Follow-ups and Outstanding Deliveries: Communicate with suppliers to confirm and follow up on outstanding or delayed deliveries.
- Resolve delivery issues and discrepancies in collaboration with vendors and internal stakeholders.
- Payment Processing and Documentation: Compile and forward payment documents and invoices to the Department's Head Office daily.
- Ensure all documentation includes relevant serial numbers and complies with departmental financial procedures.
Acting Senior Official – Payment Section - Department of Education
(2006-01 - 2006-12)
Temporarily acted as Senior Official responsible for the Payment Section for one year.
- Oversaw payments for rental of copy machines for over 400 schools.
- Oversaw payments for catering services for workshops and events.
- Oversaw payments for alarm/security services.
- Oversaw payments for rental/hiring of buildings and venues.
- Ensured accurate processing of payments, proper verification of supporting documents, and adherence to financial regulations.
Senior Administration Clerk, GRADE III - Department of Education
(1998-08 - 2000-03)
