Leigh Hendricks

Helene Hendricks Nickname: Leigh 16 Uplands Road Milnerton- - Driver’s License: In Progress- PERSONAL PROFILE              Service-focused, technically skilled and hardworking office support professional; more than six years of professional administrative experience Advanced skills in MS Office Suite (Word, Excel, Access, PowerPoint and Outlook); demonstrated ability to learn new computer programs quickly. Expert interpersonal and communication skills -- known for tactful handling of sensitive, confidential issues; ability to resolve customer complaints; and timely completion of polished, executive-level reports and presentations. Reputation for dependability, honesty, dedication and enthusiasm. Provide premium service to both internal and external customers. Creative optimization and action is essential when I approach any project or situation. I always strive to keep these elements as integral parts of my career, regardless of the workload. I look forward to a diverse range of projects, together with concrete results that provide benefits to the organization and job satisfaction to me. I’m recognized for high-quality work, organizational strengths and exceptional customer service delivery. Exemplify leadership qualities and professionalism. Extensive background in customer-oriented services operations. Excellent communication skills; maintain positive relations with fellow colleagues and customers in high-volume, fast paced operations. Proven ability to handle conflict accurately; resolve discrepancies promptly Experience • • • • • • • • • • • • • Finance / Administrative Administrator – Chemical Engineering University of Cape Town: (May 2016 – Current) Maintaining a logical, methodical filing system that is accessible To compile correspondence, memoranda & agendas of meetings Servicing officer for following meetings: - Monthly CatCentre Management meeting - Finance admin forum (once a year) - Sasol Steering committee meetings - HySA/Catalysis Technical Steering committee meetings as and when needed To compile letters as and when required by the Centre Directors To read & screen all incoming correspondence for the Centre Directors as and when needed Keep records of all correspondence Maintain confidentiality of correspondence & other sensitive documents as and when needed Ensure that all printing for board/steering & advisory committees are completed timeously Collate the board/steering & advisory packs for onward submission to respective board/steering & advisory members Arrange courier services for all board packs timeously Co-ordinate and set up meetings for student support with their respective supervisors Provide assistance to visitors wrt access cards & parking Maintain stock levels of office stationery • • Provide other administrative support as & when needed Co-ordinate the bursary payments for all Postgraduate student in Centre for Catalysis research i.e (completion of PG002 forms including bursary spreadsheet that have to be updated regurlarly) • Arrange the seating of students and visitors to the Centre with depart’al space co-ordinator • Respond to student / staff / visitor queries • Maintain CatCentre alumni & staff database • Interact in a polite and professional manner with all clients (internal & external) • Reconcile all procured items made via UCT credit card & submit to card processor (credit card coversheet, descriptive text) • Petty cash handling • Check availability of funds on SAP upon submission of PO’s & pcard transactions • Scheduling of regular calendar events in the CatCentre calendar • Co-ordination & organisation of all CatCentre, c*change & HySA/Catalysis events such as: c*change annual Board meetings (March & November), c*change annual Business meeting (September) c*change Symposia (November) CatCentre Advisory board meeting (mid-year) CatCentre monthly Management meetings CatCentre weekly seminars CatCentre staff/students year end function HySA/Catalysis annual Steering committee (November) HySA/Catalysis annual workshop (November/December) HySA/Catalysis Review (June) Government/Industry visits Retirements/resignations & other celebratory events Sasol Steering committee (twice annually) • Manage the logistical aspects of the venue set-up, audio-visual equipment, parking arrangements for visitors and guest speakers • Co-ordinate all aspects of function from menus and venues including restaurant bookings, procurement of flowers, gifts & invites • Liaise with industry partners directly regarding Advisory board meeting arrangements • Ensure that everyone’s dietary requirements have been taken into account • Liaising with catering vendors & negotiate the best prices to come within the budget assigned for specific events • Handle adhoc venue requests from in-external departments/industry as and when needed • Liaise with the preferred travel agencies to find the best pricing for airfares (local/international), accommodation and car hire • Complete the necessary MM010_002/003 (purchase order request) form & submit to CHE’s procurement office for processing • Where the UCT credit card has been used to pay for travel/accommodation, complete the credit card cover sheet + attach the invoice and submit to CHE’s procurement office to post the transaction onto SAP • • • • • • • • • • • • • • • • • • • • • • • • • • • • Arrange the necessary visas for international travel Arrange transport or shuttle service to and from airport Ensure that travel costs have been assigned to the correct fund Coordinate travel and accommodation arrangements for Centre Directors, staff, guests/visitors to the department Arrange parking bays for visiting academics or industrial visitors/guests to the department Ensure that offices have been assigned for visiting guests to the department Confirm that the office has been equipped with the necessary equipment/consumables Make certain that venues have been booked for guest lectures/visitors wrt seminars Coordinate the S&T allowance (calculate, submit documents for HoD signing for onward submission to Procurement office for processing, and finally to faculty for endorsement & onward submission to Creditors) Compile the paperwork for refunds to staff (submit documents for HoD signing for onward submission to Procurement office for processing, and finally to faculty for endorsement & onward submission to Creditors) Coordinate and manage the bookings and electronic diaries of all the Centre Directors Schedule all Director’s appointments and other Managers and staff within the Centre as and when needed Liaise with external parties and arrange meetings at suitable times for Centre Directors Ensure that all CatCentre staff diaries are up to date with departmental meetings, events & public holidays Diarise all the CatCentre management meetings in all staff calendars for the year Cancel & reschedule appointments where necessary Compile and circulate dates of staff meetings where necessary Circulate meeting agendas and disseminate to respective parties timeously Make sure the necessary documents are received at least 2 weeks in advance for onward submission to the printers Print any other documents where necessary Collate the respective board packs Ensure that the boards packs are couriered to the board members timeously before the scheduled meeting Provide the external members with the waybill number when the board packs can be expected Ensure that each member receives an Agenda for the meeting, venue & time of the meeting Maintain website of CatCentre Attend to queries related to the website Ensure that marketing materials are prominently displayed Ensure easy accessibility of all marketing materials Administrative Officer 1 Supply Chain Management (Tenders & Contract Administration) : City of Cape Town: (May 2014 – 30 April 2016) Tender /Bid Documentation and Advertisement:  To administer and control processes and activities in the Tender process  Assisting the Project Managers on the Tender/Bid Process and specification meeting requirements and facilitate questions of clarity.  Advertise tenders on Website and approved media.  Ensuring that Clerks obtain Tender/Bid numbers and Tender box numbers.  Interfacing with Client Departments and Project Managers on Tenders.  Checking information on Tender schedule is correct, check for accuracy and forward a summary to Project Manager/ Chairperson of BEC  Drafting and compiling Report for BAC  Checking the various required databases for Tender/Bid information as stipulated by legislation.  Ensuring correctness of Bid Initiation Forms when updated on the Tender Tracking.  Confirming with Debt Management for outstanding municipal accounts, National Treasury and Restrictions.  Analyzing of Price Adjustments, Confirming correctness and updates on SAP.  Obtaining and releasing of Guarantees/sureties/ insurance, make and verify contents thereof for legal compliance and tender conditions. Evaluation and Tender /Bid Awarding Process  Providing assistance and information to Project Managers on the processes of Tender Evaluation Meetings and reports to SCM Bid Adjudication Committee.  Arranging and planning of meetings for the BSC & BEC and taking minutes, where applicable.  Assisting in provision input of queries from bidders by investigating and providing information on the query  Checking that Tenders are on the Agenda of the SCMBAC within the prescribed period and inform the SCM practioner.  Obtaining information from Debt Management in respect of outstanding Municipal accounts.  Checking National Treasury database for service providers who are prohibited to do business with the State.  Submitting tenderer’s financial statements to Treasury for analyzing and interpretation.  Ensuring that all requirements in respect of tenders above R10, 000,000 be complied with.  Submitting sureties to Legal Services in order to confirm compliancy (where applicable).  Communicating reasons to unsuccessful tenderes, when required.  Assisting gin providing input in resolving of queries from bidders by investigating and providing information on the query.  Checking windeed to ensure corrected information is submitted in tender document  Checking BIBC (Bargaining Industrial Bargaining Council to ensure registration of tenderer’s and if they are compliant or non-compliant.  Coordinate and control implementation of systems and controls for the management of the tender/bid and contract administration processes associated within Construction.  Ensuring that the contract related information on Tracking System are up to date and trends are met and implemented  Releasing of sureties /guarantees when required to do so.  Scuitinising and ensure that the Offer, Acceptance , OHS forms, Indemnity forms, sureties/guarantees are in order for the Contract  Scrutinizing the contract for legal compliance, accuracy and completeness and send to SCM Practioner for Approval.  Confirming correctness of contract information as loaded on the SAP system.  Scrutinizing the price adjustment and amendment on SAP  Instructing a Clerk to draft letter of confirmation of price change to the applicable contract and checking letter and refer for approval.  Control and coordinate process and activities for the implementation and reviewing of contracts In order to ensure that policies, procedures as well as statutory requirements are adhered in terms of Contract Implementation and thereby meeting the expectations of customers and requirements for proper financial and budgetary control. Organisation: City of Cape Town Metropolitan Municipality Jan 2010 – April 2014 Clerk 3: Tenders and Contracts I have sound knowledge of Office Administrative procedures and council’s office administrative processes • Thorough experience in report writing skills• I Have a strong attention to detail and deadlines • Prioritising in sound planning and organising skills • I maintain at all times a high level of interpersonal skills, the ability to work with people from all walks of life • analytical and conceptual ability • Good communication skills (verbal & written) • computer literacy (MS Office, SAP, Outlook, Powerpoint) • Fair understanding of local government service delivery issues and challenges. Key Accomplishments:  Demonstrated ability to quickly learn organizational processes, workflows, policies and procedures of various companies  Handled a range of administrative support  Answered telephones and courteously assisted customers within high-volume, deadline-driven settings  Earned a reputation for rapidly and calmly resolving customer complaints  Compile tender document to ensure it meets SCM standards  Send Letters of notification to unsuccessful and successful tenderers including invalid tenderers  Compiling reports & check for correctness to go to the BAC  Keep all correspondence in working file to be filed in chronological order  Checking and confirming information of tenderers on the WCSD Scheduling of tenders  Providing support to the Admin Officer by applying specialised knowledge of relevant policies and procedures in respect of specific administrative procedures within the department  Performing administrative duties of a more advanced nature and renders support to specific functional areas  Organising urbanisation co-ordination meetings and taking minutes drafting invitations to meetings  General administrative support to ensure the smooth and harmonious running of the Department  Checking of tenders  Checking National treasury for Restrictions  Debt Management for outstanding Municipal Accounts               Confirming with Appeals Authority whether or not appeals received Updating of Tracking System, Ensuring correctness of BIF Form Scrutinizing and ensure offer, acceptance, OH&S forms, Indemnity Forms, are in order for contract Capturing award Tenderers on National Treasury Assisting in responding to queries from service providers by investigation and providing of information Loading and Updating of contracts on SAP Releasing of sureties/guarantee’s when required to do so Compiling of Tender/Bid Advertisements to Corporate Admin for placement in Press Loading of placed ads onto the City’s Website & on the CIDB (i-Tender), Checking that all information on the Tender/Bid schedule is correct & forward a summary of tender information to the PM/Chairperson of the Bid Evaluation Committee (BEC) Setting up of meetings (BSC & BEC) & taking minutes and circulating it to the relevant people General Administration (eg. Faxing, diary management) Organisation: City of Cape Town Metropolitan Municipality July 2009 – Dec 2009 Senior Clerk: Specialised Operations (City Parks) Answered phones, scheduled appointments, Provides secretarial and receptionist services to the Manager • Render administrative support services to the Department •Provide support to Manager regarding meetings • Compiling of minutes during management meetings Key Accomplishments:  Monitoring Manager’s diary  Typing up Minutes of Meetings  Monitoring leave for the specific department  Sending out e-mails on behalf of the Manager  Drafting of letters, memos & reports, ect. for Manager  Faxing, Scanning and e-mailing on behalf of the Manager  General Administration  Scheduling meetings as instructed by my Manager  Doing ad-hoc duties around the office  Compiling Excel spreadsheet for Cemetery Reservations  Compiling Excel spreadsheets going through for tender approval  Thrived within busy environment, requiring the ability to multitask and maintain organized computer and hard-copy files.  Organisation: Media 24 (Pty) Ltd t/a Die Burger October 2007 – June 2009 Debtors -/Admin -/ Reconciliation Clerk Key Accomplishments:     Debt Collecting (letters C – D – R-) on 60- & 90 day accounts Sorting out queries for clients (reconciliation on queried accounts – Excel spreadsheet, invoiced incorrectly) Updating client information on system (AP Debtors System) Doing Debit/Credit Journals         Closing of Accounts (e.g. if requested by the client & if the account was dormant a certain period of time) Overtrading (letting clients know if limit has been reached, if so sending out of forms to increase the limit ) General administration (e.g. sending out letters, statements & invoices) Informing clients that accounts is outstanding (sending out of letter 1 & letter 2 – on 60 Days) Handing accounts older than 90 days over to the Legal Department Requesting of cheques on behalf of the client (need to follow procedures, before payout of the money to the client) Transferring of monies/invoices of client onto the right account (need to follow strict procedures)Following up on credit notes (an account in credit, communicate with the client if monies should be paid out or remain on the account) Liaising with Sales Representative in regards to their clients’ accounts Monitoring of adverts placed by to keep accounts in their limit & paid up to date (Ads Planet – Booking System)  Organisation: Cape Consumers May 2007 – Sept 2007 Debtors -/Admin Clerk  Organisation: Junk Mail t/a Cape Ads July 2006 – April 2007 Creditors - /Debtors & Administration Clerk  Organisation: Complete IT Services April 2005 – June 2006 Administrative Assistant / Financial Assistant  Organisation: CTI (Computer Training Institute) June 2004 – Dec 2004 Administrative Assistant / Financial Assistant Organisation: Intuition College Feb 2004 – May 2004 Lecturer/Microsoft Office 2003 (introduction & advanced) includes Internet & email  Education 2016 – Current University of South Africa (UNISA) Course : Programme in Public Procurement and Supply Management   2012 - Current Regent Business School Course : Bachelor of Commerce (BCOM) 2nd Year 2003 – 2004 CTI (Computer Training Institute) Course : International Certificate in Computer Studies (ICCS) 2004 A+ Computer Training Studios Course : Computerized Bookkeeping (Pastel V.6) 1999: Grabouw High School Grade 12: Senior Certificate Skills Skill Name MS Office Suite Database Administration Skill Level Expert Expert Last Used/Experience Currently used/5 years Currently used/5 years Spreadsheets Expert Currently used/5 years Filing & Records Management Front-Desk & Phone Reception Customer Service Expert Currently used/4 years Expert Currently used/4 years Expert Currently used/4 years Executive-Level Reports Intermediate Currently used/4 years Calendaring/Scheduling/Mee ting Planning Administrative Support Expert Currently used/4 years Expert Currently used/4 years Word Processing/Typing (55 wpm) Expert Currently used/4 years Additional Information Short Courses Attended Company: ICTS - UCT Course: Web Content Management (18 July 2016 – 21 July 2016) Company: SAP - UCT Course: Funds Management Module (FM) (05 July 2016 – 07 July 2016) Company: SAP - UCT Course: Purchasing (Xponential) (26 July 2016 – 27 July 2016) Company: Course: (27 November 2012) Torque IT Microsoft Word (Level 3) Company: Course: (30 April 2012) Dynamix Learning Solutions Microsoft Excel (Level 3) Company: Course: (22 & 23 Sept 09) Work Skills Resource Training Solutions Time Management and Delegation Skills Company: Course: (02 & 03 June 10) Centre of Business Excellence Customer Relations Training Company: Course: (26 & 27 Sept 11) Work Skills Resource Training Solutions Meeting Arrangements & Minute Taking References 1. Jenni Park Administrative Officer 3 (SCM Practitioner-- 2. Nombini Biko SCM Practitioner-- 3. Maureen Whare Manager: Tender and Contract Administration (Supply Chain Management-- Declaration: I Helene (Leigh) Hendricks declare that the information provided in my CV is correct and that I will be committed towards any job.