Lilly Letjoba Monene

Duties includes:

Financial administration and management

• Preparation of annual and mid-term budget inputs and presentations at management meetings
• Preparation of cashflow management and movements/virements of funds
• Manage Accounts Reconciliation and close books every month-end
• Analyse and sign-off payments requests and approve all payments on the official bank account.
• Prepare vouchers and monthly reports including irregular expenditures, fruitless expenditures, wasteful expenditures, payables and accruals
• Prepare, implement, monitor and report financials

Supply Chain Management

• Manage all procurement of goods and services in accordance with applicable policies and prescripts
• Administer and manage all service contracts (short and long term)
• Compile yearly Demand Management Plan
• Produce reports

Property Management

• Manage maintenance of the State-Owned Properties
• Prepare maintenance plan and projectize them per priority
• Manage the condition of the properties by facilitating condition assessment and reports by experts

Assets Management

• Manage assets register by conducting regular assets verification and observation
• Ensure that all new assets are added to the register and all obsolete assets are disposed accordingly.
• Ensure that all assets are identifiable and clearly barcoded

Human Resources Management

• Manage human resources directly and indirectly as the head of administration
• Ensure that all employees in the Embassy have performance agreements and appraisals
• Appraise all employees under direct supervision and provide regular performance feedback
• Manage and administer leave by signing off all leave forms and prepare monthly leave register and statements
• Communicate all human resources related matters
• Conduct induction of the newly appointed staff
• Conduct recruitment and selection
• Develop HR policies and strategies including Human Resource Planning (Demand vs Supply)

Security Management

• Establish and Chair a Security Committee to look at all security related matters such as security breaches, physical security and information security.
• Manage allocation of access cards and conduct system clearance to ensure that ex-employees are removed from the system
• Manage addition of new employees on the system
• Administer issuance of alarm codes and monitor alarm system

Consular, Immigration and Migration services

General administration

Develop administration policies

Duties Include:

Manage Organisational Development function in order to improve organisational efficiency and effectiveness in the department and its missions abroad.

Managed organisational structure review process through the following key milestones/deliverables:

Presented written motivation and rationale for the review of the departmental organisational structure to the Minister for authorisation.

Developed a project plan and project charter for the process highlighting key processes, timeframes and stakeholders map as well as identification of risks with mitigating strategies.

Conducted organisational functionality assessment of department’s internal systems and processes through consultation with stakeholders with an aim of identifying organisational challenges both structurally and non-structural.

Developed business case based on the outcome of the consultation processes which encapsulates structural gaps and requirements amongst other findings.

As per the project plan designed future organisational structure focusing on rationalisation of the high-level functional structure to ensure alignment of organisational structure with mandate, strategic objectives and budget on compensation of employees.

Manage and facilitate stakeholder consultation processes both internally and externally. Consultation processes included preparation of reports and presentations. The level of consultations managed directly included presentations to the Deputy Ministers, Directors-General Forum and at branch levels including meetings with individual managers and employees to exchange information towards designing and developing future departmental organisational structure.

Conducted benchmark with national departments on cross-cutting functions such as Financial Management and Corporate Management. Benchmark report was produced and presented which included policy analysis both departmentally and nationally to ensure compliance with the legal framework of the South African Public Service whilst striving to incorporate the international standards in a way in which departmental organisational structure is designed.

Conduct work study investigations at South African Missions Abroad in Brazil: Brasilia and Sao-Paulo; USA: Washington, New York both PMUN and Consulate-General; UK: London including Home Affairs; Switzerland: Vienna; Angola: Luanda; China: Beijing and Malaysia: Kuala Lumpur). Manage consultation processes with the branch heads and Heads of mission to provide a strategic overview of the mission visits and expected outcomes. Presented the visit programme and stakeholder requirement. Conducted mandate and functional analysis in order to understand the functioning of the mission at high-level based on mandated roles and responsibilities. The work was performed through presentations and facilitation of discussions at policy level and alignment with country’s national policies and priorities as per the strategic plan of the department. The discussions require and include understanding and application of foreign policy imperatives at regional, continental and global levels. Development of Service Delivery Models based on main functional areas of the mission at all bilateral, multilateral and hybrid level. Designed and developed mission generic functional structures for the three models. Conducted individual job analysis interviews with all officials at the missions including Locally Recruited Personnel and employees from partner department. Developed job descriptions for all jobs in the missions and proposed redesign of certain jobs to put similar functions together and do more with less by ensuring optimal utilisation of people. Conducted both desktop and physical benchmark with Foreign Ministry to learn best practices within the area of organisational structure design. Produced closed up report to management both at the missions and head office.

Provide Business Process Management.

Worked closely with the departmental Information and Communication Technology unit as part of the Digital Strategy to facilitate ideation workshops on identified functional areas within the department as well making inputs on areas that need to be assessed. The work included identifying stakeholders for participation and obtaining authorisation from top management. Facilitated and conducted business process improvement initiatives. In an effort to try and align the work with overall departmental objectives and projects as well as coherent approach to departmental processes, consultations were conducted with key stakeholders such as ICT and Internal Audit to identify key services for business process mapping. The meetings yielded positive outcomes and as a result partnership was agreed upon that OD works with ICT as part of the implementation of Digital Strategy. Key part of the process is to assess and analyse the system, workflow and challenges in identified functional areas for automation and improvement. OD participated and continue to participate in weekly ideation workshops. Upon realising the benefit of this process, OD requested that line function work on salary levels 12 and below be assessed to try an address the current challenge on role clarification and work demarcation for Foreign Service Officers. Facilitated workshops focusing on high-level functions, business drivers, benefits, advantages vs disadvantages and ideal status. During the workshops As-Is and To-b business processes were mapped through a journey map on a Teams Software. Gaps were identified which included overlaps and grey areas role and responsibilities.

Managed the development of job descriptions and job grading processes.

Developed job evaluation policy and monitor consistence application and adherence thereto. As part of the departmental strategic objectives and annual performance plans, prioritise jobs for the development and updating of job descriptions and monitor job evaluation status of jobs and ensure mandatory jobs are evaluated as and when required. Manage and ensure that national and international benchmarks are conducted for best practices. Managed the role of job evaluation within the departmental systems. Developed work measurement template and trained officials within the Directorate on work measurement methods. Job evaluation is often confused with performance management and regarded as a promotion tool. To this end, I managed grievance cases throughout grievance management process from internal to GPSSBC and CCMA to labour court. I played a role of a departmental witness on the role and management of job evaluation system. Proud to say that the department has never lost a job evaluation related case because everything is done and advice is provided within strict policy framework. These work I did within a very hostile environment consulting with state lawyers and giving briefings to top management and organised labour as well as directly dealing with aggrieved employees. I continuously provide advice to HR Labour Relations, PMDS and recruitment sections on job evaluation and job descriptions related matters. Working on Productivity Measurement and have consulted Productivity South Africa on the work the department is planning to do and requested expert advice. The Memorandum of Understanding between DIRCO and Productivity SA is in place and to be signed-off after internal processes.

Manage the overall performance of the Directorate and participate in corporate governance

· Manage financial resources through preparation and presentation of budget in line with the Directorate operational plan. Control and authorize expenditure by applying in complying with all relevant financial and procurement prescripts and avoid irregular, fruitless and wasteful expenditures. Provide leadership and manage human resources. Manage work distribution and achievement of goals as set out in the operational plan and ensure employees are trained and utilised. Implement performance management and development processes and apply formal disciplinary actions. Implement and ensure compliance to human resource policies and procedures. Provide positive esprit de corps.

· Manage Planning by participating in the development of the Departmental Plans aligned to departmental strategic objectives as well as developing directorate plans.

· Manage, monitor and evaluate overall performance of the Directorate and contribution to the achievement of department-wide performance plans. Provide and presents directorate progress reports at the Chief Directorate, Branch Management Committee and provide quarterly reports against departmental targets. Contribute positively and timeously to the Department reporting processes

· Participate in corporate governance and represent the Directorate in departmental governance structures and process to contribute to improved governance. Honour appointments to the following Departmental committees and currently appointed a member of amongst others, job evaluation panel member and chairperson, member of departmental bid adjudication committee; member of ICT steering committee; member of moderation committee; member of planning, monitoring and evaluation committee; standing member of Service Delivery forum. Participated in the departmental management forum and Directors-General Forum and provide regular reports and presentations. Participate in the development and monitoring of the Audit Action Plan. Provide reports and presentations to the Ministerial Management Meetings and Portfolio Committee meetings. Respond to Parliamentary questions on area of work.

Duties Include:

Provide management advisory services on organisational effectiveness:

Manage the process of conducting organisational functionality assessment to assess systematic challenges and make recommendations on required improvements. Conduct organisational diagnostic study through studying different strategic documents, groups and individuals interviews with relevant stakeholders. Propose organisational development interventions based on findings of the assessment. Monitor Implementation of interventions and produce management reports. Prepare and make regular presentations at management structures. Develop organisational design and job evaluation guidelines and policies.

Manage organisational design process and ensure that departmental organisational structure is aligned to its mandate and strategic objectives as well as complying with organisational design directives:

Conduct mandate and functional analysis through consultation with stakeholders, this involves facilitating information sessions with managers and subject matter experts to understanding the role each business units plays in the department. Develop service Delivery Model. Determine and define organisational layers according to different organisational responsibilities, authority levels and accountability. Design the organisational chart (Architectural structure) based on defined and established organisational layers. Determine functional grouping according to relationship and interdependency and draft functional structure. Consult functional structure to obtain support and endorsement on the design and functional groupings. Determine posts establishment requirements by applying post provisioning norm. Assess and establish gaps in terms of existing posts and required posts. Costs the posts and confirm funding. Developed and consulted migration plan to guide Implementation and communication of the newly approved organisational structure. Facilitation of migration processes and consultation with affected employee through a structured change management processes and interventions. Conduct change management workshops to bring employees on board with the new organisational structure and its implication.

Manage the process of Job Evaluation and development of job descriptions as well as provide advisory support:

Manage quality assurance of job descriptions and alignment with departmental mandate and strategic objectives by assessing job content, competency profile, qualifications and experience requirements of the job and job titles. Managing and conducting job analysis to ensure proper presentation of key performance areas and activities per job. And impact on the organisation. Manage job evaluation and conduct quality assurance of job evaluation reports. Present recommendation to Job Evaluation Panel and manage implementation as well as communication of outcomes. Approve implementation of JE results on PERSAL as trained. Establish and maintain job analysis and evaluation results. Responsible for training and appointment of job evaluation panel. Handle grievances regarding application of Job Evaluation. Conduct business process mapping and management.

Manage the Directorate resources (human and financial). By preparing and managing budget, ensure alignment of annual operational plan with budget. Management performance of the Directorate and subordinates. Ensure compliance with financial and human resources prescripts such as PFMA, PMDS, and others.

Serve as a Service Delivery Forum Champion.

Serve as a member of Planning, Monitoring and Reporting Committees.

Act as a Director: Organisational Development

Duties Include:

Manage the design and development of departmental organisational structure based on organisational mandate, policies and strategic objectives. Conduct full personnel and operational costing of the departmental organisational structure utilising zero-base costing and budgeting approach. Assess departmental budget with the cost of the organisational structure and advice accordingly. Responsible for developing organisational design and job evaluation policies and advising stakeholders on Organisational Development matters. Presented organisational design and job evaluation policies at management structures as well as Bargaining Chamber and obtained approval. Manage the process of Job Evaluation within the Department and act as JE unit head by ensuring that all jobs that are due to be presented at the Departmental Job Evaluation Panel are up to standard and comply with all relevant legislation and properly aligned to organisational mandate and objectives and do not represent duplications and overlaps whilst monitoring consistent application of job evaluation policy. Manage business process mapping and re-engineering for all key business processes in line with departmental plans and reports in areas of concerns as a priority. Undertake business process mapping investigations to understand the work flow and propose improvements. Managed and facilitate the development of Job Profiles/Descriptions in line with organisational mandate and organisational development prescripts and processes. Facilitate the process of change management in the Department. Manage the development and consultation of departmental human resource plan and monitor its implementing and report in accordance with the prescripts. Manage the administration of the staff establishment and alignment with the approved organisational structure as well as PERSAL. Prepared and made presentations to management structures on the development and management of organisational structures, Sub-Directorate Business Plans and other adhoc projects. Provided advice on the suitable secretariat model by conducting work measurement on the current model and designed, consulted and implemented new sharing model without applying one-size fits all approach. Advised on productivity measurement.

Manage the Sub-Directorate and supervise staff with regards to Organizational Development/Work Study investigations/projects on area of responsibility. This included training of interns on both professional and personal level.

Duties Include:

Conducting Organisational and Establishment investigations through a feasibility study and post determination investigation on a professional and independent level to ensure alignment of Departmental strategy with functions. Upon understanding the work environment on the area of study design, update and maintain Organisational Structure. Responsible for advising stakeholders on Organisational Development matters. Undertake process mapping investigations to understand the work flow and propose improvements. Conduct financial implication investigations in order to advice on the cost of implementation of recommended improvements as most might require additional resources be it human or technological. Compiling and maintaining Job Profiles/Descriptions in line with organisational mandate and organisational development prescripts and processes. Conduct Job Evaluation to determine salary structures and remuneration packages as part of administrative duties design and maintain database and register on organisational development matters such as job evaluation, job descriptions, business processes and organisational structure. Perform secretariat duties for the Job Evaluation Panel meetings by scheduling meetings, taking minutes, arranging venues and preparing and distributing meeting documents.

Supervise staff and manage individual performance of the subordinates with regards to Organizational Development/Work Study investigations/projects on area of responsibility. This included training of interns on both professional and personal level.

NB: Appointed Organisational Structure Architecture based on the excellent work ethics and above average work performance and commitment.

Duties Include:

Conducting Organisational and Establishment investigations through a feasibility study and post determination investigation on an administrative level to ensure alignment of Departmental strategy with functions. Upon understanding the work environment on the area of study design, update and maintain Organisational Structure. Responsible for advising stakeholders on Organisational Development matters. Undertake process mapping investigations to understand the work flow and propose improvements. Conduct financial implication investigations in order to advice on the cost of implementation of recommended improvements as most might require additional resources be it human or technological. Compiling and maintaining Job Profiles/Descriptions in line with organisational mandate and organisational development prescripts and processes. Conduct Job Evaluation to determine salary structures and remuneration packages as part of administrative duties design and maintain database and register on organisational development matters such as job evaluation, job descriptions, business processes and organisational structure. Perform secretariat duties for the Job Evaluation Panel meetings by scheduling meetings, taking minutes, arranging venues and preparing and distributing meeting documents.

Utilising organisational development theories, practices and experience, the responsibilities involved developing a project plan with clear deliverables and contextualising the work as the function was new within the department. The duties performed involved rigorous assessment of the organisational environment including its strategic objectives. Understanding the current organisational challenges, identifying deficiencies by conducting work study investigations within the training section. Employing work study techniques i.e. method study and work measurement to assess current utilisation of staff based on job content and remuneration structure as well as productivity. The outcomes of the processes included:

· Job Descriptions.

• Proper Staff utilisation.
• Job grading.

Management Service Report and implementation Plan.