HR Assistant/Front Office Management
Intrahealth International
Total years of experience :17 years, 0 Months
November 2011 to April 2012
Intrahealth International (USAID Program) Capacity Project, Nairobi
HR Assistant/Front Office Management - Under Human Resource Manager
Duties:
- Providing reception services which includes courteous and timely attending to incoming and outgoing guests including staff.
- Maintaining contact directory that is easily accessible in a creative format that is easy to refer by all staff.
- Ensuring that the reception area is clean, functioning well and attractive which portrays positive and professional image of the organization.
- Operates the switchboard
- Manage the couriers, all outgoing and incoming mails.
- Maintaining and updating invoice register recording incoming invoices.
- Any other duties assigned to me by the undersigned.
Cont /2
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August 2011 - October, 2011
Danish Refugee Council
Horn of Africa
Nairobi Office
Post: Front Office Manager/Receptionist
Duties: Dealing with all front office duties, flight managements, transportation, dealing with visitors. Managing all that entails front office.
November 2010 to February 2011 to March 2011
Intrahealth International (USAID Program) Capacity Project, Nairobi
HR Assistant - Under Human Resource Planning Manager
Duties: - Preparing documents for the shortlisted candidate who are to attend interview
- Making calls to all the candidate and giving instructions for various interview being conducted in different provinces
- Sorting Appointment letter and attaching relevant documents and preparing them for mailing
- Any other duties assigned to me by the undersigned.
May 10 2009 to May 31 2009
Intrahealth International (USAID Program) Capacity Project, Nairobi
Receptionist/Front Office
Duties: - Receiving Calls both local and international calls and taking messages for the staff
- Making calls as per staff request
- Receiving mails (documents/parcels that are being delivered to the office)
- Receiving clients visiting coming to the office and taking messages left behind.
- Making arrangements for transportations for staff
- Receiving invoices and stamping them accordingly and recording them in the Invoice Record book.
Oct 2008 - Dec 2008
Intrahealth International (USAID Program) Capacity Project, Nairobi
Program Assistant - Logistics Support
Duties: - Organizing travel logistics for all staff in relation to air ticket bookings.
- Ground support.
- Accommodation bookings and Visa processing.
- Organizing for workshops, activities and meetings.
- Logistics which includes identifying conference meeting facilities and booking them accordingly.
- Compiling of participants travel advances.
- Follow up, reconcile and analyze the billings for logistics on a timely and productive manner.
- Making quotations with different clients and coming up with competitive prices accordingly.
- Ensuring that conference facilities are adequately supported by underlying supporting documents.
Sept 2007, Nov/Jul 2006, Feb 2005
World Neighbours Inc., Nairobi
Administrative Secretary to East Africa Area Representative
Duties: - Representing the organization to the public.
- Provide administrative support to the organization.
- Processing passports and Visa to the employees.
- Booking and confirming appointment.
- Organizing regional workshops and conferences.
- Booking and confirming venues.
- Prepare presentation materials.
- Organize airport pick-ups and transfers for international participants.
- Making hotel reservations and flight arrangements.
- Arranging and organizing conferences, workshops which involve partners and stake holders.
- Keeping Petty Cash for the office.
- Report writing after workshops and conferences.
Cont'd ../3
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Sept 2005 - Jun 2006
World Vision Somalia, Nairobi
Human Resource Assistant
Duties: - Renewing employees' contracts, arranging all employees' files in right places.
- Assisting HR Officer in organizing for interviews, calling candidate for interviews.
- Updating filing system, both electronic, drafting letters.
- Updating HR System data.
- Supporting new employees with appropriate forms to be filled by all new employees i.e. Pension, Medical, NHIF etc
- Leading in Morning Devotions as requested by CC coordinator, organizing for meetings as requested by my bosses.
- Report writing, updating HR system in computer.
- Offering orientation to the new staff employed.
- Drafting letters as advised by HR Manager.
- Maintaining Leave and off days of the staff accordingly.
- Any other duties as directed in HR department.
Sept, Nov & Dec 2004
Mitchell Cotts Freight (K) Ltd, Nairobi
Receptionist/Administrative Secretary/Personal Assistant to the Business Development
Manager
Duties: - Front office management.
- Receiving calls both local and international.
- Receiving visitors and directing them to relevant people concerned.
- Dispatching letters via DHL and other couriers.
- Making daily reports and status of imported or exported items.
- Maintaining petty cash expenses for staff.
- Making bookings and travel arrangements.
Oct 2004 Autoskill Ltd, Nairobi
Personal Assistant/Secretary
Duties: - Delegating duties to junior staff on daily basis.
- Making daily reports on jobs done daily.
- Making appointments to the director, attending to clients..
- Typing letters and reports on daily basis
May 2004 Wockaine (K) Ltd, Nairobi
Personal Assistant Secretary to the Marketing Director
- Handling all secretarial duties.
- Making reports on weekly basis of the status of sales.
Permanent Employments:
May 1995 - Dec. 2003
Steel Structures Limited, Nairobi.
Administrative Secretary (in Projects, Technical Operations and Administration Departments)
Duties: - Typing quotation letters, proforma and commercial invoices, payment letters, memos, typing minutes of the meeting regarding jobs, follow ups.
- Opening enquiry jobs and main jobs in the computer and updating them on daily basis.
- Filing both manual and electronically.
- Making deliveries of documents by DHL, and other couriers.
- Making updates of rates on daily basis.
- Sending / receiving mails and downloading documents using internet.
- Receiving telephones on behalf of the undersigned and taking proper messages.
- Making appointments and updating calendar diary appointments.
- Cont'd ./4
- = 4 =
: Jan - Oct 1994
Intercessors Bible Ministries International, Nairobi
Senior Secretary
Duties: - Typing letters receiving telephones
- Filing both manual and electronic
- Making appointments
- Arranging travel programs for crusades for the ministry
- Offering spiritual counseling and praying for the needy
- Leading praises and worship in the services and crusades
- Hospital ministry - visiting of the sick people in the hospitals
Aug 1992 - Dec 1993
Hoenga and Company Certified Public Accountant, Nairobi.
Administrative Secretary
Duties: - Typing all Court Procedures
- Cases related to court and correspondence letters
- Receiving telephones, making appointments and other secretarial duties in the office.
The University of Nairobi, Geography Department
Secretary
- For research project on “Land Values and Equity in Shelter Development, Kenya” Also worked as:
- Also worked as: Research Assistant:
Duties:
- Assisting the research supervisor in identifying the eligible research participants.
- Screening and recruiting the eligible participants into the study.
- Collecting quality data through interviews with the participants.
- Ensuring participants’ privacy and confidentiality are maintained during the project interactions.
- Completing the necessary data collection forms and checking them for completeness.
- Maintain communication with supervision.
- Performing other duties as designated to facilitate field operations.
- Data collection and conducting face to face interviews with the participants and recording their
responses in IC recorder.
Jan 1990 - Dec. 1991
Rabadia Builders Ltd
Secretary to the Director
- Typing letters
- Receiving telephone, radio calls
- Making Site appointments where necessary and handling all the secretarial duties necessary.
Attachment
While in C.I.T.C. I attended two months attachment with Kenya Airways (Kisumu Branch) working in the office of the Branch Manager, handling all secretarial duties.
AMBITIONS:
➢ To be effective, efficient and productive in whichever organization I work with.
➢ To use my present skills, knowledge and experience for the betterment of the organization I work with.
➢ To develop the necessary skills to enable me cope with changes in my career and ensure I am always up to date and productive.
Cont d/5
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➢ To achieve friendly and good working relationship with my fellow employees, senior and other parties in any organization I work with.
1990 Secretarial College - Nairobi. Part Time Classes at Temple
1988-1989 Christian Industrial Training Centre (C.I.T.C), Kisumu Full Secretarial Course Meteitei Secondary School, Rift Valley Certificate in Secondary Education Computer Packages: Windows XP Word, Windows Excel, Internet, and Power Point.