Administrative Assistant
Diakonie Emergency Aid
Total years of experience :27 years, 4 Months
Administrative Tasks
• Facilitate the process of getting work permits, dependant passes and medical insurance for staff and ensure that they are renewed when due.
• Ensure that all organization’s registration requirements with governing bodies are met and renewed when due.
• Liaise with travel agents.
• Ensure that the local network server is updated with relevant information
• Focal point on all issues related to information technology; with assistance from an IT consultant.
• Supervise the installation, maintenance and repair of office equipment
• HR tasks of validating all staff leave and sick, pending leave days
• Prepare employment and consultancy contracts
• Ensure that all logistics reports are prepared, compiled and discussed with the Finance and Administration coordinator.
Logistics Tasks
• Ensure the fulfilment of all legal vehicle requirements - Insurance, road worthiness, renewal of all driver’s licenses etc.
• Prepare service contracts and Local Purchase Orders for all procurement processes
• Verify purchase requests for items/services and discuss them with the procurement committee.
• Ensure that the company’s policies in regard to quotation/proposal analysis, payment and delivery procedures are adhered to.
• Ensure that purchased/received goods and services are of the best quality, in time and of reasonable prices.
• Procurement is done from the best available supplier/s.
• Liaise with clearing agents to ensure that goods are cleared at the borders and ports and that all transport documents are processed.
➢ Logistics/Administrative Officer: Diakonie Emergency Aid April 2012 to present
Duties and Responsibilities:
Administrative Tasks
• Facilitate the process of getting work permits, dependant passes and medical insurance for staff and ensure that they are renewed when due.
• Ensure that all organization's registration requirements with governing bodies are met and renewed when due.
• Liaise with travel agents.
• Ensure that the local network server is updated with relevant information
• Focal point on all issues related to information technology; with assistance from an IT consultant.
• Supervise the installation, maintenance and repair of office equipment
• HR tasks of validating all staff leave and sick, pending leave days
• Prepare employment and consultancy contracts
• Ensure that all logistics reports are prepared, compiled and discussed with the Finance and Administration coordinator.
Logistics Tasks
• Ensure the fulfilment of all legal vehicle requirements - Insurance, road worthiness, renewal of all driver's licenses etc.
• Prepare service contracts and Local Purchase Orders for all procurement processes
• Verify purchase requests for items/services and discuss them with the procurement committee.
• Ensure that the company's policies in regard to quotation/proposal analysis, payment and delivery procedures are adhered to.
• Ensure that purchased/received goods and services are of the best quality, in time and of reasonable prices.
• Procurement is done from the best available supplier/s.
• Liaise with clearing agents to ensure that goods are cleared at the borders and ports and that all transport documents are processed.
➢ Administrative Assistant/Equinox Holdings Ltd February 2010 to March 2012
Duties and Responsibilities: • Responsible for designing and implementing office policies to ensure the smooth running of the organization.
• Manage incoming and outgoing correspondences to ensure that timely responses are made to all enquiries.
• Review, approve, and procure office supplies.
• Oversee the day-to-day running of the company.
• Maintain office records.
➢ Documentation Officer/Venus Tea Brokers Ltd March 2009 to January 2010
Duties and Responsibilities: • Coordinate the process of data collection in the cataloguing department.
• Responsible of maintaining a computerized and physical documentation resource centre.
• Responsible of updating member companies' daily transactions records.
• Liaise with the tea tasting department to ascertain that all data is accurate.
• Administer all final documents for output, to verify their legitimacy before submitting them to the concerned managers.
• Provide administrative support.
➢ Data Clerk/Venus Tea Brokers Ltd May 2007 to February 2009
Duties and Responsibilities: • Prepare daily spreadsheet and report to the management about the trends of member companies.
• Compile and keep records of member companies' daily transactions.
• Perform the 'tea tasting' task when called upon by the management at the tea auctions.
➢ Secretary - East African Tea Trade Association August 2006 to April 2007
Duties and Responsibilities: • Provide administrative support in the office of the managing director.
• Provide administrative and logistical support for events, seminars and workshops.
➢ Receptionist/Venus Tea Brokers January 2005 to July 2006
Duties and Responsibilities: • All front office Operations
• Data Input clerk in the catalogues department
➢ Secretary/Malindi Management Strategy 2001 to 2003
Duties and Responsibilities: • Performed office management tasks.
➢ Secretary/Sunburst Communications 1999- 2000
Duties and Responsibilities: • Welcoming customers
• Assist customers requiring Internet services, making photocopies, binding books, making calls for customers, and receiving payment from customers.
➢ Receptionist/Merit Insurance Agency 1996 - 1998
Duties and Responsibilities: • General reception duties of welcoming and receiving clients; prioritizing appointments, ensuring effective communication between the company and clients; retrieving and arranging files in order of appointments.
• Collecting, sorting and distributing mail
• Delivering of Insurance certificates to clients
• Preparing and serving refreshments
1994 - 1995 PWANI COMMERCIAL COLLEGE Telephone Operator & Receptionist course Courses Studied: • Office Organisation and Structure • Telephone Theory • In-coming and Out-going mail • Petty Cash System and Banking EDUCATIONAL/ACADEMIC QUALIFICATIONS
1988-1991 Bura Girls High School, Taita Taveta, Coast County Grade Attained: C (Plain)