Human Resource and Administration Professional

Administration & Procurement: Scheduling and coordinating meetings and conferences including providing key inputs to all staff retreats planning, coordinating travel/transport planning and related logistics. Overseeing procurement process by ensuring compliance to the SOPs/convening and participating in procurement committee meetings. Managing disposal of equipment, furniture & fittings in accordance to laid down procedures & donor requirements. Ensuring availability of office/project supplies, support in preparation of office budgets and tracking the same. Ensuring that contracts are drawn and revised regularly and tracking the same, coordinating pre-qualification of vendors and maintaining up-to-date pre-qualification list, overseeing repairs and maintenance of office equipment including facility management. Management of office stores and accountability for both programmatic & administrative commodities. Maintaining asset register and ensuring physical verifications are done from time to time and updating the same and supervising administrative staff.

Human Resource: Facilitating coordination and communication between all organizational units, ensuring that the work environment is conducive to all employees and initiating any corrective & rehabilitative measures as necessary. Oversee safety & security ensuring compliance to organization’s safety and security standards including Conducting security briefs to visiting international staff and partners, ensuring compliance to the OSH Act, 2007. I also maintain temporary staff database following up on renewal dates and/or termination of the same.
Facilitating on boarding of new staff, supporting establishment and maintenance of health and general insurance for staff and assets and supervising Administration Associates & contracted staff. Supporting recruitment process by scheduling and conducting interviews & carrying out background checks for successful candidates. Supporting logistics for relocating staff. Overseeing contracts for temporary staff and consultants by ensuring timely extensions renewal where necessary and communicating end of contract as is required. Overseeing staff medical cover by ensuring compliance from both the providers & staff and following up on staff issues and reimbursements where necessary.

Financial Management: Ensuring adherence to Ipas SOPs and value for money in all transaction by reviewing invoices to ensure compliance before processing payment.

As an Administration Coordinator, I was responsible for managing and coordinating office operations, suppliers and support services and ensuring that public and staff areas of the office premises are kept in good order to ensure organizational effectiveness and efficiency and the optimal use of facilities within the organization. My key responsibilities were;
Administration: Implementing and monitoring support services including procurement of supplies & services, overseeing office security which is key to any organization, inventory management, fleet management – Supervising appropriate utilization of program vehicles including monitoring of fuel consumption, allocating vehicles and advising management on the same, ensuring all staff/partners have proper approved travel documents before they commence travel, supervising administrative staff (receptionist, drivers, and office assistants), Warehouse management, briefing and assisting arriving and departing staff on basic administrative procedures and requirements, communications, and provision of local utilities and service requirements and maintaining administrative files.
Human Resource: Implementing day-to-day human resource operations of USAID funded APHIAPlus Nuru ya Bonde project, taking lead in scheduling and conducting interview for Temporary staff in Rift Valley region, Conducting new employee orientation within the region.
Financial Management: Ensuring adherence to FHI360 procedures and value for money in all transaction by reviewing invoices before payment, reviewing fuel logs and preparing a fuel consumption summary monthly, implementing financial and administrative policies as laid down by FHI360.

As an Administrative Assistant, I was responsible for providing logistical support to the organization, using systems and processes to assure smooth and timely flow of work. Organizing of meetings, conferences, trainings/workshops and special events, I took up the coordination tasks of coordinating meetings for partners, stakeholders and staff and managing the calendar of events. I also took part in HR activities and manage some of the activities in HR department including: - arranging for interviews as requested, managing staff data base in consultation with the HR department in Nairobi, ensuring proper orientation and introduction of new staff, management of staff annual/sick leave records, ensuring proper update of staff and partners lists and maintenance of personnel files for the region, providing support to the Director’s office, working on feedback of employees regarding changes in organization like facilities needed, seating arrangement needed. I also worked closely with the technical teams and stakeholders in logistical and administrative support as needed, I assisted in preparation of site visits briefing materials. I was charged with fleet management including taxis including supervising of drivers and office assistants, office supplies management, travel logistics and support in procurement and inventory management, taking minutes during meetings, disseminating them and following up on action points, reviewing travel expense reports and ensuring compliance, coordinating arrangements for external visitors including travel logistics and meeting arrangements.