CATHERINE MWANIKI
Executive Administrative Coordinator
Nairobi
Summary
Highly accomplished administrative professional with over 12 years of progressive experience in supporting senior executives within the international NGO sector. Skilled in managing multifaceted administrative operations, financial oversight, and strategic project management. Known for implementing efficient processes and fostering collaborative relationships across diverse organizational functions. Adept at overseeing office administration, budgetary control, and procurement activities to ensure streamlined operations and compliance with organizational goals. Proven ability to handle confidential information with discretion while delivering exceptional executive support. Strong communicator and team leader, committed to driving continuous improvement and achieving organizational excellence.
Overview
16
16
years of professional experience
5
5
years of post-secondary education
4
4
Certifications
Work History
Corporate Administrative Specialist
World Agroforestry
03.2024 - Current
- Managing administrative processes for corporate operations, facilitating CEO online approvals and ensuring smooth workflow
- Coordinating logistical support for OCEO staff, consultants, and RCOS staff, optimizing operational efficiency
- Providing institutional guidance to OCEO members, fostering collaborative relationships across Finance, Admin, IT, HR, and Operations departments
- Designing, mapping, and streamlining corporate administrative procedures within the OCEO to enhance organizational efficiency
- Taking proactive action on Human Resources processes, ensuring adherence to organizational policies and practices
- Compiling and updating process documentation with best practices to facilitate information flow and continuous improvement
- Ensuring timely distribution and follow-up on corporate matters and documents with the CEO and Executive Assistant, handling urgent matters such as grant agreements and proposals
- Verifying all documentation before submission to the CEO for signing, maintaining accuracy and compliance
Executive Administrator
World Agroforestry (CIFOR-ICRAF)
01.2022 - 02.2024
- Oversaw the receipt and response to the Director-General's official invitations, ensuring timely engagement and strategic interaction
- Orchestrated the Director-General's official travel logistics, ensuring seamless mission coordination and establishing an Acting Director-General to maintain leadership continuity
- Monitored the Director-General's mailbox, triaging and flagging high-priority communications to expedite critical responses
- Managed the Director-General's daily schedule, including prioritizing engagements, arranging appointments, maintaining the digital calendar, and synergizing updates with the Executive Manager to optimize executive time management
- Curated the Director-General's personal files, handling confidential and sensitive information with utmost discretion and integrity
- Coordinated comprehensive logistical support for unit staff, consultants, and visitors, ensuring compliance with security protocols and smooth operational flow
- Administered the issuance of ODG reference numbers, maintaining a comprehensive and meticulous log for accurate documentation and tracking
- Liaised with Human Resources to facilitate seamless HR processes within the Director-General's office, enhancing operational efficiency
- Ensured the uninterrupted flow of critical information to the Director-General by managing substantive correspondence and documentation, liaising with the Chief of Staff for strategic distribution and follow-up, and identifying urgent matters to meet stringent deadlines
- Validated all documentation before submission to the Director-General for signing, maintaining rigorous standards of accuracy and compliance
- Coordinated high-level meetings for the Director-General, liaising with senior managers to ensure thorough preparation and effective communication, thus enhancing meeting productivity and outcomes
Administrative Officer
World Agroforestry (CIFOR-ICRAF)
08.2012 - 12.2021
- Administered the Director General's office budget in collaboration with the Executive Manager, ensuring fiscal responsibility and strategic resource allocation
- Facilitated high-level meetings for the Director General, liaising with senior managers to ensure comprehensive communication and alignment
- Served as the liaison for Human Resources processes within the Director General's office, enhancing HR operational efficiency
- Coordinated access and reception for the Director General's visitors, ensuring a professional and welcoming environment
- Streamlined information flow to the Director General, managing substantive correspondence and documentation, liaising with the Executive Manager to ensure appropriate distribution and follow-up; identified and escalated urgent matters, ensuring deadlines were met
- Maintained the Director General's documentation, ensuring all relevant materials were prepared and accessible for appointments and speaking engagements
- Organized the Director General's official travel, ensuring staff were informed of the Director General's mission status and coordinating logistics to optimize travel efficiency
- Oversaw the receipt and response to the Director General's official invitations, ensuring timely and strategic engagements
- Managed the Director General's personal files, ensuring confidentiality and secure handling of sensitive information
- Supervised administrative arrangements related to the Director General, ensuring smooth and efficient office operations
Administrative Assistant
World Agroforestry (CIFOR-ICRAF)
12.2011 - 12.2012
- Proactively orchestrated the Director General's calendar, prioritizing and scheduling appointments, meetings, and travel arrangements to optimize the Director General's time and ensure strategic allocation of resources to high-impact activities
- Oversaw the receipt and response to the Director General's official invitations, ensuring timely and strategic engagement
- Served as the primary liaison for matters impacting the Office of the Director General, coordinating with the Executive Manager, internal units, and external partners on protocol and administrative matters to ensure seamless operations
- Authored and composed correspondence and communication materials, including internal communiqués and letters, in collaboration with the Executive Manager to ensure clarity and effective communication
- Prioritized and managed tasks, followed up on action items, and adhered to deadlines in collaboration with the Executive Manager, ensuring smooth project progression and enhancing the Director General's decision-making processes
- Represented the Director General by attending meetings and calls in her absence, ensuring continuity and effective advocacy of her agenda
- Coordinated complex domestic and international travel logistics, including accommodations and itineraries, to optimize the Director General's travel experience, minimizing disruptions and maximizing productivity
Temporary Administrative Assistant/Proposal Pipeline Database Assistant
World Agroforestry (CIFOR-ICRAF)
05.2009 - 08.2010
- Partnered with the database development specialist and webmaster in architecting a sophisticated proposal pipeline management database, streamlining project tracking and enhancing resource optimization
- Backstopped the Director General's office during the Office Administrator's leave or travel, ensuring uninterrupted continuity of critical administrative operations
- Facilitated the grants and partnerships office by expediting the dispatch of signed agreements to partners, thereby strengthening strategic alliance management
- Systematized the filing process, ensuring meticulous documentation and seamless access to records, optimizing information retrieval efficiency
- Delivered comprehensive administrative support during high-profile conferences, orchestrating logistics to ensure smooth event execution and maximizing participant engagement
Education
Bachelor of Business Administration - Human Resource Management
Kenya Methodist University
01.2007 - 04.2009
Diploma in Business Management - undefined
University of Nairobi
01.2004 - 04.2006
Skills
Strategic Office Management
Document and Communication Expertise
Event Coordination and Logistics Leadership
Financial and Budget Oversight
IT Proficiency and Operational Efficiency
HR and Project Management Support
Certification
Project Finance Essentials, Mango Consult, UK, 07/01/15
Membership Affiliations
Institute of Human Resource Management
Industry Expertise
- Information Management
- Event Coordination
- Policy and Procedure Development
- Vendor Management
- Technical Proficiency (ERP systems, Microsoft Office, Google Workspace)
- Report Writing and Documentation
- Conflict Resolution
- Quality Assurance
- Training and Development
Timeline
Corporate Administrative Specialist
World Agroforestry
03.2024 - Current
Executive Administrator
World Agroforestry (CIFOR-ICRAF)
01.2022 - 02.2024
Administrative Officer
World Agroforestry (CIFOR-ICRAF)
08.2012 - 12.2021
Administrative Assistant
World Agroforestry (CIFOR-ICRAF)
12.2011 - 12.2012
Temporary Administrative Assistant/Proposal Pipeline Database Assistant
World Agroforestry (CIFOR-ICRAF)
05.2009 - 08.2010
Bachelor of Business Administration - Human Resource Management
Kenya Methodist University
01.2007 - 04.2009
Diploma in Business Management - undefined
University of Nairobi
01.2004 - 04.2006