DAINAH HIUKO GATHOGO
Ongata Rongai
Summary
A highly organized and results-driven Business Administrator and Secretary with proven experience in providing administrative, operational, and executive support within dynamic office environments. Skilled in managing day-to-day business functions, streamlining office procedures, and ensuring effective communication across departments. Known for professionalism, discretion, attention to detail, and the ability to manage multiple tasks efficiently. Possesses strong competencies in document preparation, record management, meeting coordination, and data handling. Adept at using modern office software and business tools to enhance productivity and accuracy. Demonstrates a solid understanding of business operations, financial administration, and customer service, with a strong commitment to supporting organizational goals through dependable and proactive work ethic.
Overview
17
17
years of professional experience
2029
2029
years of post-secondary education
2
2
Languages
Work History
Operations Assistant /Secretary
Victory Community Development Centre
05.2019 - Current
- Serve as the first point of contact for all internal and external communications
- Maintain proper filing systems (both digital and physical) for records, reports, and correspondences
- Draft and type letters, memos, meeting agendas, and minutes
- Schedule and coordinate meetings, trainings, appointments, and events
- Manage calendars for senior staff and departmental heads
- Assist in coordinating the day-to-day operations of the school, JSS, technical training, and other units
- Support inter-departmental communication to ensure streamlined workflows
- Monitor office supplies and ensure timely procurement across departments
- Help ensure departments are functioning within budget and timelines
- Handle student registration, records management, and exam logistics
- Prepare academic timetables, notices, and staff meeting documentation
- Assist in coordinating training workshops and co-curricular activities
- Support educational material distribution and feedback tracking
- Track farm production schedules, inventory levels, and supply needs
- Maintain records of harvests, input usage, and produce sales/distribution
- Provide administrative support for the production unit (tailoring, crafts, bakery, etc.)
- Assist in quality control and documentation of goods made for sale or use
- Maintain updated databases of beneficiaries and service delivery records
- Assist in organizing community outreach activities and donor engagement events
- Help with logistics for field visits, workshops, and home assessments
- Prepare summary reports and case files under the supervision of social workers
- Provide basic ICT support (data entry, printing, email correspondence, internet research)
- Update departmental reports and track key indicators from each sector
- Draft simple newsletters, reports, and donor communications
- Maintain digital records of activities, attendance, and program milestones
- Handle petty cash and support basic bookkeeping under the finance officer's guidance
- Compile procurement requisitions from departments and follow up on deliveries
- Assist in budget tracking and expense reconciliations for events and programs
Administrator / Operations Coordinator
Bdelo Limited
04.2018 - 04.2019
- Maintain organized filing systems for personnel records, supplier contracts, regulatory documents, and production reports
- Coordinate internal communications between departments (production, sales, finance, HR, logistics)
- Schedule and document meetings, including production planning and quality reviews
- Ensure compliance with workplace health and safety policies and documentation
- Assist in planning daily/weekly production schedules in collaboration with the factory manager
- Monitor raw material stock levels and coordinate procurement with the supply chain team
- Track inventory movement: raw materials, packaging, and finished goods
- Follow up on machine maintenance schedules and ensure smooth factory workflow
- Coordinate cleaning, hygiene checks, and adherence to food safety procedures
- Process supplier invoices, track payments, and handle petty cash
- Support preparation of financial reports including budget tracking, expense reports, and payroll documentation
- Coordinate procurement activities (quotations, LPOs, deliveries, stock records)
- Liaise with external auditors, tax agents, and statutory regulators as needed
- Assist in preparing sales invoices, managing customer accounts, and processing orders
- Coordinate dispatch and logistics of finished goods to customers or distributors
- Track delivery timelines and maintain dispatch logs
- Support marketing efforts including organizing promotional materials and campaigns
- Maintain documentation for HACCP, ISO, or other food safety standards
- Track quality control reports and escalate issues to supervisors
- Help implement corrective actions after quality audits or inspections
- Ensure timely renewal of regulatory licenses (KEBS, health certifications, etc.)
- Maintain updated staff records (attendance, leave, overtime, contracts)
- Support recruitment processes and onboarding of new employees
- Organize staff training, welfare activities, and performance review logistics
Assistant Administrator / Sponsorship Coordinator
Rudolf Steiner School
09.2010 - 05.2017
- Provide general administrative support to the school office and leadership
- Manage student records, registration files, and academic reports
- Handle communication with parents, guardians, and staff via phone, email, or letters
- Schedule meetings, prepare agendas, take minutes, and maintain filing systems
- Support in organizing school events, staff training, and parent-teacher forums
- Maintain an up-to-date database of sponsored students and sponsors
- Facilitate communication between sponsors and students through letters, photos, and progress updates
- Draft sponsorship reports and annual student progress summaries
- Coordinate the collection and distribution of sponsorship funds, ensuring proper documentation
- Identify and document new students in need of sponsorship, including background case studies and photo profiles
- Send regular updates, thank-you letters, and reports to sponsors and donors
- Coordinate sponsor visits and prepare schedules, security, and meeting arrangements
- Support proposal writing and storytelling (case studies, testimonials) for fundraising
- Ensure all sponsor records are accurate and updated, maintaining confidentiality and professionalism
- Engage with students regularly to track academic and personal development
- Liaise with teachers, social workers, and parents to identify support needs
- Organize mentorship or life skills workshops for sponsored children
- Support family tracing and home assessments for vulnerable students
- Compile monthly, quarterly, and annual reports on sponsorship activities
- Ensure compliance with donor agreements and reporting timelines
- Monitor school attendance and performance data for sponsored students
- Maintain documentation for audits, internal reviews, or external reporting
ICT Trainer
Neo Web Computer College
02.2008 - 08.2010
- Deliver theoretical and practical lessons in ICT subjects such as: Computer Applications (MS Office, Google Workspace), Database Management, Networking and Internet Technologies, Computer Hardware and Maintenance, Programming and Web Development (e.g., HTML, CSS, Python, JavaScript)
- Develop and implement lesson plans, schemes of work, and assessment tools
- Prepare and administer tests, exams, and practical assignments
- Guide students in project work and provide mentorship for tech competitions or innovations
- Maintain and set up computer labs, ensuring all hardware and software are functional
- Install and update software required for teaching and learning
- Troubleshoot hardware and software issues during practical sessions
- Ensure lab safety protocols are followed during sessions
- Participate in reviewing and updating the ICT curriculum based on current industry standards
- Create learning materials including notes, manuals, video tutorials, and e-learning content
- Integrate modern tools (e.g., LMS, coding platforms, simulations) into teaching
- Provide academic and career guidance in ICT-related fields
- Monitor student attendance, performance, and discipline
- Support students with remedial classes or extra coaching when needed
- Maintain accurate student records and submit timely reports to academic administration
- Coordinate with other departments for interdisciplinary tech applications
- Participate in staff training, development workshops, and curriculum review meetings
- Stay updated on emerging tech trends and certifications (e.g., Cisco, Microsoft, CompTIA)
- Prepare students for national exams and certifications in ICT
- Liaise with industry partners to organize guest lectures, internships, or site visits
- Encourage participation in tech fairs, coding bootcamps, or exhibitions
Education
Diploma in Secretarial Studies -
Neo Web Computer College
Diploma in IT, Public Relations, Communication & Business Administratation - undefined
Consolata Institute of Communications Technology
KCSE - undefined
Moi Equator Girls Secondary School
KCPE - undefined
Sirimon Primary School
No Degree - Business Administration And Management
Alison College
ONLINE 04.2001 - 01.2023
Skills
- Microsoft Office Suite
- Google Workspace
- Email and Calendar Management
- Document formatting
- editing
- proofreading
- Database Management
- Filing and Record-Keeping Systems
- Data Entry and Analysis
- Excel formulas
- pivot tables
- charts
- Minute Taking
- Report Writing
- Basic Accounting Software
- Petty Cash Management
- Budget Preparation
- Expense Tracking
- Payroll Support
- HR Documentation
- Email Marketing Tools
- Zoom
- Teams
- Google Meet
- Social Media Management Basics
- Basic Graphic Design
- Printing
- Scanning
- Photocopying Equipment
- Travel & Event Logistics Coordination
- Inventory and Supplies Tracking
- Customer Service Systems
- Document Control
- Confidentiality Practices
- Familiarity with ISO standards
- HR policy compliance
- Understanding of filing regulatory returns
- licenses
Personal Information
- Date of Birth: 01/25/81
- Marital Status: Single
- Religion: Christian
Technical Skills
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace (Docs, Sheets, Slides, Gmail, Calendar), Email and Calendar Management (scheduling, reminders, recurring meetings), Document formatting, editing & proofreading, Database Management (e.g., Access, FileMaker, CRM systems), Filing and Record-Keeping Systems (physical & digital), Data Entry and Analysis (Excel formulas, pivot tables, charts), Minute Taking & Report Writing, Basic Accounting Software (e.g., QuickBooks, Sage, Pastel), Petty Cash Management, Budget Preparation & Expense Tracking, Payroll Support & HR Documentation, Email Marketing Tools (e.g., Mailchimp), Zoom, Teams, Google Meet (video conferencing, webinar hosting), Social Media Management Basics (posting updates, event promotions), Basic Graphic Design (Canva, Adobe Illustrator, CorelDraw), Printing, Scanning, and Photocopying Equipment, Travel & Event Logistics Coordination, Inventory and Supplies Tracking, Customer Service Systems / CRM, Document Control and Confidentiality Practices, Familiarity with ISO standards or HR policy compliance, Understanding of filing regulatory returns or licenses
Timeline
Operations Assistant /Secretary
Victory Community Development Centre
05.2019 - Current
Administrator / Operations Coordinator
Bdelo Limited
04.2018 - 04.2019
Assistant Administrator / Sponsorship Coordinator
Rudolf Steiner School
09.2010 - 05.2017
ICT Trainer
Neo Web Computer College
02.2008 - 08.2010
No Degree - Business Administration And Management
Alison College
04.2001 - 01.2023
Diploma in IT, Public Relations, Communication & Business Administratation - undefined
Consolata Institute of Communications Technology
KCSE - undefined
Moi Equator Girls Secondary School
KCPE - undefined
Sirimon Primary School
Diploma in Secretarial Studies -
Neo Web Computer College
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