Doreen Murugi Njuguna

* Management of vendor relationships; sourcing, problem-resolution and ensuring that invoices, bills and contracts are paid on time and in line with the set Standard Operating Procedures.

* Cash flow management and reconciliations encompassing monitoring of the Mission’s Bank accounts and cash balances to ensure funds are available when needed.

* Liaising with the Bank on matters pertaining to the Mission’s accounts.

* Management of the petty cash comprising of confirming that the payments are within the set guidelines as well as ensuring safe custody of the cash at hand.

* Preparing and processing staff claims, the monthly payroll as well as remitting the statutory deductions to the relevant authorities in a timely manner.

* Updating and maintaining account records including the vote book, vouchers register book, bank balance register book.

* Preparation of monthly reconciliations and reports such as progressive payment of bills, statement of expenditure and voucher journals.

* Ensuring that accounting records and other documents are properly and securely filed or archived.

* Performing any other duties as directed by the High Commissioner, Head of Chancery and Third Secretary.

(When sitting in for the Research Officer)

* Preparing reports on UN meetings attended as well as the political and security developments in Kenya, Uganda, Tanzania, Rwanda, South Sudan and Burundi.

* Managed the High Commission’s incoming and outgoing correspondence in a professional and timely manner in addition to providing multi-faceted general office support.

* Handled switchboard operations, meeting rooms’ diaries and arranged appointments, meetings, hotel bookings, air tickets for members of staff as well as visiting delegations.

* Tracked billing of various services including utilities and ensured the office telephone lines, internet and other services were in good working order at all times.

(When sitting in for the Personal Assistant to the High Commissioner)

* Jointly organized the High Commission’s events; sending invitations as well as confirming attendance in good time.

* Ensured the smooth functioning of the office of the High Commissioner including diary and logistics management for events, meetings and visits.

(When sitting in for the Consular Assistant)

* Lodged and followed up on visa and work permit applications for the Mission’s officers.

* Attended to enquiries and correspondences pertaining to consular matters.

* Provided consular assistance and support to Malaysian citizens in Kenya, Uganda, Tanzania, Rwanda, South Sudan and Burundi.

* Interviewed visa applicants, assessed their applications according to the set guidelines and processed the same upon approval by the Consular Officer.