HELLEN NJAMBI MBUGUA

Executive Office Management

· Manages the calendars for the Area Vice president and Senior directors, including identifying key deadlines /milestones in team plans and flag as necessary follow-up.

· Facilitate heavy scheduling and calendar management including coordination of complex meetings with multiple participants and locations with a high level of efficiency and accuracy.

· Anticipates needs and is highly responsive to direct and anticipated requests; providing fast, accurate, and thoughtful replies to requests and follow up on action items on behalf of the directors.

· Provides senior level administrative support including tracking grant and contract deliverables drafting letters and documents, taking meeting minutes, and collecting and summarizing information.

· Supports social media asset development and organization to facilitate storytelling and brand development.

· Ensures that the directors and team’s office have the required technological tools or equipment to successfully perform their work.

· Serves as an inter-department liaison and actively builds relationships across the organization with other key leaders and their senior level administrators.

· Assists in creating high level presentations and any other documentation required on an ongoing basis. This includes but is not limited to: Board Presentations, budgets and forecasts, white papers, complex schedules and events, and travel and expense documents.

· Organizes meetings/events including meeting logistics, agenda and materials preparation, conference room and AV equipment set up, displaying presentations, etc.

· Organizes and maintains an internal contact details database for the HFHI partners. Also maintains a proper filing system – physical and on Box and Salesforce.

· Prepares and processes expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.

Office Coordination

· Ensuring a conducive working environment that includes safe, clean and well-aerated workspace, and a hospitable facility that meets modern office environment standards.

· Overseeing the maintenance of company assets, facilities and equipment through regular and appropriate interaction with relevant service providers upon IT’s request and maintain an inventory of office assets.

· Managing relationship with landlord and/or their representative making sure that the office building is in good condition that the office lights, air conditioning equipment, etc. are working properly and report any breakages.

· Managing the use of general facilities such as meeting rooms through control of the booking schedules and evaluation of requests on a priority basis.

· Ensuring that the office is well secured, including sensitive areas are manned under lock and key, and handling of office keys.

· Ensuring various property insurances are maintained at all times, including renewal and claims management.

Programme support to the Terwilliger Centre for Innovation in Shelter [TCIS]

· Ensure effective administrative support to programmes including filing, taking minutes of meetings, preparing documents, handling phones and visitors for programme staff, etc.

· Support programme teams in development of MOUs, addendums and contract as the case may require.

· Support the programme in managing the joint online project filling system (TEAMs) and ensure all files, photos etc and appropriately digitally filed.

· Support GCDR [Grants Compliance and Donor Reporting]in reporting for TCIS grants IKEA, HILTI and Ron Terwilliger Grants.

Corporate Travel & Event Management

· Execute liaison duties between the organization and the Corporate Travel Management Company and the Corporate Shuttle Services Company.

· Assist employees obtain business travel visas where required.

· Keep abreast with, and communicate to staff, all relevant travel-related communication and advisories, including security, health and weather.

· In liaison with the Travel Management Company, plan for, obtain and manage venues, finalize menus, transport arrangements, catering and entertainment, when necessary for functions, conferences, meetings etc.

Procurement

· In accordance with HFHI Procurement Policy and HFHI Procurement Procedure, assist in selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and whole life costing.

• Contributions & Results:
• Ensured compliance with all Company HR policy, and handle day-today HR matters in compliance with Standard HR Procedures
• Ensured recruitment procedures are implemented proactively and effectively to maintain appropriate staffing levels
• Ensured a pipeline of future supervisory staff through attracting appropriate talent and developing incumbent staff
• Tracked VAC performance as it relates to people issues (such as attraction and retention of staff, absence and attrition, staff development and performance management, discipline, grievance and morale issues, pay and benefits allocation and processing) and intervening, or recommending action as appropriate, to protect and enhance delivery against key HR business metrics
• Supported colleagues through HR advice and mentoring
• Promoted best practice people management, the sharing of information and encouraging team spirit
• Supported the provision of healthy and safe working environment through good personal and team practices
• Supported VAC initiatives to support the ongoing improvement of business performance
• Supported colleagues to develop and implement continuous improvement initiatives
• Lead and supported (as appropriate) communications and staff engagement initiatives
• Ensured the management of staff in accordance with Teleperformance Values, and support the development of the Centre’s culture to ensure its alignment with the Values
• Escalated more complex or senior level HR matters to Regional HR Manager(s) and agreement and supporting the implementation of agreed solutions –as appropriate
• In charge of Bank reconciliations for Bank Accounts in East Africa
• Liaised with the Outsourced tax consultancy Partners in ensuring all taxes are made on time with No delays
• Monitored Visa Application Airlifts to and From East Africa to Pretoria
• Handled vendor contracts and payments for East Africa
• In charge of Booking Visas, Hotels and Flights for incoming and outgoing staff in East Africa
• In charge of Applying for work permits and Resident Permits for Expatriate Staff
• In charge of Office Procurement for Office consumables in East Africa
• Acting Office Manager in the Absence of the Sitting Manager
• Assisted in Receiving Visa Applications of Diplomatic Passport Holders, UN Note Verbal Holders and MFA officials
• Provided General Administrative Support to the Region
• Key Achievements:
• Improved operational systems, processes and best practices that guarantee organizational well-being
• Ensured that all workings are completed in a correct, cost effective and timely manner in alignment with specifications and quality requirements
• Performed quality controls and monitored production KPI’s
• Managed and increased the effectiveness and efficiency of Support Services (HR, IT and Finance) through improvements to each function as well as coordination and communication between support and business functions.