Jane Nyakanga

Company Overview: Usaid Tujenge Jamii

• Administrative Support to Human Resources for Health for Clinical & Community-Based Workers
• Support the HRH recruitment processes
• Support new hires by providing them with HR manuals, leave forms and other necessary templates
• Respond to frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, resignations, etc
• Review monthly timesheets, and prepare timesheet reports, payroll, and payment schedules
• Maintain the integrity and confidentiality of HR files and records
• Performs periodic audits and updates of HRH files and personnel records to ensure that all required documents are collected and filed appropriately
• Assist with payroll functions including processing, answering employee questions, fixing processing errors
• Routine update of personnel database using the iHRIS and master facility staff distribution lists for all contracted HRH staff in all UTJ counties
• Maintain employee information by entering and updating employment and status-change data
• Work with the technical officers in respective counties to manage HRH staff leave by tracking leave applications/balances, updating the leave planner, and filing processed leave forms
• Custody and filing of personnel records - contracts, leave forms, monthly timesheets, monthly copies of the time clocking registers and general correspondence
• Assists with planning and execution of special events such as benefits enrolment, organization-wide meetings, employee recognition events and team building

Company Overview: Usaid Tujenge Jamii Project

• Supported with receiving and processing of vendor invoices and submitting to finance department for payments
• Supported with procurement requests and preparation of local purchase orders, ensured full approvals for procurement purposes
• Managing the office petty cash kit
• Prepared DA1 forms for VAT exemption according to USAID requirements
• Managed the reception area including receiving visitors, assisting them based on nature of visit and responding to their queries as appropriate
• Backstopping and supporting the procurement department in areas of hotel booking and logistics

• Company Overview: HSDSA Project
• Managed the reception area including operating the office switchboard, directing incoming and outgoing calls, determining the nature of the calls and routing them as appropriate
• Screened all incoming visitors in accordance with FHI 360 security procedures to identify them and nature of visit and responding to their queries as appropriate
• Received, logged and ensured distribution of all incoming and outgoing courier packages and office deliveries in a timely manner
• Coordinated the preparation and submission for approvals staff expense authorization requests
• Received and submitted travel expense reports to finance department for payments
• Supported with procurement requests and prepared local purchase orders and ensured full approvals for procurement purposes
• Supported in coordination of meetings including providing participants registration forms and submitting to finance for accountability and documentation
• Supported in the review of Joint Work Plans (formatting, printing & binding, routing through approvals and dispatch to respective counties/Facility)
• Prepared DA1 forms for VAT exemption according to USAID requirements
• Compiled and maintained fuel consumption data including verification against purchase receipts and maintained records of the same
• HSDSA Project
• Developed and maintained a data record of all DA1 forms prepared and submitted for processing and submission to the USAID offices
• Consistently maintained a record of all invoices received, processed, and submitted for payment to the finance department
• Maintained an expense authorization and travel expense report tracking sheet to avoid double submissions
• Consistently managed the fuel consumption data entry process and made timely submissions
• Supported the administrative associates during the recruitment processes including preparation on interview schedules and invitations, extracting of required documents for the panelists, job offers and due diligence
• Also supported in coordinating travel logistics including hotel bookings

• Company Overview: HSDSA Project
• Compiled and maintained fuel consumption data including verification against purchase receipts and maintained records of the same
• Maintained the office supplies inventory and ensured timely orders were made to avoid stock outs
• Coordinated the preparation and submission for approvals staff expense authorization requests
• Received and submitted travel expense reports to finance department for payments
• Received and compiled timesheets from temporary staff for submission to Human Resources department
• Provided secretarial support including bulk photocopying, scanning and filling documents
• Assisted in management of the reception area including operating the office switchboard, directing incoming and outgoing calls, determining the nature of the calls and routing them as appropriate and receiving visitors to the office and responding to their queries as appropriate
• HSDSA Project
• Developed an expense authorization and travel expense report tracking sheet to avoid double submissions
• Consistently managed the fuel consumption data entry process and made timely submissions
• Coordinated the timely submission of temporary staff timesheets as required by the human resources department
• Assisted the administrative associates to coordinate travel logistics including hotel bookings, preparation of procurement requests and local purchase orders

• Company Overview: APHIAPlus Nuru ya Bonde Project
• Maintained general office cleanliness including cleaning of all public areas, kitchen, washrooms and individual staff workstations
• Prepared tea, coffee and other refreshments for staff and to cater for meetings
• Provided secretarial support including photocopying, scanning, binding of documents and maintaining the general orderliness of the machine areas
• Received mail and distributed to project staff as required
• Placed requests for the procurement of general office supplies and maintained the supplies including overseeing the prudent use of the supplies
• Received clients, suppliers and visitors to the office in accordance with the FHI360 security procedures
• Assisted in the management of the office switchboard receiving incoming calls and directing them to intended recipients and responding to general inquiries
• APHIAPlus Nuru ya Bonde Project
• Successfully made my contribution towards maintaining office cleanliness and upholding the image of FHI360 through appropriate reception of visitors to the office and responding to their inquiries and directing them to staff members who could assist them
• Ensured the office was always opened at the expected time and staff workstations were clean prior to arrival of staff every morning

• Oversaw the overall management of the drop-in center ensuring smooth operations and service delivery to project beneficiaries
• Coordinating beneficiary recruitment in accordance with established project and donor guidelines
• Conducting home visits to monitor service delivery by community health volunteers and collect data
• Compiling project reports and submitting to the OVC coordinator
• Successfully coordinated service delivery to over 1000 orphaned and vulnerable children ensuring their needs are met as outlined in project guidelines and ensuring fairness in recruitment of beneficiaries

• Provided general secretarial support to the office, operated the office switchboard and recorded incoming calls
• Maintained and filed all office documents including minutes of meetings and general correspondence
• Provided secretarial support including introducing a new filing system to meet the needs of the company