Summary
Overview
Work History
Education
Skills
Accomplishments
Affiliations
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Certification
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Juma Kohath Reuben

Juma Kohath Reuben

Kitale

Summary

Resourceful Specialist offering expertise in problem-solving, data analysis and customer service. Adept at quickly learning new technologies and processes for driving success. Proven track record of successfully managing multiple projects and developing innovative solutions.

Dynamic individual with hands-on experience in HR management and talented with navigating challenges. Brings strong problem-solving skills and proactive approach to new tasks. Known for adaptability, creativity, and results-oriented mindset. Committed to making meaningful contributions and advancing organizational goals.

Overview

28
28
years of professional experience

Work History

Visa Processing Specialist

Acuity International Company
04.2025 - 07.2025
  • Gathering & reviewing documents to ensure accuracy & compliance with visa & passport regulations for Iraq.
  • Maintaining a tracker for tracking visa eligibility requirements, statuses, expiration dates, country entry and exit stamps.
  • Providing information & guidance to the Project Manager (PM) to ensure the Company meets all requirements for employees to travel in and out of Iraq.
  • Supporting and upholding the Company’s stated vision, mission, and values.
  • Following up on application statuses, addressing any inquiries from the embassy and advocating for expedited visa processing when necessary.
  • Utilizing available expedited visa options to facilitate and expedite visa applications and renewal of Iraqi single exit/entry visas and multiple entry/exit visas.
  • Monitoring the status of applications through online systems and providing regular updates to clients.
  • Arranging, processing, completing, and sending employee blood test documentation to designated medical clinics affiliated with the Ministry of Health.
  • Identifying and resolving potential problems that could delay visa processing such as missing documents or discrepancies in information.
  • Preparing and submitting visa purchase order requests with actual visa costs and securing all necessary signatures and approvals to expedite visa payment.
  • Archiving all relevant visa documents and maintaining a record system in accordance with applicable country and company specific regulations and standard operating procedures.
  • Prioritizing tasks and meeting stringent deadlines for clients’ urgent visa needs.
  • Managing complex paperwork, paying attention to details, and keeping meticulous records on current data, processed visas, and relevant information for reports or for presentation.
  • Performing other duties assigned by management.

HR Specialist

Acuity International Company
05.2023 - 03.2025
  • Responsible for the development, implementation, and administration of human resources programs, policies, processes, and procedures.
  • Oversaw and provided a wide range of HR-related support to HR Associates with a focus on attention-to-detail, day-to-day administration, and follow-up of HR processes in a fast-paced, international environment.
  • Assumed the duties of HR Business Partner during absences.
  • Coordinated or conduct trainings associated with HRIS management, worked with corporate HRIS to resolve problems and updates HRIS system.
  • Assisted in developing or updating HR policies and SOP’s when necessary.
  • Participated in HR management meetings, counseling/disciplinary actions meetings when required.
  • Identified HR process gaps and developed policies and procedures to address those gaps.
  • Provided responses and followed up on tasks related to corrective action notices & audit findings.
  • Processing and submitting Air Travel Requests (ATRs) to the vendor to secure air tickets for employees.
  • Preparing & passing quarterly PWS audits on Maintenance of Proficiency training and records of licenses/certifications.
  • Supported tasks associated with talent management, to include job board/job postings, eligibility screening, candidates’ interviews, resume banks, and in-processing actions.
  • Supported with tasks associated with accountability and personnel reporting, to include staffing tracker updates, SPOT updates, and miscellaneous reporting.
  • Supported tasks associated with global mobility, to include leave absence requests, processing and managing travel requests, processing Ministry of Interior (MoI) letters, processing initial visa issue, processing visa renewals, coordinating registration cards and other miscellaneous government compliance requirements.
  • Supporting tasks associated with performance management, to include manage initial expectations counseling program, managing evaluation submissions, managing training requirements, overseeing standards of conduct familiarization, and managing performance improvement programs.
  • Supported tasks associated with employee relations to include manage grievances and complaints program, processed initial benefits submissions as well as updates, managed Base Defense Act (DBA) submissions, MEDEVAC processed, accomplished employee retention efforts, managed employee engagement activities, & accomplished miscellaneous HR-related customer service actions.
  • Compiled & submitted weekly HR reports (Staffing Meeting slides, Staffing Tracker, Attrition & New-comer reports, contact lists and organizational charts).
  • Prepared and conducted weekly departmental trainings on Policies, SOPs and toolbox topics to enhance compliance.
  • Conducted refresher trainings for all new HR department’s staff.
  • Accomplished HR key performance indicator (KPI) data collection (including surveys) and submissions.
  • Liaised with other departments (payroll, benefits, etc.) for HR related issues.
  • Responsible for other HR duties assigned by HR Manager/Deputy HR Manager.

Operations Specialist

Acuity International Company
07.2021 - 05.2023
  • Monitored and executed daily Operational functions and administration tasks that supported the Program life cycle and its operations.
  • Provided support to Operation Lead and Operations Supervisor on special projects or emergency situations such as Crisis Management Actions (CMAT) and Non-Combatant Evacuation Coordination (NEO).
  • Compiled and prepared daily, weekly, and monthly reports, such as, Serious Incident Report (S.I.R.), Situational Reports (SITREP) and Contractual Data Requirement Lists (C.D.R.L).
  • Continuously managed, updated and tracked employee movement daily, by use of Excel reports.
  • Responded to all calls; accurately recorded info on logs and generated reports as dictated by policies, conveying pertinent information immediately to necessary parties.
  • Monitored email requests and disseminated email notifications within an expeditious manner to Need-to-Know basis clients and company personnel.
  • Generated and delivered weekly and monthly Power point presentations.
  • Followed up on all S.I.R., SITREP, and Medical Evacuation (MEDEVAC) calls, and generated final report.
  • Ability to maintain confidentiality and secure private and proprietary information.
  • Exemplified the ability to learn and apply new information.
  • Assisted the Lead Operations Coordinator with operational and administrative support.
  • Performed other duties assigned by Leadership team (Lead, Supervisor and Project Operations Manager).

HR Associate

Acuity International Company
10.2018 - 06.2021
  • Planned, prepared, and conducted bloodwork every Fridays, in compliance with the Iraq’s ministry of Health requirements.
  • Planned & processed MOI letters and visa activation for 1000+ USN & OCN employees from Nov 2018 to Jul 2021.
  • Processing & submitting Air Travel Requests (ATRs) to the vendor to secure air tickets for company employees.
  • Assisted with tasks associated with talent management, to include, Job board/job postings, eligibility screening, resume bank, passenger terminal assistance, and in-processing actions.
  • Assisted with tasks associated with HRIS management, to include, Works with information technology and corporate HRIS to resolve problems, updates HRIS system, and maintains personnel e-files.
  • Assisted with tasks associated with accountability and personnel reporting, to include, I-9 updates, SPOT form updates, PERSTAT reports, and miscellaneous reporting.
  • Assisted with tasks associated with global mobility, to include: Process Paid Time Off (PTO)/Unpaid Time Off (UTO) requests, process and manage travel requests, process Ministry of Interior (MoI) letters, process initial visa issue, process visa renewals, coordinate registration cards and other miscellaneous government compliance requirements.
  • Assisted with tasks associated with performance management, to include, manage initial expectations counseling program, manage evaluation submissions, manage training requirements, oversee standards of conduct familiarization, and manage performance improvement programs.
  • Assisted with tasks associated with employee relations to include: Managing grievances and complaints program, processing initial benefits submissions as well as updates, managing Base Defense Act (DBA) submissions, processing and updating personnel changes (promotions, reassignment, salary, duty titles, etc.) in Workday (HRIS), processing out-processing actions, accomplishes employee retention efforts, managing employee engagement activities, and accomplishing miscellaneous HR-related customer service actions.
  • Provided responses and follows up on tasks related to corrective action notices and audit findings.
  • Identified HR process gaps and developed policies and procedures to address those gaps.
  • Managed tasks associated with property accountability.

Senior Staff Officer Inspectorate

Kenya Defence Forces
10.2016 - 09.2018
  • Identified and reduced process gaps in supervision of employees to achieve optimal productivity and streamline operations.
  • Trained senior leaders on appropriate progressive disciplinary actions and thereby reduced employee turnover by 25%.
  • Researched local practice and structured compensation and benefits according to market conditions and budget needs.
  • Facilitated and led successful policy implementation and enforcement to maintain legal and operational compliance.
  • Identified skills and training gaps in personnel and developed and implemented training strategies for improvement.
  • Evaluated employee engagement surveys and created and implemented forward-thinking initiatives to improve morale.
  • Recruited top talent and coordinated technical training and personal development classes for staff members and managers.
  • Updated training by reviewing existing documentation and leveraging feedback from associates and compliance teams.
  • Fostered positive work environment through comprehensive employee relations program to increase employee satisfaction.
  • Identified, researched, and resolved complex employee issues that affected management and business decisions.
  • Worked with managers to achieve compliance with organizational policies and recommended necessary changes.
  • Developed comprehensive process for new hires and reviewed new hire productivity to optimize onboarding effectiveness.
  • Utilized compliance tools, corrective actions, best practices, and identification of deficiencies to mitigate audit risks.
  • Enhanced workflows and employee job satisfaction by coordinating communication between managers and employees.

Senior Staff Officer Operations

Kenya Defence Forces
04.2015 - 10.2016
  • Managed large-scale projects and introduced new systems, tools, and processes to achieve challenging objectives.
  • Examined quarterly financials to determine business operating capacity and developed proposals and presentations.
  • Managed and coordinated work in Operations Center as well as reviewed and approved, SITREP and operational reports for submission by staff to higher Headquarters.
  • Ensured that training and operational activities were executed within allotted budget and timelines to meet objectives.
  • Conducted operational reviews and audits to identify issues and developed lessons learned for performance improvement.
  • Planned, prepared, and coordinated first bilateral training and exercise between KDF and Royal Jordanian Armed Forces.
  • Successfully coordinated all functions of Joint Military Operations Center as Chief of Staff in November 2016, during a bilateral joint training exercise for the East African Armed Forces.
  • Planned and coordinated trainings of Quick Reaction Forces (QRF) and the Kenya Rapid Deployment Capability troops.

Senior Personnel Officer/Manager

Kenya Defence Forces
10.2005 - 03.2015
  • Led, commanded and managed from 125 to 890 personnel, both nationally & internationally.
  • Structured compensation and benefits according to market conditions and budgetary guidelines.
  • Facilitated successful policy implementation and enforcement to maintain legal and operational compliance.
  • Created and implemented forward-thinking initiatives to improve employee engagement.
  • Distributed employee engagement surveys to identify areas for improvement.
  • Recruited over 2000 top talents to maximize performance.
  • Coordinated technical training and personal development classes for staff members and updated training processes by reviewing existing documentation, leveraging feedback from associates, and working with training & development teams.
  • Identified and implemented appropriate strategies to increase employee satisfaction and retention.
  • Fostered a positive work environment through a comprehensive employee relations program.
  • Discovered and resolved complex employee issues that affected management and business decisions.
  • Worked with managers to achieve compliance with organizational policies, provided and clarified information, and recommended necessary changes.
  • Developed a comprehensive onboarding process for new hires and reviewed the effectiveness of the in-processing package to improve their induction and productivity.
  • Utilized compliance tools, corrective actions, and identification of deficiencies to mitigate audit risks.
  • Enhanced team workflows and employee job satisfaction by coordinating communication between managers and employees.
  • Formulated and reviewed over 40 HR policies and procedures.

Personnel Officer

Kenya Defence Forces
09.1997 - 09.2005
  • Provided training and accountability for over 125 senior-level personnel.
  • Coordinated implementation of people-related services, policies and programs through departmental staff.
  • Assisted with writing job postings and job descriptions for boards.
  • Created and delivered HR training sessions to staff, managers and executives.
  • Developed and monitored employee recognition programs.
  • Advocated for staff members, helping to identify and resolve conflicts.
  • Completed human resource operational requirements by scheduling and assigning employees.
  • Reduced expenses by analyzing compensation policies and implementing competitive programs while ensuring adherence to legal requirements.
  • Conducted performance reviews and provided feedback to managers on employee performance.
  • Improved organizational filing systems for confidential employee records, resulting in improved accessibility and efficiency.
  • Improved office efficiency by effectively managing internal communications and correspondence.
  • Planned, monitored and appraised employee work results by training managers to coach and discipline employees.
  • Collected and analyzed information to monitor compliance outcomes and identify and address trends of non-compliant behavior.
  • Administered employee benefits programs and assisted with open enrollment.

Education

Master of Business Administration - General Management

UNICAF University
12.2022

Level 7 Diploma - Human Resources Management

Courses for Professional Development (CPD)
07.2022

Certificate - Human Resources Management

UNICAF University
08.2020

Bachelor of Arts - Sustainable Human Development

Catholic University of Eastern Africa
10.2018

Diploma - Strategic Studies (International Relations)

University of Nairobi
12.2007

Skills

  • Deadline management
  • Data entry proficiency
  • HR policy/procedure development
  • Passport control screening
  • Legal compliance
  • Personnel recruitment
  • Training development
  • Confidential document control
  • Personnel engagement
  • Performance management
  • Microsoft Office Suite
  • Onboarding and orientation

Accomplishments

  • Achieved 100% pass of Performance work statement quarterly audits through effectively helping with the maintenance of proficiency trainings, accurately tracking employees' licenses and certifications, tracking employees trainings & compliance with Standards of conduct.
  • Documented and resolved visa record inefficiencies which led to 100% accountability and timely visa renewal.
  • Achieved 100% visa validity by completing visa activations for 706 employees with accuracy and efficiency.
  • Used Microsoft Excel to develop inventory tracking spreadsheets for employee's visa validity status, annual physical medical exams and to track expiration of licenses and certifications.
  • Supervised team of 800+ staff members for over five years.
  • Achieved 100% travel compliance by completing 2000+ travel request for employees with accuracy and efficiency.

Affiliations

  • Society of Human Resource Management
  • Kenya Institute of Management
  • Kenya Institute of Human Resource Management

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Certification

  • HR Business Partner Training - Jun - Aug 2024
  • SPHR Certification Training - Sep 2024 - Ongoing

Quote

There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins

Software

Workday

ISolved

PeopleSoft

CostPoint

MS Office

Languages

English
Advanced (C1)
Swahili
Bilingual or Proficient (C2)
Serbian
Elementary (A2)
Croatian
Elementary (A2)

Interests

Strategic Leadership

Strategic planning

Problem-Solving

Mentorship

Team training

Team-building

Timeline

Visa Processing Specialist

Acuity International Company
04.2025 - 07.2025

HR Specialist

Acuity International Company
05.2023 - 03.2025

Operations Specialist

Acuity International Company
07.2021 - 05.2023

HR Associate

Acuity International Company
10.2018 - 06.2021

Senior Staff Officer Inspectorate

Kenya Defence Forces
10.2016 - 09.2018

Senior Staff Officer Operations

Kenya Defence Forces
04.2015 - 10.2016

Senior Personnel Officer/Manager

Kenya Defence Forces
10.2005 - 03.2015

Personnel Officer

Kenya Defence Forces
09.1997 - 09.2005

Level 7 Diploma - Human Resources Management

Courses for Professional Development (CPD)

Certificate - Human Resources Management

UNICAF University

Bachelor of Arts - Sustainable Human Development

Catholic University of Eastern Africa

Diploma - Strategic Studies (International Relations)

University of Nairobi

Master of Business Administration - General Management

UNICAF University

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Juma Kohath Reuben