Mercy Velmah Achieng
Summary
A dynamic and results driven professional with successful track record of providing high quality administrative support in busy office environments. Adept at handling multiple projects and prioritizing tasks.Knowledgeable and hardworking administrator with excellent communication skills and up-to-date knowledge of relevant safety and data security regulations. Works hard to keep office running smoothly. Experienced with front office management, inventory management, coordinating events budgets and logistics, and managing staff travel arrangements.Adapts easily to changing needs and analytically approaches diverse administrative issues.
Overview
8
8
years of professional experience
5
5
years of post-secondary education
Work history
Administration Officer
Catholic Relief Services (CRS)
Kisumu
01.2020 - Current
- Managing the front office- I receive and direct organization visitors while maintaining the front office security measures.
- Providing general administrative support i.e managing the office diary,booking meeting rooms, recording travel and workshop dates,booking appointments on behalf of staff and sending out reminders as necessary.
- Coordinating logistics for the field office i.e allocating vehicles for field travels ,booking hotels, taxis and flights for staff ,organization visitors and partners from time to time.
- Supervising project drivers and support staff to ensure their work is properly done and all their needs are addressed promptly and in a professional manner.
- Making payment requisitions for all project sub grant wires in the system
- Managing office assets - I keep track of all office property while ensuring all office assets are tagged and captured in the master inventory register.
- Supporting HR functions including ;administering written interviews, new hire orientations ,helping new employees with signing of on boarding documents, helping temp staff with their timesheets, equipment allocation etc.
- Receipt and dispatch of mail - I manage incoming and outgoing mail by ensuring clear records are kept and that collections for outgoing consignments are done on schedule by courier companies.
- I raise requisitions for purchase of office supplies and program materials and keep track of orders to ensure timely delivery of the items.
- I prepare quarterly procurement plans for the field office and coordinate the approval process before forwarding the plan to procurement for further processing.
- I verify hotel , courier and taxi invoices and ensure that they are presented to finance for processing in good time while monitoring the invoice database to ensure pending invoices are delivered within the stipulated time frame.
- I manage the office inventory ordering, requisitions, stocking and issuance process.
- I manage all transactions and tasks regarding petty cash and purchase orders.
- I reconcile and generate expenditure report quarterly to help manage the general consumption rate of the field office.
Administrative Assistant
Catholic Relief Services (CRS)
Kisumu
01.2018 - 12.2019
- Managed the front office i.e greeting and directing visitors as necessary.
- Dealt with routine inquiries at reception or by telephone and referred more complex matters to appropriate members of staff.
- Assisted managers in compiling and organizing materials for meetings.
- Acted as main contact for internal and external clients.
- Created email notifications, invitations and agendas for meetings, events and appointments.
- Typed and proofread documents produced by other staff members.
- Received, sorted and distributed incoming mail.
- Monitored and maintained office supplies with the help of the admin officer.
- Conducted quarterly physical inventory count to ensure everything is in order.
- Coordinated and maintained records of staff sitting spaces and ensuring there is conducive work environment for everyone.
- Ensured the office utility bills were settled in good time by requesting for invoices in time and processing the payments without delay.
- Called maintenance team to perform repairs and inspections on office equipment.
- Organized for office fumigation and deep cleaning from time to time.
- I maintained a contact list for all staff, stakeholders and service providers.
- I analyzed monthly phone bills for staff and initiated the payment process after getting necessary approvals.
- Kept and maintained accurate filing system for preservation of office information.
- Provided printing, photocopying and scanning support to colleagues.
Administrative Assistant
Broadcast Solutions International (BSI)
Nairobi
01.2016 - 12.2017
- Screened phone calls and routed callers to appropriate parties as well as taking messages and relaying them as required.
- Ensured all employees received the relevant materials and resources such as laptops, stationery, and other supplies regularly, timely and sufficiently.
- I managed staff appointments and booked conference rooms as required.
- Took detailed minutes at meetings following instructions from senior team members.
- Received, sorted and distributed incoming mail.
- Kept and maintained accurate electronic and physical filing system for all departments.
- Prioritized incoming communications to filter out basic requests and minimize disruptions.
- Arranged supplies, documents and spaces for meetings.
- Drafted documents and reports for management review
- I maintained a contact list for all staff, stakeholders and service providers.
- I was privileged to receive an award for the best performing employee in the organization.This played a big role in strengthening my professionalism and service quality.
Education
CHRP -
Kenya Institute of Management
05.2023 -
Bachelor of Commerce -
KCA University
01.2019 - 12.2021
Diploma in Business Management -
KCA University
01.2014 - 12.2015
Skills
- Organizational skills
- Communication skills
- Analytical skills
- Administrative Skills
- Time management
- Interpersonal skills
- Confidentiality
- Effective at multitasking
- Detail oriented
- Accountability
- Problem solving skills
Languages
English
Fluent
Swahili
Fluent
Timeline
CHRP -
Kenya Institute of Management
05.2023 -
Administration Officer
Catholic Relief Services (CRS)
01.2020 - Current
Bachelor of Commerce -
KCA University
01.2019 - 12.2021
Administrative Assistant
Catholic Relief Services (CRS)
01.2018 - 12.2019
Administrative Assistant
Broadcast Solutions International (BSI)
01.2016 - 12.2017
Diploma in Business Management -
KCA University
01.2014 - 12.2015
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