Milcah Rajula
Administrator
Nairobi
Summary
Highly effective Administration, Logistics and Operations Professional with 10+ years working across different business fuction and supporting, directing, and enhancing organisational systems to increase overall organisational efficiency and customer experience. Over the last 5 years, I have achieved positions within roles of progressive responsibility where I have played an instrumental role in implementing administrative systems that have enhanced seamless operations within business units. My ability to build robust relationships with key stakeholders, clients and suppliers combined with my proven track record of working cohesively with cross functional, diverse, and high performing teams, enables me to be an asset to organizations in meeting service delivery objectives.
Overview
12
12
years of professional experience
11
11
years of post-secondary education
1
1
Language
Work History
Office Coordinator
SAMUEL HALL EAST AFRICA LIMITED
02.2021 - Current
- Closely collaborates with field teams to identify and address challenges.
- Establishes adequate stocking of office supplies.
- Prepares new hires staff onboarding schedules and assigns tasks to 10+ employees.
- Organized team workload and prioritized tasks to streamline office functions in deadline-driven environment
- Supported HR by completing new hire orientation, incident reports and benefits paperwork on behalf of office employees
- Created and implemented secure filing systems for sensitive employee and client documents
- Organized company meetings and scheduling for 10+ employee team
- Increased team productivity by reorganizing office supplies and protocols
- Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff
- Evaluated employee records and productivity to complete employee evaluations
- Reported on daily office activities to help managers stay on top of dynamic conditions and make proactive decisions
- Enhanced office staff customer relations strategies to improve interactions and reduce complaints
- Maintained office supplies inventory by checking stock and ordering new supplies as needed
- Monitored vendor accounts and product updates to verify competitive pricing
- Efficiently supervised filing, sorting and handling incoming and outgoing mail
- Oversaw accurate and efficient database management and digital file storage to support operational and recordkeeping requirements
- Delegated tasks to administrative staff, increasing office productivity and streamlining company operations
- Verified salaried and hourly employee time cards to prepare accurate bi-weekly payroll
- Trained new employees on administrative procedures, company policies and performance standards
Administrator
01.2017 - 01.2021
- Supports in company’s financial processes, annual financial statements, and tax compliance thus enabling company to achieve positive financials due diligence.
- Advising on and leading in improvement of company financial policies and procedures while ensuring compliance with all required regulatory and tax institutions.
- Key Achievements.
- Coordinated training workshops both internally and externally for over 300 participants in 2018 & 2019.
- Spearheading full recruitment cycle and onboarding over 50 project staff and consultants e.g., IOM Kenya, IOM Nigeria, ILO, FAO, World Bank Somalia, World Bank Great Lakes, UNHCR/ Vodafone, IOM/ UNEP, FCDO etc.
- Negotiated rent reduction by 30% for office for 8 months during COVID-19 lockdown period.
- Conducted in-depth troubleshooting of program problems and employee concerns and recommended corrective actions to resolve issues
- Assisted executive leaders in decision-making procedures by creating daily reports to advise leaders on corrective actions and process improvements
- Managed bi-weekly payroll employees, as well as insurance matters, workman's compensation and compliance reporting
- Developed revisions for systems and procedures by evaluating operational practices and identifying improvement opportunities
- Aided colleagues, managers and customers through regular communication and assistance
- Drove workflow improvements by streamlining processes
- Computerized office activities, maintained customer communications and tracked records through delivery
- Collected, validated and distributed information to employees
- Managed agendas and calendars, boosting productivity and improving organizational initiatives
- Oversaw successful planning and execution of staff meetings, parties and events
- Screened and transferred incoming calls, took down messages and transmitted information and documents to internal personnel
- Managed payroll, transactions, invoicing and budgeting to decrease financial inconsistencies
- Adapted to workflow changes and implemented continuous process improvements to overcome obstacles
- Networked with industry professionals to foster partnerships and identify new and improved solutions
- Increased revenue by developing key programs focused on promoting business
Office Administrator
SMART BANKING SOLUTIONS LIMITED
01.2016 - 12.2016
- Booked flights, car rentals and hotel accommodations for business travel for Executive Team.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Delivered clerical support by handling range of routine and special requirements
- Applied advanced administrative and analytical skills in overseeing day-to-day operational activities
- Assisted upper management by coordinating travel plans, coordinating special event and taking meeting minutes
- Edited subcontractor proposals, project punch lists, transmittals and memorandums for organizational support
- Prepared meeting materials and took clear notes to distribute to stakeholders
- Led training sessions, answered questions and assisted employees with troubleshooting during software migrations
- Transcribed meeting minutes for recordkeeping and submitted to senior management
- Assisted with coordination and hosting of company events
- Reported on daily office activities to help managers stay on top of dynamic conditions and make proactive decisions
- Managed budgets, appointment scheduling, employee and event itineraries and accounts to improve productivity initiatives
- Trained new employees on administrative procedures, company policies and performance standards
- Verified salaried and hourly employee time cards to prepare accurate bi-weekly payroll
- Kept detailed records of supplies and office equipment use to budget and make orders for new supplies
- Maintained open communication with customers to foster positive relations and provide updates on issues
- Monitored and tracked performance of employees, identifying and targeting areas in need of improvement and further training
- Assisted in training temporary employees for special projects
- Tracked office supplies and restocked low items to keep team members on-task and productive
- Evaluated office documentation to check accuracy and complete missing pieces, avoiding delays and maximizing team productivity
- Facilitated office productivity, coordinating personnel schedules, quality assurance and procedural improvements
- Teamed with leaders across all departments to meet deadlines and establish culture of cross-functional collaboration
- Key Achievements.
Spearheaded and coordinated the launch of a new office from implementation to a fully functional office.
This included the entire administration process: liaising with suppliers, recruitment, office set-up, office materials and equipment procurement while remaining within the stipulated budget.
Reduced the office procurement budget by 10%.
Implemented the biometric system in the office thus ensuring time management efficiency.
Administrative Associate
ME TO WE LTD
07.2008 - 01.2015
- Reporting to the Country Director, my main role predominantly involved enhancing the office administrative and operations functions in respect of the following: Key Responsibilities.
- Coordinated and planned events which included booking venues, arranged for transport and accommodation, ensured that documents are circulated on time all within the stipulated budget,.
- Served as the point of contact and liaison with the company insurance provider ensuring that renewals and appropriate cover were processed within a timely fashion and updated before expiration deadlines,.
- Collaborated with the HR and Administration Director by providing administrative support with the recruitment process and training of junior staff,.
- Governed and managed correspondence and maintained up to date record and the electronic filing system to ensure tracking and easy retrieval of documents,.
- Maintained and managed inventory of office furniture, fittings, office equipment and motor vehicles ensuring usage was within the health and safety guidelines,.
- Provided overall leadership, guidance, and supervision to support staff by providing mentorship to ensure effective delivery of services,.
- Managed donor relations.
- Key Achievements.
- Reduced the procurement budget by 30%.
- Effectively implemented administrative, operations and procurement policies for the organization.
- Monitored premises, screened visitors, updated logs and issued passes to maintain security
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors
- Coordinated travel arrangements by booking airfare, hotel and ground transportation
- Arranged rapid office equipment repair and maintenance with vendors
- Identified and recommended changes to existing processes to improve accuracy, efficiency and quality service
- Maintained staff directory and company policy handbook for human resources department
- Successfully completed special projects to exceed goals of both procurement, administrative department and overall organization
- Developed recordkeeping systems for employee records and company documents to optimize operations and reduce project lags
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary
- Facilitated timely delivery of special projects to meet organizational and departmental objectives
- Answered and quickly redirected large volume of calls on central system
- Created and implemented standard operating procedures for procurement department.
- Created and maintained detailed administrative processes and procedures to drive efficiency and accuracy
- Handled all domestic and international travel arrangements and reservations, cutting company's travel expenses by 10%
- Increased office participation in special events by creating monthly newsletter with detailed calendars and other office updates
- Recorded new hires, transfers, terminations, changes in job classifications and merit increases to main human resources files
- Maintained clean reception area to promote positive, professional environment for clients
- Found new sources for office supplies and closely monitored inventory use to cut costs by $20000 annually.
Education
Master’s of Operations Management - Business Administration
University of Nairobi
Nairobi, 30 05.2019 - Current
Some College (No Degree) - Business Management
Kenya Institute of Management
Nairobi 07.2015 - 12.2016
Bachelor of Arts - Communication and Sociology
University of Nairobi
Nairobi 01.2010 - 12.2013
Some College (No Degree) - Communications
Daystar University
Athi River, 22 08.2003 - 06.2006
Skills
Administrative support
Staff Management
Office management
Office administration
Bookkeeping
Travel coordination
Vendor relations
Websites
Affiliations
Kenya Institute of Management
CONTINUOUS PROFESSIONAL DEVELOPMENT (CPD)/TRAINING
First Aid Training- St. John’s Ambulance
Timeline
Office Coordinator
SAMUEL HALL EAST AFRICA LIMITED
02.2021 - Current
Master’s of Operations Management - Business Administration
University of Nairobi
05.2019 - Current
Administrator
01.2017 - 01.2021
Office Administrator
SMART BANKING SOLUTIONS LIMITED
01.2016 - 12.2016
Some College (No Degree) - Business Management
Kenya Institute of Management
07.2015 - 12.2016
Bachelor of Arts - Communication and Sociology
University of Nairobi
01.2010 - 12.2013
Administrative Associate
ME TO WE LTD
07.2008 - 01.2015
Some College (No Degree) - Communications
Daystar University
08.2003 - 06.2006