STELLA NJAUKE
Nairobi,047
Summary
Experienced Senior Administrative Associate with over 20 years in administration. Detail-oriented professional with expertise in event planning and coordination, office operations management, and client relationship management. Demonstrates strong skills in communication, multicultural sensitivity, and ethical practice adherence, ensuring seamless collaborative, cross-functional teamwork within high-pressure environments. Reasonably proficient in budget planning, procurement processes, contract management, and finance processing assistance to support efficient organizational operations. Adept at meeting scheduling and providing comprehensive COP/DCOP and other senior management support to drive project success. Committed to fostering effective team collaboration while maintaining high standards of service delivery.
Overview
21
21
years of professional experience
6021
6021
years of post-secondary education
Work History
Senior Administrative Associate
IAVI Africa
02.2020 - 01.2025
- Planned and coordinated administrative procedures and systems, implementing streamlined processes across departments and teams
- Ensured all departments and teams received adequate administrative support, including coordinating over 500 schedules, planning meetings, distributing memos and agendas as needed
- Planned, scheduled, and promoted various office events, such as meetings, monthly birthdays, interviews, over 15 orientations, and training sessions with different providers
- Monitored office inventory and supplies, overseeing purchasing of new materials while adhering to budgetary constraints
- Office Management by overseeing facilities services, maintenance activities, and coordination with trades persons, including electricians
- Oversaw daily operations to foster seamless execution of service delivery initiatives.
- Provided support to HR- scheduling of orientations, filling of personnel team files
- Ensured strict adherence to county policies and regulations in all office operations
- Provided support to finance by preparing requisitions for payment, making payments, making finance entries on Intacct, managing petty-cash, filling and yearly audit preparations
- Managing IAVI Africa Office Inventory
- Managing executive's calendar, including making appointments and prioritizing most sensitive matters
- Provide support to Chief of Party (COP) and Deputy Chief of Party (DCOP) as needed
- Maintained organizational compliance with applicable policies and regulations-travel, procurement
- Handled confidential documents with utmost discretion and security.
Executive Assistant/ Coordinator
International AIDS Vaccine Initiative (IAVI)
01.2017 - 01.2020
- Provide support to Regional Chief of Party and Regional Director
- Provides administrative support to East and Southern Africa Regional Offices
- Make travel/workshops arrangements as well as transport logistics
- Support to Research Preparedness/ Global Policy and Advocacy Team in organizing/ coordinate HIV Vaccine awareness day activities as well as World Aids Day
- Planning/ attend Policy Advocacy meetings as well as co-facilitate Counsellor Supervisors and Community Liaisons Officers (CLO) meetings
Administrative and Program Assistant
International AIDS Vaccine Initiative (IAVI)
01.2016 - 01.2017
- Support to Research Preparedness/ Global Policy and Advocacy Team
- Support Program Manager on research literacy and community engagement and outreach efforts based on GPP Guidelines
- Co-facilitating two workshops and meetings on different aspects of GPP, gender and processes of counselling supervision
- Supporting and participating in report writing on research preparedness activities at IAVI
- Continued to provide administrative Assistant roles
Administrative Assistant
International AIDS Vaccine Initiative (IAVI)
06.2013 - 01.2016
- Maintain general office files, and provide scheduling support to technical departments
- Support senior managers with daily clerical tasks, plan meetings, and make local/international travel arrangements
- Provides administrative support to East and Southern Africa Regional Offices
- Updating the contact database for the organization on the Communication Relationship Management (CRM) system
- Support the finance manager in preparing invoices, requisitions, and other duties as requested
- Manage the wellness budget and activities
- Petty cash management and reconciliation and anticipate others' needs for a seamless experience
- Maintain confidentiality in all aspects of client, staff, and agency information
- Manage office administration and logistics, including booking flights, hotels, airport pick-ups and arranging workshops
Receptionist/ Facility Administrator
International AIDS Vaccine Initiative (IAVI)
01.2007 - 06.2013
- Petty cash management of Ksh. 40,000 float, and ensuring accountability of spent money
- Working with Financial Manager on evaluating telephone traffic data
- Managing reception area and ensuring smooth running of switchboard
- Provide customer care to partners internal and external as well as clients and visitors
- Managing office contact database, program used FileMaker Pro data base
- Management of office mail (receipt/dispatch)
- Management of calls
- Maintained confidentiality in client, staff, and agency information
- Store keeping responsibilities
- Preparation and managing of wellness budget and programs for team (healthy eating, team events)
- Handling Administrative Assistant position while on leave, these include, booking of flights/ hotel, organizing transport logistics for guests and colleagues
- Stock takes of communication materials
- Helped organize for resource materials/ collateral needed for workshops/ training's and World Aids Day;(t-shirts, custom made folders et al)
- Working with communication department on: Providing costs for dispatch/mailing of resource materials to various organizations and partners
- Assist in proof reading/correction of sample resource document before it's taken for printing
- Follow up with printer firms on production of some resource materials
- Putting together news round up on HIV/Aids related issues for circulation to all staff and safe keeping
Office Assistant
International AIDS Vaccine Initiative (IAVI)
01.2004 - 06.2007
- Performed Office cleaning duties
- In charge of kitchen duties (Catering)
- Requisite and purchase of office stationery, office consumables
- Photocopied over 2000 copies of documents as needed
- Issuing of stationery
- Receiving phone calls
- Maintained tidy reception area, creating positive impression on visitors.
- Improved office efficiency by organizing and managing files.
Education
Diploma - Environmental Resource Management
The Kenya Polytechnic
Nairobi Diploma - Community Development, Project Planning and Management
Institute of Community Development
Nairobi Certificate - Office management skills
Strathmore University
Nairobi Skills
- Event planning and coordination
- COP/ DCOP support
- Meeting scheduling
- Communication
- Multicultural sensitivity and awareness
- Ethical practice adherence
- Client Relationship Management/ Customer Service
- Team collaboration
- Budget Planning
- Procurement Processes
- Office Operations management
- Contract management
- Finance processing assistance
Accomplishments
- Facilitated and supported the communication department in the implementation of sending of newsletters to partners and affiliates up until it was made an online platform of sharing newsletters.
- Received a certificate of appreciation and monitory award for going an extra mile and being proactive in organizing a complex travel schedule for IAVI team in the Clinical Research Center's(CRC's) consultation and a successful USAID Africa consultation meeting.
- Received a certificate of appreciation for going above and beyond in supporting our expanded Africa program activities through a particularly busy phase with 2 VISTA trainings, site exchange visits, Principle Investigator(PI) meetings and numerous individual travel in and out of the region
- Received a certificate of appreciation/ monitory award -Most Valued Player (MVP) for Hosting the 2017 MERCK Global health fellows, which contributed to a positive working relationship with the fellows and strengthening IAVI's reputation and relationship with MERCK
- Received a monitory award, The Annual Positivity Award which entailed: A person who projected a positive attitude in all that they do and strives to be optimistic in the face of adversity, have a 'can do' attitude and bias for action, foster a climate of trust and openness, take positive action where there are issues or areas for improvement to address them directly and openly.
WORKSHOPS
- Workshop on USAID compliance 2017
- Training of Trainers (TOT) workshop 2018
- Attended an Advocacy Strategy Workshop 2020
- Attended a Budget Advocacy Workshop (online)
- Good Clinical Practices(GCP) and Good Clinical Laboratory Practices (GCLP)
Languages
English and Swahili
Fluent
Affiliations
- Trying out new recipes
- Swimming
- Poultry farming
- Interested in learning salsa
References
References available upon request.
Timeline
Senior Administrative Associate
IAVI Africa
02.2020 - 01.2025
Executive Assistant/ Coordinator
International AIDS Vaccine Initiative (IAVI)
01.2017 - 01.2020
Administrative and Program Assistant
International AIDS Vaccine Initiative (IAVI)
01.2016 - 01.2017
Administrative Assistant
International AIDS Vaccine Initiative (IAVI)
06.2013 - 01.2016
Receptionist/ Facility Administrator
International AIDS Vaccine Initiative (IAVI)
01.2007 - 06.2013
Office Assistant
International AIDS Vaccine Initiative (IAVI)
01.2004 - 06.2007
Diploma - Environmental Resource Management
The Kenya Polytechnic
Diploma - Community Development, Project Planning and Management
Institute of Community Development
Certificate - Office management skills
Strathmore University
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