Stephen Musau Mulwa
Senior Administrator
Nairobi
Summary
Desired Position: PhD Student Position, Wiss2407-09, University of Cologne. CAREER OBJECTIVE: Effective Student committed to learning and developing skills in Industrial and Organizational Psychology Research, Academic work and team contribution. Self-directed and energetic with superior performance in both autonomous or collaborative environments on group projects.
Overview
15
15
years of professional experience
2
2
Languages
Work History
Senior Administrator
Kenyatta University Teaching, Referral and Research Hospital
03.2020 - Current
- Reporting to the Director, Clinical Services, my duties are as follows:
- Procurement of goods and services
- Working in conjunction with Heads of Departments/Unit Heads to ensure requisitions for goods and services are processed in a timely manner in line with the approved Procurement Plans/ budgets
- Liaising with key stakeholders such as the CEO's Office and the directorates of Finance and Procurement for follow up in the event of delayed orders
- Participating in tender evaluation committees to ensure quotations for goods and services received from Suppliers are as per the User requirements
- Receiving furniture and ICT equipment from Suppliers and ensuring they are dispatched to end Users
- Initiating the repair/disposal process for obsolete furniture and equipment
- Human Resource Management
- Receiving all new staff members, signing onboarding documents and maintaining an up-to-date staff database in the directorate
- Ensuring all new staff are onboarded as per organizational policies- creation of corporate emails, HMIS system login credentials, reporting to respective line managers and participating in individual/general staff induction sessions
- Carrying out performance appraisals for administrative staff to measure the attainment of set performance targets
- Updating the Director on the staffing needs in the directorate based on information received from various departments
- Participating in weekly staffing needs meetings with the CEO, Director, Human Resource and other Director's/Senior Managers
- Supervising staff work attendance analysis and cascading identified concerns to the Heads of Departments
- Processing monthly payment claim forms for locum and empanelled staff
- Coordinating renewal of contracts and confirmation of appointments for staff in the directorate
- Office administrative duties
- Supervise the provision of administrative services in the directorate in order to ensure efficient service provision
- Ensure efficient utilization of office resources in order to minimize wastage
- Space management function in liaison with Hospitality and Space Management Office
- Compiling various management reports as required from time to time
- Specifically, working with Heads of departments to compile Annual Procurement Plans, Annual Work Plans and Annual Recruitment Plans for the directorate and ensure compliance
- Occupational Safety and wellbeing
- Coordinating training of the staff in the directorate in liaison with the Directorate of Training and Capacity Building on Occupational Safety and Health
- Cascade issues related to maintenance of buildings and equipment in order to enhance occupational health and safety
- Liaise with the House keeping/Maintenance departments to ensure a clean and safe work environment
- Liaising/leading on strategic relationships with main service providers
- Facilitate requisition of transport services to enable efficient movement of staff to various destinations
- Liaising/leading on strategic relationships with main service providers within and without the Hospital
- Liaising with Heads of Departments to ensure implementation and quarterly reporting of the directorate's Annual work plan/performance contracts
- Answering telephone and email correspondence on any issues raised and cascading any issues that require the attention of the directorate's leadership
- Communicating to all staff via email/telephone on emerging policy issues/other crucial communication
- Organizing and participating in management meetings
- Participating in management meetings to provide advice on administrative, financial and human resources matters
- Ensuring the minutes are well captured and monitoring attendance to the meetings
- Ensuring boardrooms and ICT installations e.g overhead projectors and laptops are in good condition for use during meetings
- Sharing notices and compiling agendas for dissemination before meetings (in consultation with the Director, Clinical Services)
- Staff mentorship
- Mentoring administrative staff to accomplish their goals and objectives and foster harmonious working relationships in the Directorate
- Addressing any work-life balance issues that may hinder effective service delivery
- Participation in Various Committees/Work teams
- To date, I have actively participated in the following committees/Work Teams (among others):
- Team Building committee
- Disability mainstreaming committee
- HMIS Implementation committee
- Medical Records Review Committee
- Staffing needs Committee
- Road Safety Mainstreaming Committee
- Disaster Management Committee
- Committee for establishment of specialized Clinics
- NHIF implementation
Senior Administrative Assistant
University of Nairobi
10.2017 - 03.2020
- Reporting to the Deputy Director/Director, my duties were as follows:
- Operations Management
- Supervising the provision of security services in the Campus
- Facilitating transport logistics e.g signing of work tickets and compiling duty rotas for the drivers
- Managing space allocation within the Campus
- Maintenance of buildings, motor vehicles and other equipment
- Ensuring a conducive work environment by keeping the environment neat and hazard free
- Office Administrative duties
- Managing Campus Performance Contracts- ensuring compliance and submitting quarterly Performance Contract Returns
- Organizing and participating in management meetings
- Drafting minutes and generating various management reports as required from time to time
- Ensuring the offices are well manned to enhance service provision
- Human Resource Management
- Supervision of Support/administrative staff in the Campus in order to enhance service provision
- Conducting annual staff appraisals for the Administrative/ support staff
- Analysis of staff daily work attendance
- Processing of monthly payments for locum staff
- Approving Annual leave requests on the Leave application system as guided by Annual leave plans
- Financial Stewardship
- Ensuring public resources are properly utilized in order to minimize wastage
- Procuring goods and services through the E- Procurement (EPMIS) platform
- Reconciling items and services delivered by suppliers against orders from the Users in order to ensure value for money
- Compiling Annual Procurement Plans and ensuring compliance
- Student Management (Graduate School)
- Supervising students' daily class attendance analysis
- Admission of postgraduate applicants to various programmes in the University
- Processing offers letters and signing them on behalf of the Director, Graduate School
- Processing student disciplinary issues as per the University policies
- Processing of various student requests from selected schools
- Ensuring student assessments are carried out as per university policies e.g approval of research proposals and defence of masters/PhD thesis/Research projects
- Clearance of students for graduation/exit from university upon completion of studies
Administrative Assistant
University of Nairobi
12.2009 - 09.2017
- Reporting to the Head of Department, my duties were as follows:
- Operations Management
- Liaising with various service providers to ensure provision of contracted services
- Ensuring staff have comfortable workstations and are provided with basic necessities at work such as toiletries, drinking water and morning tea
- Fostering a safe and secure work environment e.g., ensuring cleanliness of the facilities
- Ensuring equipment and facilities are well maintained
- Keeping an inventory record for office equipment/furniture
- Coordination of general office workflow
- Organizing travel and making hotel bookings for External Examiners in liaison with Travel and Hospitality Office
- Coordinating the procurement of goods and services
- Office Administrative chores
- Organizing and taking minutes during management team's meetings
- Managing academic files and handling assigned examination related chores
- Overseeing general filling and safe custody of documents
- Providing administrative support to the Head of Department
- Resolving customer service complaints
- Writing minutes, reports and letters/memos as required from time to time
- Implementing University policies, procedures and other organizational protocols
- Carrying out any other assigned administrative duties to ensure the smooth running of the department
- Human Resource Management
- Participating in employees' recruitment interviews
- Carrying out assigned chores related to induction of new staff
- Supervision of support staff to ensure task completion
- Coordinating staff appraisals and other performance management exercises
- Maintaining daily work attendance records for all employees
- Maintaining departmental staff personnel files
- Compiling and filling annual leave rotas
- Processing staff requests such as applications for leave of absence and annual leaves.
Education
Master of Arts - Industrial and Organizational Psychology
University of Nairobi
Nairobi, Kenya 05.2014 - 2016.12
Diploma of Higher Education - Counselling
Tangaza College
Nairobi, Kenya 08.2010 - 2012.11
Bachelor of Arts - Philosophy
Pontifical Urbaniana University
Rome, Italy 08.2002 - 2006.05
Certificate in Microsoft office Suite - Microsoft Computer Suites
Cosmic Computer College
Nairobi, Kenya 08.2006 - 2006.11
Skills
Communication skillsundefined
Accomplishments
- Participated in the review of Kenyatta University Teaching, Referral and Research Hospital's Strategic Plan, FY 2020-2023 .
- Appointed and involved in the designing of a new Hospital's Strategic Plan FY 2024-2029 in line with the Government of Kenya directive.
- Successfully organized for three (3) international scientific conferences at the College of Health Sciences, University of Nairobi.
- Streamlined administrative processes in order to enhance effectiveness in service delivery. This is especially at Kenyatta University Teaching Hospital whereby I am the Pioneer Senior Administrator at the Directorate of Clinical Services.
- Ensured a high degree of customer service as guided by organizational objectives.
Publications
Mulwa, Stephen & Ndurumo, Prof. (2021). Corporate Wellness Programmes, Employee Efficiency and Job Performance among the Middle Level Executives of Standard Group Limited, Nairobi Kenya. International Journal of Research and Innovation in Social Science. 05. 360-370. 10.47772/IJRISS.2021.51220.
Professional Affiliations
Kenya Psychological Association (KPA),KPsyA/FM/068/2020
Referees
1. Prof. Michael Ndurumo
Management University of Africa
Email address: ndurumo@hotmail.com
Mobile Number: +254 729330223
2. Prof. Charles O. Kimamo
Head of Department, Psychology
University of Nairobi
Email address:kimamo_charles@uonbi.ac.ke
Mobile Number: +254 722418877
3.Ms. Elizabeth Mbithe Mutua
Director, Lyzntech Solutions Ltd
P.O Box 59170-00100
Cell phone no: 0712 479150
Email:mexylesh@gmail.com
Timeline
Senior Administrator
Kenyatta University Teaching, Referral and Research Hospital
03.2020 - Current
Senior Administrative Assistant
University of Nairobi
10.2017 - 03.2020
Master of Arts - Industrial and Organizational Psychology
University of Nairobi
05.2014 - 2016.12
Diploma of Higher Education - Counselling
Tangaza College
08.2010 - 2012.11
Administrative Assistant
University of Nairobi
12.2009 - 09.2017
Certificate in Microsoft office Suite - Microsoft Computer Suites
Cosmic Computer College
08.2006 - 2006.11
Bachelor of Arts - Philosophy
Pontifical Urbaniana University
08.2002 - 2006.05
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