CHRISPINUS KUBAI

Summary

Address:

Kikuyu Road, Dagoretti South, Nairobi-Kenya

Phone:

+254***-******/ +243-***-***-***

Email:

ad28mz@r.postjobfree.com

ad28mz@r.postjobfree.com

A highly organized Administration and Compliance Manager with over 15 years’ experience with proven office management and project support skills and lots of initiative. Able to interact with people at all levels and capable of ensuring the office runs like clockwork. Experience organizing and supervising of operations activities in a busy office environment, all within budgets and to tight timescales. Knowledge of using a range of office software, including email, spreadsheets, web-based management systems such as Salesforce, PRISM, SUN, Bamboo HR, Transfora and databases.

Skills and attributes

o Strong project management skills-Knowledge to track project finances and assets’, project reporting o Customer service-Excellent working relationships with internal/external clients o Leadership & Team Building- Working with other team members for the success of the organization. o Good communication Skills- Ability to make and do effective presentations, have an excellent command in spoken and written English, Swahili and basic Spanish. o Innovative- Firm believer in working smart, creative thinker. o Policies and legislation interpretation skills- Always detailed oriented to deeply understand guidance o Good Organizational Skills/High Initiative- I work under minimal supervision and like being innovative o Versatile/Fast Learner- Always willing and able to learn new things to improve on my performance at work Education

2023: Aug-November: Havard University Online

Humanitarian Response to Conflict and Disaster- Online 2020: Ongoing St. Paul’s University

B.A. Peace and Conflict Studies

2010-2011: Kenya Institute of Management (KIM)

Diploma in Public Relations Management (PRM)

2007-2008: Kenya Institute of Management (KIM)

Advanced Certificate in Business management

2006-2007: Crown Ways Institute of Languages

Certificate in Spanish Language

2001-2002: Grapes Computer College

Diploma in Computer Applications

WORK EXPERIENCE

December 2022- To Date: Administration and Liaison Officer- GCC/Agility- Contractor to UN Stabilisation Mission (MONUSCO)- GOMA, DR Congo

o Liaison between GCC Services internal departments and UN Stabilisation Mission (MONUSCO) in D.R. Congo, ensuring that operations matters or contractual issues are raised with the client and feedback relayed to the respective GCC Services departments in a timely manner and properly documented. o Coordinating with Supply Chain to ensure that received documentation from suppliers are in line with shipping documentation requirements as outlined in the MONUSCO contract o Monitoring and managing project communications through official Note Verbale, memos between the contractor ( GCC) and client ( UN Stabilisation Mission in D.R Congo) o Liaising with the Project Quality Assurance team and facilitating resolutions of quality compliance issues with UN MONUSCO

o Coordinating the invoicing team to ensure invoicing and finance requirements are in line with UN MONUSCO contract.

o Collaborating with corporate office in reviewing the contract and seeking amendments where necessary o Managing procurement process, raising Purchase Orders (POs) using INFOR Solutions system o Attending business operational and monthly performance review meetings at the UN Mission o Coordination and booking of internal teams travel through UN options relating to performance of work. o Coordinating implementation and regular monitoring of the project milestones. o Management of new visa and work permits processing and renewals, including UN access badges September 2019- December 2022: Consular Officer- Embassy of Ireland in Nairobi o Managed Consular customer service desk

o Co-ordinated visa and consular appointments at the Embassy o committee member of small grants management cycle o Supported the Head of Development Cooperation in identifying project partners for collaboration o Interviewed visas and passports applicants adhering to Irish immigration rules and regulations o Security focal point- tracked all security updates from our security providers in Kenya and Somalia o Managed all Consular financial accounts and procurement procedures o Kept inventory of visa stickers, visa fees and monthly accounting reports o Processed approved visas and passport applications using immigration software o Facilitated eligible refugees’ settlement applications to migrate to Ireland o Compiled Consular statistics for Kenya and countries of accreditation o Maintained systematic archiving system of old documentation as per Irish government policies o Member of Crisis Committee with a role of Consular Assistant o Frequently updated Travel advise for Kenya, Sudan, Somalia and Eritrea o Sat in for finance officer while on leave

April 2018- April 2019: Country Office Manager and HSS Focal Point- Aktis Strategy Limited, Sub Saharan Africa Office in Nairobi.

o I successfully set up regional office in Nairobi and ensured conducive working environment o Business development focal point for FCDO funded Somalia Security and Justice Sector Reform Programme, Phase III project

o Managed tender bidding process for Sub-Saharan region in collaboration with corporate office in UK o Submitted timely and accurate cash flow projections to finance department in the UK. o Monthly financial reporting of all Sub-Saharan Africa Regional accounts o Initiated and managed Aktis development contracts with donors ( FCDO and EU) o Coordinated company regional events and official visits. o Managed procurement process for project supplies in Kenya, Somalia and Somaliland strictly adhering to company procurement policies.

o Managed and supervised field staff in Somalia and Kenya o Initiated contracts and leases and managed relationships with implementing partners and vendors. o Maintained updated inventory of company and projects assets. o Worked very closely with HR Specialist at the UK office and ensured HR compliance o Applied and processed work permits and special passes for Company expatriates o Assisted in local staff recruitment process and ensured excellent onboarding and offboarding o Prepared and submitted payroll computation to Tax advisory company and managed staff pension plans o Liaised with Head of HSS based in in the UK office for guidance on Health Safety and Security (HSS) compliance

o Security focal point- Tracked all security updates from our security providers in Kenya, updated the risk assessment and HSS plan for the country as necessary o Provided guidance on the security situation in Nairobi and across Kenya to the team and visitors as required

o Made recommendations to the company country HSS Manager on HSS-related decisions. Nov 2015 - March 2018: British High Commission Nairobi-Team Administrative Assistant o Forecast and monitored team’s budget by submitting timely and accurate cash flow projections and requests

o Managed procurement processes adhering to UK procurement policies o Evaluated applications for funding requests before recommending to project managers o Coordinated travel arrangements for FCO VIP visits and team members. o Participated in small grants management cycle

o Supported the Head of Development Cooperation in identifying project implementers for collaboration o Planned and conducted induction training for locally engaged and UK based new staff on FCDO systems and processes

o Managed team’s holiday approvals and logged sick leave o Arranged travel and accommodation for staff and associates relevant to the High Commission’s projects operations.

o Supported DFID and FCO Project managers in drafting, proofreading of contracts and budget allocations o Managed UK Chevening Scholarships programme and Chevening Kenya Alumni Network project. Feb.10th - April 30th 2015: Royal Danish Embassy in Nairobi- Administration/Protocol Officer. o Managed Ambassador and Deputy Ambassador’s busy Calendars by planning and scheduling meetings, conferences, Video and teleconferences, dinners, luncheons, seminars, courtesy calls. o Applied for various permits, visas, duty free and VAT exemptions for Embassy diplomats. o Coordinated all Protocol procedures with MFA and other Kenya government departments for the arrival and departure of Embassy VIPs.

o Drafted and sent invitation cards, prepared menu cards, table sitting arrangements and guest lists. o Supported Project managers- drafting, proofreading of contracts and budget allocations. o Organized and coordinated high-level meetings, conferences, workshops for the Ambassador’s Office o Supported DANIDA project managers in drafting briefing notes, PowerPoint presentation, note taking 2003-2013: Embassy of Colombia- Office Administrator o Supported the Head of Consular in visa, passports, apostilles and general Consular matters o Coordinated general office administration standard operating procedures (SOPs) o Prepared embassy monthly account reports

o Ensured timely payment of local staff, international staff and suppliers o Ensured HR admin support on records/staff files are up to date including current contracts, contact details for all staff including emergency contacts as may be requested by the Finance Manager. o Organized induction of new staff members and ensured induction materials are kept up to date o Coordinated absence management through advice to administration and staff on annual leave, compassionate leave, maternity leave etc. and maintained the absence records. o Management and maintenance of buildings and services o Supervised cleanliness of the office and guest house through outsourced staff o Liaised with landlords on office maintenance, lease renewals and rent payment o In consultation with the Finance manager, I ensured the general health and safety of the office o Ensured fire procedures are updated and clearly communicated o Ensured first aid kits are complete, in date, and advise on their location and use TRAININGS

o Digital Peacebuilding 101: introducing technology for peacebuilding- By Build Up August 2023 o Events management training by the UK Foreign and Commonwealth office o Preventing Election Violence certificate from United States Institute of Peace o Kenya Red Cross Society First Aid Training in Nairobi, March 2020 o Crisis Management Certificate and Brentwood Open Learning College-UK 2020-m Online o Program and Project Management Course( PPM) in Pretoria under Foreign Commonwealth Office Learning & Development in Pretoria- South Africa, June 2016

ACHIEVEMENTS

o I successfully registered Aktis Strategy Ltd regional office in Nairobi, ensured legal compliance and conducive working environment. I also assisted the company to bid and worn Anti-Terrorism capacity project contract in Kenya worth a $6 million (Anti-Terrorism Police Unit (ATPU) funded by UK Foreign, Commonwealth and Development Office (FCDO).

o I successfully coordinated High-Level UN conference on Sustainable Development Goals (SDGs) towards Rio+20 in 2012, a proposal by the government of Colombia. o While working at the British High Commission, I successfully coordinated Conference Logistics and Protocols procedures for UK delegates attending IGAD Summit in Nairobi 24-25 March 2017 and oversaw logistics for AU and UK delegates during TICAD VI conference held in Nairobi 27-28 August 2016. REFEREES

1. Dzingai Matsika, Logistics Manager

Gulf Catering Company (GCC Services)

UN MONUSCO, Goma in DR Congo.

Tel: +263-**-***-****

Email: ad28mz@r.postjobfree.com

2. Stephen Fagan

Embassy of Ireland

Tel: +353 083*******

ad28mz@r.postjobfree.com

3. Boniface Osolo- Regional Security Manager, Sub-Sahara Africa Aktis Strategy Ltd, UK Kenya office

Tel: +254-*********

Email ad28mz@r.postjobfree.com

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