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PURITY MAKENA

P.O Box ***, MERU

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

Email: purymacky @gmail.com

CAREER PROFILE SUMMARY

A resourceful and keen to detail professional who has excelled in managing numerous administrative tasks. A summary of my skills revolve around; administration, customer service, phone etiquette, relationship management and office management. Highlighting my experience is the following; providing general administration support, managing internal and external communication, organization of meetings and other events, managing travel arrangements for the CEO and Board members, developing departmental work plans, coordinating logistics, carrying out data entry and undertaking office reception duties, both in person and on the telephone, including taking messages for other staff. Most notably, I am capable of building relationships with clients that translate to increased revenue. I am seeking a position where my experience and vast skills in administration will be utilized in achieving the organization’s goals. EDUCATION BACKGROUND

• Bachelor of Business Office Administration Management – Mt. Kenya University; Ongoing

• Higher Diploma in Secretarial Management – Temple Business Institute 2015 – 2016

• Diploma in Secretarial Studies- Nkabune Technical Training Institute; 2007 to 2009. KEY SKILLS AND COMPETENCIES ACQUIRED

• Administration skills: Experienced in managing administrative functions, for example handling emails and telephone calls, planning meetings and schedules for the CEO, ensuring the smooth running of office operations, and ensuring that office equipment is well maintained or handled.

• Customer Relations: Expert in customer relations having successfully managed client expectations by understanding their needs, meeting them, and applying professionalism.

• Office Management: Acquired skills in general office administration duties for example; interacting with clients whilst ensuring the proper filing of office documents.

• Relationship Management: Capacity to build trust and rapport with clients to gain an understanding of their business and their needs.

• Phone Etiquette: Well-versed in handling calls using the standard telephone etiquette procedure to understand the caller's request and fulfil it.

• Communication skills: Excellent communication skills with the ability to relate with all the staff working in the department and taking time to listen to staff inquiries, complaints and identifying their needs.

• ICT Competency: Proficient in the windows environment, competent in Microsoft Office, navigating the internet and emails.

WORK HISTORY

Office Administrator

Council of Legal Education – Chief Executive Office; October 2023 to Date Duties and Responsibilities

• Providing general administration/coordination in the Secretary/Chief Executive Officer`s office.

• Managing internal and external communication in the CEO`s office, managing the CEO`s diary and appointments, and also managing travel arrangements for the CEO and Board members.

• Developing departmental work plans, procurement plan, budget and schedule of activities.

• Organizing the timely workflow and maintaining an efficient filing system in the CEO`s office.

• Acting as a liaison person between the CEO, the Board, Council Committees, stakeholders and other departments in processing information.

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• Planning and scheduling Board, Committee and Departmental meetings and ensuring that members of the Board and Heads of Departments are timeously informed on the dates of meetings for timely preparation of matters for consideration.

• Preparing and compiling reports/Board papers for discussion by the Council/Board and committees and uploading them on the e-Board system

• Attending Board, Committee, and Departmental meetings to record, process, and distribute minutes.

• Supervise junior staff in the Office of the CEO

• Maintaining and ensuring safe custody of the Council/Board and committee minutes.

• Screening of all correspondence received in the Executive Office

• Drafting letters and correspondences on behalf of the CEO.

• Follow-up on implementation of Council decisions with departmental heads

• Processing and providing safe custody of reports, Council and departmental minutes, policy documents, and other confidential and important documents.

• Processing qualified Bar candidates for gazettement in liaison with the Examinations department.

• Printing Transcripts and Certificates of Compliance for Bar candidates.

• Facilitating licensing of Legal Education providers.

• Preparing licenses for approved legal education providers.

• Coordinating logistics for workshops, seminars, retreats, and public relations activities to ensure the smooth flow of such activities.

• Custodian of the organization`s seal

• Ensuring the security of office equipment and documents

• Preparing the annual procurement plan for the Executive Office

• Preparing the annual budget for the Executive Office and the Board.

• Carrying out any other duties that may be assigned. Senior Assistant Office Administrator

Council of Legal Education- Chief Executive Office; October 2020 to October 2023 Duties and Responsibilities

• Providing general administration/coordination in the Secretary/Chief Executive Officer`s office.

• Managing internal and external communication in the CEO`s office, managing the CEO`s diary and appointments, and also managing travel arrangements for the CEO and Board members.

• Developing departmental work plans, procurement plan, budget and schedule of activities.

• Organizing the timely workflow and maintaining an efficient filing system in the CEO`s office.

• Acting as a liaison person between the CEO, the Board, Council Committees, stakeholders and other departments in processing information.

• Planning and scheduling Board, Committee and Departmental meetings and ensuring that members of the Board and Heads of Departments are timeously informed on the dates of meetings for timely preparation of matters for consideration.

• Preparing and compiling reports/Board papers for discussion by the Council/Board and committees and uploading them on the e-Board system

• Attending Board, Committee, and Departmental meetings to record, process, and distribute minutes.

• Communicating Board resolutions to departments for implementation.

• Maintaining and ensuring safe custody of the Council/Board and committee minutes.

• Being the Administrator of the e-Board system.

• Screening of all correspondence received in the Executive Office

• Drafting letters and correspondences on behalf of the CEO.

• Follow-up on implementation of Council decisions with departmental heads

• Processing and providing safe custody of reports, Council and departmental minutes, policy documents, and other confidential and important documents.

• Typing, printing, packaging, and providing safe custody of Bar Examinations.

• Processing qualified Bar candidates for gazettement in liaison with the Examinations department.

• Printing Transcripts and Certificates of Compliance for Bar candidates. 3

• Facilitating licensing of Legal Education providers.

• Preparing licenses for approved legal education providers.

• Coordinating logistics for workshops, seminars, retreats, and public relations activities to ensure the smooth flow of such activities.

• Maintaining the Organization complaint register and maintaining the organization’s Gift and Conflict of Interest Registers and Reports.

• Custodian of the organization`s seal

• Ensuring the security of office equipment and documents

• Preparing the annual procurement plan for the Executive Office

• Preparing the annual budget for the Executive Office and the Board.

• Carrying out any other duties that may be assigned. University of Nairobi

Secretary Grade A – 16

th

January 2017 to 30

th

September,2020

Duties and Responsibilities

• Prepared regularly scheduled reports.

• Ensured Departmental ISO procedures are followed.

• Handled departmental logistics on seminars, retreats, training to ensure smooth flow of such activities.

• Screening documents marked for the Director`s attention

• Preparation of the Institute procurement plan

• Maintained proper records for Post-doctoral and master’s students on their thesis submission progress status.

• Act as liaison person between the external examiners, lecturers, and students in the Institution.

• Producing documents, typing letters, memos, briefs, report, minutes and maintaining confidentiality of documents in the department

• Maintaining office systems of data management and files for efficient record referrals

• Drafting requests for additional/replacement of the administrative staff posts, consulting with faculty manager on the development of the case

• Coordination of departmental orientation week programs of events

• Disseminating information within the department about new University Policies and procedures through emails to staff

• Financial Management of Petty cash accounting

• Preparation of the Performance Contracting Evaluation evidence for the institute for compliance purposes.

• Ensuring security of office records, equipment and documents

• Maintains customer confidence and protects operations by keeping information confidential

• Organizes events and welfare club and give an account of every finance collected in the Institute for Climate Change & Adaptation

• Communicates to all student thus keeping them all updated on every ongoing requirement and ongoing activities in the University

Administrative Assistant

Ministry of Health – November 2010 – December 2016 Duties and Responsibilities

• Typed and designed general correspondences, memos, and reports.

• Performed day-to-day administrative functions and general office duties.

• Undertook office reception duties, both in person and on the telephone, including taking messages for other staff.

• Assisted with the organization of meetings and other events.

• Recorded minutes during the District Health Management Team meetings of the Dagoretti Sub County.

• Processed incoming mail and email drafts and edited correspondence when required.

• Maintained a tidy and efficient office environment.

• Organized and scheduled meetings and appointments.

• Produced and distributed correspondence memos, letters, and forms. 4

• Assisted in the preparation of regularly scheduled reports.

• Developed and maintained a filing system.

• Ordered office supplies and assisted in recruitment of Community Health Workers. OTHER PAST EXPERIENCES

Fina Bank

Sales Representative February 2010 – July 2010

• Receiving customers and guiding them on the banking process

• Making sales of the bank accounts and marketing the bank loans

• Opening all type of accounts for the customers ·

• Assisting the customer to apply for loans ·

• Keeping records for customers in order to be able to maintain follow ups Tender Touch Counseling and Training Centre

Secretary – November 2009 to February 2010

• Booking appointments for clients

• Guiding them on how to fill in the concept forms

• Ensuring the office duties are clearly attended to.

• Maintaining general cleanliness of the office

• Keeping the counselor diary well-updated

• Typing all the correspondence in the office and filing them well

• Preparing all the materials required by the counselor during the sessions in time Kenya Tea Development Agency Limited (KTDA)

Secretary on attachment September 2008 – December 2008 OTHER ENGAGEMENTS

• Secretary to the Council of Legal Education Management Committee from July 2021 to date

• Secretary to the Council of Legal Education Gender & Disability Mainstreaming Committee July 2021 to date

• Participant – Setting and Moderation of Advocates Training Program Examinations February 2022

• Invigilator – Council of Legal Education Advocates Training Program Examinations (June 2021 to date).

• Data Entry Officer - Council of Legal Education Bar examinations (June 2021 to date).

• Member of various Ad hoc Tender Evaluation Committees at the Council of Legal Education

• University of Nairobi Examination Typing 2020

TRAINING

• Certificate – Public Procurement & Asset Disposal Act 2015 & Regulations 2020; KISM; June 2022

• Certificate – Conduct of Meetings & Minute Writing; Kenya School of Government; March 2022

• Certificate – Board Induction Training; ICPAK; January 2022

• Certificate – Secretarial Management Course; October 2021

• Certificate – Administrative Excellence for Executive Assistants & Personal Assistants – HAM International May 2021

• Certificate – Quality Management Systems ISO 9001:2015 Internal Quality Audit – KEBS – August 2023 REFEREES

Ms. Jennifer Gitiri, HSC

Ag. Secretary/CEO

Council of Legal Education

P O Box 829 – 00502

KAREN, NAIROBI

Email: ad4yhe@r.postjobfree.com

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Cell: +254-*********

Prof. Daniel Olago

Associate Professor of Geology

Director of the Institute for Climate Change & Adaptation UNIVERSITY OF NAIROBI

Email: ad4yhe@r.postjobfree.com

Cell Phone: 072*******

Mrs. Alice Githumbi

Senior Administrative Officer

Ministry of Health

P O Box 30016 – 00100

NAIROBI

Email: ad4yhe@r.postjobfree.com

Cell phone: 072*******

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