CURRICULUM VITAE

NAME: Elsie K. Mponda

PROFESSION: Administrative Assistant / Executive Assistant

NATIONALITY: Malawian

AGE: 43

GENDER: Female

DATE OF BIRTH: 30/10/1978

QUALIFICATIONS:

: Masters Degree in Business Administration – UNICAF University

(Ongoing Studies)

: Bachelor of Arts Degree in Business Administration (Pending

Results in Marketing Research only) - Cyprus Institute of Marketing (BVI)

: Advanced Diploma in Business Administration - Cyprus Institute of Marketing (BVI

: Diploma Certificates in Marketing Management

- Cyprus Institute of Marketing (BVI)

: Advanced Diploma in Rural & Community Development (ABMA)

: Certificates in Secretarial Studies - PITMAN

Holder : Class C1 SADC Driving License (Motor Vehicle)

CONTACTS 088-***-**** Email: adlosa@r.postjobfree.com

CAREER PROFILE

I am an energetic young lady, geared and committed to deliver services to the best of my ability in a professional and diplomatic manner. I discharge my services to all kinds of people without discrimination. I have over 15 years of work experience. I am competent to create and sustain confidence and work in accordance with the established ethical organizational standards, dynamic and creative. A very highly motivated self-starter with bias towards teamwork. Result oriented and high-level of paying attention to detail. Ability to work with minimum supervision and under pressure as well as independently. Ability to interpret and manipulate large amount of data. Rich blend of accounting, administrative and leadership capacity. Excellent understanding of Donor rules and regulations with Donors and International Organizations (World Bank, USAID, Icelandic Government, DfID, Royal Norwegian Embassy and the United Nations). Very confidential and sensitive to information sharing. So innovative and logical thinker executing, Basic Accounting, Compliance, Reporting, Budgeting, Donor Agreements and Cooperatives, Internal Controls and Operations. Strong Ability to learn, Adapt and Promote new ethical Standards while maintaining high levels of integrity and Professionalism whilst maintaining Standard Operating Procedures, Strategically Focused, Professionally trained in Event Management, protocol and communication The different meanings of protocol and its role in both the private and public sector, Cultural awareness, Invitations, Guest lists, Presentation of guests, Reception and Dinner, Management of Hospitality, Flags, Anthems and Logos; History of flags, The meaning of colors and different designs, The appropriate way to display country flags, Laws, customs and observances as well as how to show the correct respect during national anthems and determine flag and logo precedence. Flags and the order of precedence in International organizations, Corporate & Media; The importance of Media Coverage, Crisis Communications, Media Pools, Press Conferences and many more and the need to respond to the modern rules of engagement and to be aware that building relationships depends on recognizing the different cultures that we face throughout the world with Marketing Management Skills

CORE COMPETENCIES

Professionalism – I have good drafting skills in English and good knowledge of computer skills including Microsoft Office Word, Excel and power Point, Lotus Notes, Email, Internet, MS Publisher and Access. Proficiency with IRIS filing. I have vast knowledge of general office and administrative support.

Excellent Customer Service Skills including ability to handle difficult clients and ability to deliver difficult messages. I show pride in work and achievements. I am effective and efficient in meeting commitments, observing deadlines and achieving results.

Working with others– I am approachable and I make every effort to co-operate with other people. I treat others with courtesy and consideration regardless of work pressure. I treat all colleagues with equal respect regardless of their age, grade, and racial, cultural or religious identity and am conscious of my own biases. and format to match the audience. I demonstrate openness in sharing and keeping people informed.

Team Work – I work collaboratively with colleagues to achieve organizational goals. I solicit input by genuinely valuing other people’s ideas and expertise. I am willing to learn from others as well.

•Planning and Organizing – I develop clear goals that are consistent with agreed strategies. I identify priority activities and assignments. I adjust priorities as required. I allocate appropriate amount of time and resources for completing work and use time efficiently.

CAREER PROFILE

Receptionist / Protocol Clerk: - United Nations Population Fund (UNFPA)

Receptionist / Administrative Assistant: - Counterpart InternationalUSAID / STEPS Project

Receptionist / Administrative Assistant: I-TECH Malawi Office

Event / Conference Manager – IVETA Malawi 2012 Conference

Human Resource Assistant / Consultant: I-TECH Malawi Office

Administrative / Logistic Officer – World Bank Malawi Country Office, WSP-AF Region Water and Sanitation Project for Africa

Receptionist at World Bank Malawi Country Office

Team Assistant (Back-up) - World Bank Malawi Country Office supporting Health and Education teams

Secretary / Administrative Assistant - Malawi Red Cross Society, HIV/AIDS Project, Malaria Control Programme, TB Control and OVC Programme, UNHCR Refugee Care Programme as well as Marketing & Fundraising Coordination Unit

Administrative Assistant / Secretary - Scripture Union of Malawi

PROFESSIONAL QUALIFICATIONS

•Bachelors Degree in Business Administration Passed 24 Modules (Pending Results in Research Marketing only)

•Diploma Certificate in Marketing Management

•Advanced Diploma Certificate in Business Administration

•Certificates (PITMAN) - Secretarial Studies

Diploma Certificate in Rural and Community Development

Advanced Diploma Certificatein Rural and Community Development

Vast Knowledge of modern-computer packages used by International Organisations e.g. e-mail and Internet, Lotus Notes, Atlas, Microsoft Word, Publisher, SPSS, Sage Line 50, Quick books Pro,Atlas / PeopleSoft, Excel and Outlook.

POSITIONS HELD

•Receptionist / Protocol Clerk: - United Nations Population Fund (UNFPA)

•Receptionist / Administrative Assistant: - Counterpart International

•Receptionist / Administrative Assistant:– I-TECH Malawi Country Office

•Human Resource Assistant – I-TECH Malawi Country Office (Consultancy)

•Receptionist - World Bank Malawi Country Office

•Team Assistant(Back-up) - World Bank Malawi Country Office supporting Health & Education teams

•Administrative / Logistical Officer – World Bank Malawi Country Office, WSP-AF Region Water and Sanitation Project for Africa.

•Event / Conference Manager – IVETA Malawi 2012 Conference www.iveta.org

•Rapporteur – HIV- Free Generation Country Mission to Malawi (Former African Presidents)

•Secretary / Administrative Assistant: Malawi Red Cross Society - HIV/AIDS Project, Malaria Control Programme, TB Control, OVC Programme, UNHCR Refugee Care Programme as well as Marketing & Fundraising Coordination Unit

•Administrative Assistant / Secretary - Scripture Union of Malawi

JOB EXPERIENCE AND DUTIES

1.Receptionist / Protocol Clerk: - United Nations Populations Fund (UNFPA)

Period: September, 2018 – January 2021

Duties

Supporting Technical Team and all Stakeholders, Donors, Government Projects in Planning and Implementation of Project Activities which includes: Finance, Procurement, Logistical issues, Administrative duties, Human Resource and Daily Office Procedures and Operations.

A. Ensuring the provision of Front-desk Service and Telephone Communication Services:

•Monitor all visitors to the office, manage front line security.

•Receive and orient people.

•Assist visitors by providing directions and accurate information related to UNFPA.

•Provide basic information about UNFPA, when required.

•Ensure the management and planning of the front desk coverage.

•Provides telephone communication to ensure the operation and management of the telephone switchboard in accordance with appropriate protocol.

•Call Management by ensuring continuity of business through the weekly checking and testing of all lines and ensuring that telephonic services are paid for. Follow up on any lines that are out of order.

•Ensure the reception area and corridors are welcoming and tidy.

•Review non confidential outgoing couriers, identifying missing attachments and liaise with sender.

•Ensure staff/personnel certificates of security are updated and correctly filed. Filing of Mandatory Learning Course Certificates and monthly reminding staff to complete trainings.

B. Administrative & Logistical support:

•Coordinate the requests for the use of the conference rooms and their assets.

•Provides Stores Management services by ensuring high quality, accuracy and consistency of work.

•Manage Conference Room Calendar by ensuring no double bookings for Conference Room usage.

•Ensure logistical support in the organisation of workshops in the CO, including refreshments, flipcharts, projector and ensure availability of Registration Forms. Scan and upload Registration Forms into google drive.

•Ensure effective provision of Water and Electricity for Official Use.

•Digitise all necessary documentation and store in electronic systems; including ensuring that invoices and delivery notes are entered onto the invoice management system.

•Effective filing of Official Documents TAs, F10 and Vendor Forms. Filing of Completed F10, Travel Authorization (TAs) and Vendor Forms accordingly. Filing of approved Travel Authorisation (TAs) and back up of the Office Filing & Admin clerk.

•Perform all other Clerical, Administrative, and Logistical related duties where necessary.

•Provide Administrative Support in Information Management, Photocopying, Faxing, Shredding documents, Binding Presentations, Management of Official Travel, Processing Visas, support with Secretarial services in various Meetings and ordering catering services.

•Maintain Voucher Register and timely preparations of Payment Vouchers as well as dispatching cheque.

•Management of Courier and Diplomatic Pouch Services.

•Purchase Order Preparation and Bid Analysis writing for Tender documents.

•Budget Planning and Monitoring for Trainings.

•Provide Administrative Support at high-level events, Facility visits and high-level conferences - ICPD 25 Launch, UNFPA Anniversary, Population and Housing Census Launch etc.

•Provided support in filling of Vendor forms and filing.

•Facilitated Payment of Vouchers and ensure Vendors are paid on time.

•Management of Petty Cash Requisitions by providing quantification of required resources such as Fuel, Transport Reimbursements, DSA / Per diem for activity participants.

•Verifying and validating quotations, Delivery Notes, Invoices and ensure they are registered in Invoice Management System and are duly approved by respective Officers.

•Posting accounting transactions into accounting package.

•Handling of various administrative and accounts related work i.e maintaining files, processing of bills.

Under Humanitarian Commodity Management Unit

In charge of Commodity Register, dispatches, transfers and balances and responsible for Commodity Invoices and shipment Tracker for Family Planning Products.

Input of all data regarding commodity arrivals and maintained documentation of the same and ensured compliance to donor regulations and international and local Supply Chain Standards and follow requirements in in support of maintaining high quality.

•Carefully review Commodity Receiving Documentation.

Protocol Roles

•Provided full range of Executive Support functions to include administrative management and coordination, quality assurance, Document processes and assisted in various Consular related services i. e Note Verbale, Aide Memoir, Passports, Laiser Passe, Visa Processing, VIP Airport Clearance, Flags etc.

•Served as Liaison with the GOM – Ministry of Foreign Affairs and other host government offices.

•Provided Protocol guidance as well as written and verbal translation of official communications and other written correspondence.

•Arranging Official Receptions, Dinners, Lunches for Diplomatic Ambassadors and Stakeholders.

•Developed and maintained Donors List and Government List, Guests List, Order of Precedence, Prepare Invitations for Official functions.

•Update the GOM Contact List on highest priority basis when and where changes in Government Occur i.e Presidential Appointments and positions.

•Develop contacts with Parliament, Ministries, Civil Society, Diplomatic Community and Private Sector to be able to develop guest and meeting list on short notice.

•Translate from English to Chichewa and Vice Versa Diplomatic notes.

•Maintained easy flow of Information between Department of Immigration, Security, Ministry of Foreign Affairs – Protocol Section, Office of the Vice President of the Republic of Malawi, Office of the First Lady of the Republic of Malawi and other Embassies.

•Ensured through Ministry of Health Covid 19 guidelines and latest information on Protocols are provided to high level visits and to request any possibility of 14 days exemption on Quarantine for high level visits.

•Arranged visits for foreign dignitaries which includes liaising Security, external affairs and Photographers as well as Media houses.

•Independently responded to diverse inquiries and made decisions when multiple courses of action are possible.

•Accountable for smooth operation of the office support and related systems by assuming Primary and Coordinating work flow.

•Creating and fostering an environment for successful Diplomacy.

•Performs adhoc administrative duties as needed.

Back up Personal Assistant to the Resident Representative

1.Provide administrative support to the UNFPA Resident Representative and Deputy Resident Representative.

2.Facilitate effective Communications and Information Management Support.

3.Support to External Relations activities.

I.Provided Back-up administrative support to the UNFPA Resident Representative and Deputy Resident Representative.

Provide administrative support to the UNFPA Representative ensuring the smooth and efficient functioning of the UNFPA Representative's office,

Assemble briefing materials and prepare power-points and other for the UNFPA Resident Representative and Deputy Resident Representative.

Support the UNFPA Representative in managing his/her calendar and schedule of appointments and meetings.

Arrange travel/hotel accommodations and other logistics for the UNFPA Representative.

Under the guidance of the Operations unit, undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the UNFPA Representative.

Administer and manage the office staff attendance system.

Maintain the roster of the UNFPA Representative's contacts for easy access and reference.

II.Facilitate Effective Communications and Information Management Support

Facilitate the flow of information/communication between the UNFPA Representative Office and other Units within and outside UNFPA office and enhance this flow of information/communication as needed.

III.Support to External Relations Activities

Review, prioritize and route correspondence to and from the Office of the UNFPA Representative. Follow-up action and keep the UNFPA Representative informed.

Review correspondence for proper internal clearances prior to the UNFPA Representative's signature.

Maintain and organize up to date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.

2.Receptionist / Administrative Assistant: -Counterpart International USAID / STEPS Project

Period: October 2014 – September 2018

Duties

Executive Support and Administration

Serves as Executive Assistant for Chief of Party and Deputy Chief of Party.

Monitors the COP and DCOP incoming and outgoing correspondence, including reports, Mail and emails and assisted in troubleshooting problems, providing back up documentation, and disseminating information as appropriate.

Provide executive support, structuring and prioritizing work and ensuring the highest possible quality of work in collaboration with other functions.

Maintains/updates the COP and DCOP calendars and schedules appointments and meetings.

Consistently maintain the Chief of Party and Deputy Chief of Party’s to do list, ensuring appropriate prioritization of projects with respect to deadlines and organizational developments

Screen all communications to the USAID, with a particular focus on email management.

Ensure that internal and external communications and correspondence from the Chief of Party’s Office and the Office of the Deputy Chief of Party is sent out in a timely manner

Work with the Partners to strengthen the management of the USAID / STEPS Project network of high level partners

Support in operational day-to-day business, taking on administrative and organizational tasks.

Track and reconcile monthly credit card statements in a timely manner and support the Finance Officer with financial/budgetary tasks relating to the Office of the Chief of Party.

Coordinate and prioritize Agenda’s Management

Answers and screens telephone calls; receive and deliver messages.

Provide administrative and logistical support for Executive Management meetings with USAID and other implementing Partners; Organize materials for meetings and including travel briefings for the Chief of Party.

Write, review and disseminate meeting minutes.

Make travel arrangements for Chief of Party and Deputy Chief of Party Offices to include:- overseeing travel authorizations and expense reports, reviewing trip reports for content and format, and coordinating travel arrangements.

Oversee Hotel Reservations Chief of Party and Deputy Chief of Party.

Facilitate Management of Legal Processes and Compliance.

Managed Counterpart International President’s and Vice President visit to Malawi with an extremely active calendar which included a high volume of mission-critical internal and external meetings and engagements with Diplomatic Missions in Malawi.

Arranged Counterpart International President and Vice President complex and detailed travel plans, itineraries, and agendas, including national travel following CPI’s policies and procedures, meeting the President’s requirements, ensuring ease and efficiency of movement, and providing convenient access to venues for the President’s meetings, speaking engagements, etc.

Coordinated and compiled briefings, talking points, and logistics documents in daily briefing binders and in advance of travel. This required much collaboration with and organization of internal and external stakeholders.

Grants Department

Facilitation of Grants Service Delivery Partners Workshops in the following areas: -

Assisted Grants Department with Administrative Support in Proposal Development.

STEPS Project Modification Awards to Implementing Partners.

Development of Request for Applications (RFA) and Expression of Interest (EoI).

Coordination of Partnership between STEPS Project and its implementing partners.

Providing assistance in selection of Consultants for Grants and Organizational Capacity Building Development interventions.

Manning the Reception Area

Manage activities of the reception area related to callers, visitors, and deliveries.

Prepare incoming placing telephone orders for office, computer, and mail/express delivery supplies.

Maintain schedule for conference room use; coordinate arrangements for equipment as needed; provide instructions about use of conference room.

Distribute incoming mail to headquarters staff; prepare incoming mail for distribution to off-site staff.

Management of Courier Services.

Procurement

Oversee the procurement of goods in conjunction with Procurement Associate in compliance with Counterpart and donor rules and regulations.

Provides storage and inventory management (logistics equipment, stationery and cleaning products).

Maintained Office Décor.

Fleet Management

•Ensure proper management of the vehicle fleet, vehicle keys, regular maintenance and good performance of the Logbooks.

•Ensures the organization of transport (daily movement of vehicles) in collaboration with the hierarchical, taking into account the needs of the Project and the safety aspects.

•Notify the supervisor problems occurring on the Vehicles for Project, including damage, loss, theft or attempted break.

•Monitor vehicle use and supervise drivers, as necessary.

Human Resource Management

Interviewing, hiring, and training top-performing teams while ensuring comprehensive adherence to organizational regulations and guidelines.

Developing and implementing company-wide policies and procedures to establish standardization and drive staff compliance.

Conducting Performance evaluations, staff trainings and special project / event management to generate streamlined, efficient operations and achieve organizational objectives.

Overseeing comprehensive administrative responsibilities encompassing records management, correspondence, budgets and insurance and medical administration, stores management and procurement

Establishing solid and trusting partnerships with internal customers and suppliers through exceptional relationship-building skills; utilizing positive energy and interpersonal abilities to secure trust.

Develop and keep up-to-date Projects Administrative Manuals.

Maintenance of Payroll records of staff and consultants inclusive Annual Salary increments.

Setting up Field Offices for Stakeholders when needed, Including Lease Agreements, Procurements, Service Providers, Outsourcing Vendor Management, Telecommunication and Internet troubleshooting.

Preparation of Payment Requisition and Payment Vouchers and ensure Vendors are paid both through Checks and Electronic Funds Transfers (EFT).

Management of Delivery Notes, Goods Receiving Notes, Receipts, Invoices and tracking them using Invoice Management Tracker.

Ensure Bidding Documents are prepared and Bidding is conducted through established National Competitive Bidding (NCB) Procedures specified in the Public Procurement Act 2017 and its associated Regulations of the Republic of Malawi.

Assessment of Vendor Requirements, Eligibility, evaluation criteria are included in the Bidding Documents as well as ensuring all Bids are accompanied by a Bid Declaration Form.

Ensure Vetting of Vendors process is conducted before engaging a potential business partner (Supplier, Employee, Consultants) and declaration of such are made to avoid conflict of Interest.

Ensure Procurement Integrity and Competitive Bidding for all the office procurement.

Assist in maintenance of Assets, Inventory Register and Country Labour Laws and Regulations re observed.

Initiate discussions with Heads of Departments and Team Leads to identity key controls for reviews and analyze business progress to ensure they comply to regulatory standards and best practices.

Ensure Accounting related activities are timely executed to meet deadlines for Monitoring, Evaluation, Reporting, Work Plans, Deliverables and all terms and Conditions of the Awards are met in order to strengthen institutional Capacity of grantees.

Assist in Contract Negotiations between Donor and Partners as well as communicate to Donor requirements and Partner follow-ups with random requests and consultations.

Assess Internal Controls Systems in order to determine weaknesses and recommend Solutions.

Event Management

•Organized Counterpart International STEPS Project Launch.

•Analyzed and Drafted Speeches for Counterpart International Chief of Party, USAID Mission Director and USAID Mission Deputy Director for various events.

•Lead Person in Organizing International Civil Society Organization Conference Logistics, Planning and Identifying venues/event managers / consultants, uploading and organizing data.

•Represents Counterpart at external meetings focused on Meetings, Workshops, events and report back on findings.

Public Relations Responsibilities

•Press Release and its ethics.

•Social Media.

•Management of Press Conferences and Interviews.

•Dealing with Journalists enquiries.

•Management of Radio and Television Interviews.

•Handling difficult questions on telephone.

•Monitoring what is said, where and by who.

•Responding to negative feedback positively.

•Maximize PR Budget and Resources on events and meetings.

•Effective Management and implementation of PR related activities.

3.Receptionist – World Bank Malawi Country Office

Period: 2008 – 2011

Detailed Roles, Responsibilities & Deliverables, including milestones and deadlines.

Reception Duties

1)Operating the PBX Switchboard

Answering the phone and directing calls to the appropriate individuals.

Timely delivery of telephone messages through email, phone or verbally.

2)Screening and Attending to Visitors

Screening visitors and checking with members of staff before letting them in.

Attending and serving visitors, making them comfortable while they await assistance.

3)Sorting, Distribution of Incoming Mail, Preparing and sending of Outgoing Pouch

Timely sorting, recording and distributing in-coming mail. Ensuring that out-going mail is collected from the reception for delivery and sending reminders to the drivers if mail is not collected.

Maintaining an up to date electronic incoming mail and pouch register.

Ensuring adequate follow-up for courier, Pouch and other deliveries, ensuring that all enclosures and attachments have been incorporated accurately.

Ensuring that urgent mail/messages is delivered immediately.

4)Distribution of Checks

Calling clients to request them to come and collect their checks and requesting drivers to deliver checks when necessary and making sure that all checks are signed for when being collected or delivered.

5)Staff Tracking using VOIP, Radio Checks and Staff Travel Tracking System

6)Backing Up Team Assistants

Assist in preparation of Logistical planning for various events, conferences, workshops, thus confirming participants’ attendance, arranging for their travel and accommodation, ordering snacks and food for meetings, etc.

Making VC (Video Conference) and Teleconference reservations and ensuring the necessary facilities are available.

Arranging and following up on appointments and meetings.

7)Provision of Support to Communication Officer

Assist in preparation of Logistical planning for various events, conferences, workshops,

Arranging and following up on appointments / meetings.

Answering questions from external clients on World Bank Scholarships and Small Grants on behalf of the Communications Officer.

8)Maintaining Petty Cash/Access Cards

Ensure that all requests are directed to the Resource Management Analyst (RMA).

Ensure that requests have been approved before releasing any cash, ensure to get receipts for reconciliation purposes and Petty Cash Reconciliation.

4.Team Assistant (Back-Up) – World Bank Malawi Country Office

Rendering day to day assistance to the Task Team Leaders for Education & Health teams as follows:

Drafting routine correspondence.

Incorporating agreed comments into documents by making full use of shared drives and software.

Setting up meetings and monitoring them by ensuring that all logistics are in place for various events like conferences and workshops.

Providing assistance and information on project related matters and sector related issues.

Provide and carry out the full range office support work, including managing processes and monitoring schedules related to the Sector program and staff, World Bank staff, consultants, and others as requested.

•Tracks assigned tasks/project steps/ timetables, coordinates with relevant staff, provide assistance and/or information on project-related matters.

•Maintain current distribution lists, addresses list of projects/products concerned, and distributes documents for the team.

5.Administrative / Logistic Officer – Hired by World Bank Malawi Country Office Water & Sanitation Project Africa Region – WSP-AF

Rendered services as follows: -

•Coordination of meetings for local missions in an efficient and effective manner.

•Responsible for tracking shipments and handling operations in a cost-effective manner.

•Daily management of hired vehicle and Fuel Management as per procedures and Supervision of Baseline Survey drivers.

•Ensure standards are adhered to and Survey health equipment from the Research Team meets safety and security standards and health

•Submission of Financial and Activity Reports to the Task manager.

6.Tracing Secretary/Administrative Assistant - Malawi Red Cross Society

Period: August 2004 – January 2008

Implementation of Malaria Control Programme, OVC Programme, HIV & AIDS, Refugee Care Project also serving the Marketing &Fundraising Coordinator

General Administration

Ensure effective, productive, and efficient support to the line managers offices. Answer and direct phone calls; maintaining a detailed message log for unanswered calls

Organize and schedule appointments

Responsible for payment of bills for services, utilities and purchases in general for office and delegates houses such as Utility bills; (Water, Electricity and telephone), security, copier machines, the internet and others.

Maintain an updated inventory of all assets of the office.

Ensure proper maintenance of office equipment.

Provide administrative support to delegates (according to guidelines).

Assist in the planning of meetings and ensure detailed minute taking when required.

Develop and maintain an effective administrative filing system.

Maintain office policies and procedures

Adequate maintenance of storage for archiving records for the Office

Contact this candidate