Commercial awareness, Teamwork,Problem solving,Organisation skills

BIJUMA BEBBORA

PHONE (+***) (0-723-***-*** OR (+254) (0-733-***-*** E-MAIL: ********@*****.***,

CAREER SUMMARY:

Experienced Executive Assistant with 14 years of experience, a graduate of USIU-A with a Master’s degree in Business Administration and a bachelor's degree in business administration with diplomas in Air travel, I.T and Japanese language. Dell and Galileo system certified

I have gotten core management and project management experience from Tata chemicals that relates to what your organization’s needs.

I efficiently support C-suite executives and being a thought partner, in a close working relationship in an ambiguous and complex environment. I have regular contact with the organization's partners globally and participate in activities as advised by the senior management, the board and government officials.

I am a commercially astute individual who has the ideas and drive needed to engage and influence important key decision makers in your organization. Fully proficient in all MS office packages; (Windows, Word, Outlook, Excel and Exchange) and progressive CRM experience. Experience in coordination of executive meetings and logistical support for meetings. Experience in international travel coordination. Ability to provide responsive customer focused support.

Experience working with non-profit organizations. Working knowledge of GAAP and IFRs.

I have an impressive background of managing multi-million budgets while providing account support within product development departments. Nine years of experience in programme management, administration and operations. Strong problem solving skills and ability to structure and lead projects

I have worked to reduce business expenses and develop logical and advantageous operating plant budgets. Experience creating quarterly accruals based on trends and forecasted expenses. Monitoring and processing of transactions in SAP accounting software. Organization and delivery of reconciliation information to the Internal Audit and Reporting team;

SAP system excellent user in areas including Project Management, Business Operations, Finance, HR and procurement.

ACHIEVEMENTS

5S champion, Administration department at Tata Chemicals Magadi Ltd

Organised, prepared and sat in meetings with governor of kajiado county

Recognized for improving operational efficiencies by facilitating a claims management system at Tata chemicals Magadi

Awarded for exemplary performance by Mini Bakeries(N)Ltd-Employee of the year 2014

Class representative Kenya Methodist University (Finance class of 2014-2016)

EDUCATION

UNITED STATES INTERNATIONAL UNIVERSITY-AFRICA, Nairobi –Nairobi (May 2017-December 2019)

Masters of Business Administration – Finance (26th September 2020)

KENYA METHODIST UNIVERSITY, Nairobi –Nairobi (Jan 2014-Aug 2017)

Bachelors of Business Administration – Finance (14th October 2017)

REGIONAL CENTRE FOR TOURISM AND FOREIGN LANGUAGES COLLEGE, Nairobi –Nairobi (May 2004- Dec.2005)

Diploma in Air travel, Ticketing and Tourism Operations (IATA) (19th Aug, 2005), Japanese Language- Certificate (Feb. 21st 2005). Information Technology- (Information Processing) (26thNov.2004)

KIRIARI GIRLS’ HIGH SCHOOL, Embu –Manyata (2000-2003) Kenya Certificate of secondary education – Certificate (2003)

SHORT COURSES

TATA CHEMICALS MAGADI LIMITED: Customer Service Training Certificate (March 2017 (5th -7th))

TRAVEL PORT KENYA: Galileo Certificate (August 2012 (6th -10th))

MFI ENTERPRISE SOLUTIONS: Dell Technical Training-Certificate (May 2011-June 2011)

SWISSPORT KENYA LIMITED: Nairobi Immigration Liaison Training certificate of Training (Basic documentation) (Oct 4th 2007)

TRAININGS

Effective Customer Service Training-Tata Chemicals Magadi Ltd

SAP(fico) Training- Tata Chemicals Magadi Ltd

Handling and checking in dangerous goods -Swiss Port Kenya Ltd and African Express Airways

WORK EXPERIENCE

TATA CHEMICALS MAGADI LIMITED, Magadi- Kajiado

Senior Executive Assistant to Chief Executive Officer, Oct 2015 –present

Executive Management- Provide quality and high level confidential secretarial support

Managing meetings at the executive/board level and where government agencies and the governor are involved

Deal with confidential information and high integrity.

Coordinates proactively among India operations teams (finance, business services, HR, legal) to ensure early and efficient problem-solving and resolution.

Managing Projects. Facilitate effective utilization of the CEO’s time, through identifying priority matters

Assist the CEO with decision making through: Conducting research on assigned topics, drawing on information from across the company and elsewhere, Maintenance and retrieval of information

Initiating responses on urgent matters in his absence when appropriate

Drafting concise written information, Prepare and edit correspondence, reports, memos, message point, speeches and presentation material as required; noting the need for accessibility in all documentation from all sources;

Collation of information and preparation of reports for presentation by the CEO at board meetings

Efficient and timely dissemination of information across the unit and other units/programs in the company

Following up on outstanding matters and providing feedback

Administrative Support-Effective planning and coordination of meetings (from one on one meetings to large group meetings such as internal management meetings)

Advise on administrative procedures in line with the Kenyan Government Regulations

Maintain up-to-date basic records required for project implementation, and reference records on directives and procedures relating to field operations work; reconcile operational records with other corporate records of the organization regarding personnel, budget, training, purchases, contracts and reports

Ensure Kenya Customs and procedures and handling online application and working processes.

Ensure that the action points are shared immediately after the meeting and follow up for resolution of the same.

Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organizer.

Provision of background information and pre-meeting documents by researching and packaging detailed content. Ensure that presentations are designed to reflect the business unit's brand and CEOs’ personal style.

Take part in meetings and produce minutes/action points from each meeting

Screen requests for meetings or events to be attended by the Managing Executive and determine which ones would be appropriate for personal attendance and which ones should be delegated to other managers in the business unit.

Manage the diary of the CEO, in an efficient manner by using Outlook, to set up meetings requested by the line manager or to accept meetings requested by others where the manager’s presence is needed.

Travel management- Arrange mission travel and accommodation for the CEO,M.D and Staff

Timely initiation of preparation and follow up for the approval of flight booking, back to office reports and related actions

Prepare travel expense reports, make and in so doing ensure adherence to the required travel approval process. Book couriers and taxis

Oversee the planning and execution of business events for the CEO such as employee discussion forums, product launches, customer entertainment events and formal functions.

Budget management-Prepare and monitor annual budget for the office of the CEO

Review all write-offs and near misses each month and provide a report to the CEO on trends identified and recommended actions.

Initiate, processing and follow up of activity budget preparation, approval, operational advance disbursement and liquidation

Ensure the timely implementation of projects, including recruitment actions, travel requests, briefing schedules and procurement of equipment, works and services as well as partnership agreement

Monitor compliance with policies and procedures, identify areas of non-compliance and incorporate recommend remedies.

Project and initiative management- Manage or engage in projects/initiatives that are a top priority to the CEO and M.D

Timely initiation of procurement activities and follow up on approval, liaise with contracted vendors on delivery of goods and services and payment of contracted vendors;

Engage in task forces solving a specific problem or create materials needed for the CEO’s activities

Manage small grants and consultancy contracts under the CEO’s budget

Office Management -Provide high quality support to colleagues locally and internationally on a wide range of operational processes

Ensure all local licenses and permits are obtained and renewed in good time

Oversee cleanliness and hygiene of the office in line with COVID protocols.

Meet and greet of clients and colleagues in a professional manner.

Book lunches and set up the meeting room for lunches as required.

Service guests with refreshments throughout their visit (in line with current COVID restrictions).

Distribute incoming post to staff and ensure outgoing post is correctly franked and ready for collection at the appropriate time

Liaise with building maintenance on any maintenance issues

Overseeing and managing goods and services in the office (cleaning, pest control, )

Manage inventory and office set up processes where required

Relationship management: -Build effective communications and working relations with all relevant colleagues, government, agencies and other stakeholders

Timely initiation of partnership agreements preparation and follow up on approval

Submission of reports and processing of payments to government and agencies

Organize visits and provide support such as high quality market intelligence to staff visiting the region

Contributes to procurement process for office property, expendable supplies and services;

Corresponds and negotiates with all Tcml vendors on procurement related matters;

Conducts tendering procedures as appropriate;

Drafts Prepares purchase orders and drafts contracts and authorization requests;

Follows-up the activities and tasks undertaken by contractors as indicated in the signed

service/ procurement contracts or POs;

Oversees and ensures proper maintenance and functioning of office equipment and furniture;

Follows-up inventory and updates in case of purchase, transfer, donation and written off;

In charge of the maintenance of office and residences when necessary.

Human Resource Administration support: Supporting the securing of work visas;

Administering the leave tracking system; Assisting in recruitment processes;

Supporting the staff induction process; Manage personnel files for all managers and consultants

Perform background checks on management staff by checking references with professional referees to ensure a fair and

MINI BAKERIES (N) LIMITED, Nairobi

Senior Executive Assistant to Group Managing Director, Jan 2012-Sept 2015

To act as first point of contact to M.D, proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations, complaints and correspondence and responding directly, delegating to colleagues, or advising on responses to the director; providing clarity of outcome/actions and ensuring these are followed to resolution in a professional manner. Managing meetings at the executive/board level

To maintain short, medium and long-term diaries for the director, making necessary travel, meeting and other arrangements for appointments; To make administrative arrangements and the planning for internal and external meetings, conferences and attend as necessary; operating a system to ensure the director is fully briefed for meetings, including recommending solutions where appropriate;

Proper management (direct/indirect) of projects that the director’s office may be participating in;

Carry out market intelligence on a monthly basis for the M.D;

Identifies and resolve problems that would not require the Group M.D’s direct involvement. This is done in accordance with priorities, policies, commitments, and program goals of the company;

To provide high-level secretariat support to key internal and external meetings involving the M.D, including preparing agendas, coordinating or writing papers, producing minutes, and ensuing follow-up actions are progressed;

To liaise with external bodies with which the M.D requires representation and is involved as required;

To prepare and edit correspondence, reports, memos, message point, speeches and presentation material as required; noting the need for accessibility in all documentation from all sources;

Organizing and maintaining files and records;

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries;

Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Other areas of responsibility: Monitoring M.D’s office budget to ensure it is within the allocated limits and make amendments where necessary;

Supervising Office support staff including the Executive Assistant for optimum day to day efficiency and productivity, and conducting their annual performance appraisals; Undertake other special assignments, ad-hoc functions and related duties as and when required by the Managing Director.

MATIBABU FOUNDATION (NGO), Nairobi- Nairobi

Finance Assistant, March 2008-Dec 2011

Attend Board, committee meetings or other meetings as requested to take minutes.

Assisting the finance department and senior accounting staff members with various tasks, including preparing budgets, records, and statements .Preparing financial documents such as invoices, bills, and accounts payable and receivable. Completing financial reports on a regular basis and providing information to the finance team

Managing payroll and assisting with budgets. Completing bank reconciliations. Entering financial information into appropriate software programs. Managing company ledgers

Processing business expenses, processing payments; Keeping accurate financial records. Preparation of various financial reports, monthly analyses of nominal ledger accounts and bank reconciliation statements;

Verifying balances in account books and rectifying discrepancies. Managing day-to-day transactions

Recording office expenditures and ensuring these expenses are within the set budget. Posting daily receipts, Preparing annual budgets. Handling accruals and prepayments. Resolving errors in financial reports and correcting faulty reporting methods. Managing monthly budgeting tasks

Create cost analysis reports (fixed and variable costs). Process tax payments. Process invoices and follow up with clients, suppliers and partners as needed

Make travel arrangements for staff, board and experts. Assists in the induction programme for new employees. Liaises with relevant government bodies to obtain work permits for non- resident employees

Help staff and donors get visas for travel purposes. Book hotel/accommodation for staff and experts.

Support and help in project as advised by the director. Assist with overall maintenance of the organization and its offices. Annual budget preparation; Preparation of audit schedules. Timely preparation of accurate and reliable monthly management accounts; Managing per diems and cash imprest; Coding and posting of financial transactions; Application of effective internal controls and bank policies; • Daily update of exchange rates; • Preparing cheques; • Maintaining records; • Filing and retrieving documents.

SWISSPORT KENYA LIMITED, Nairobi- Nairobi

Customer Service Agent, Jan 2007-Feb. 2008

Delivering the highest level of Customer Service at all customer touch points.

Constant liaison with Check-in, Boarding Gate, Ramp, Lounge. Supervising service partners’ activities for the smooth acceptance of passengers.

Directing Arriving and departing passengers to respective areas such as Arrival Hall, Transfer Area, Departure Gate, Lounge. Checking entry requirements (visas, residence permits) are met

Coordinating with Cargo, fueling company, Baggage Make up Area, aircraft loading team, catering suppliers for a smooth turnaround. Handling of company mail.Performing pre- and post-flight administration duties

Handling baggage claims, Ensuring compliance with airline Safety and Security requirements.

PERSONAL DETAILS: Travel Document: Passport No. A2435025, Driving License, No: A1290362,

Date of Birth: 1985, P.O. Box: 538**-***** Nairobi

ADDITIONAL SKILLS: Tact and Discretion-I am discrete and tactful,

The ability to work as part of a team and to build strong working relationships

The capacity to make quick but rational decisions, The potential to lead and motivate others

Administrative skill-Have excellent administrative skills, Written and verbal communication-I have excellent written and verbal communication skills,

Excellent financial skills-My background in finance and experience gives me an advantage in financial skills.

Organization and Time management skills-I am well organised and have good time management skills and the ability to prioritise

Strong accuracy, Attention to detail and an investigative nature -I am accurate with work and I pay attention to detail. Communication Skills- I am able to communicate effectively with all staff.

Information Technology-Excellent I.T skills. Commercial and business awareness,

An analytical approach to work, problem-solving skills and initiative

Negotiation skills and the ability to influence others

Ability to balance the demands of work with study commitments

REFEREES

Miss. Peris Gitari, Manager, Tata Chemicals Magadi Ltd. Cell phone: 071*-******,, P.O. Box 1-2005-Magadi

E-mail: *********@*****.***

Mr. John Mwakuru, Manager Projects, Tata Chemicals Magadi Ltd. Cell phone: 072*-******, P.O. Box 1-2005-Magadi

E-mail: ********@*****.***

Mrs. Anne Nelima, Legal & Administration Officer, Mini Bakeries (N) Ltd, Cell phone: 072*-******, P.O. Box 180**-*****-NAIROBI.

E-mail: **********@*****.***

Ms. Winnie Nthambi, Human Resource Officer, Matibabu Foundation (NGO). Cell phone: 072*-******, P.O. Box 7685-00100-NAIROBI

E-mail: ***********@*****.***

Ms. Florence Muthoni, Asst.Manager Human Resources, Swissport Kenya Ltd. Cell phone: 072*-******, P.O. Box: 19177, 00501 Embakasi, Nairobi . E-mail: ********@*****.***

Contact this candidate