Administrative Assistant Project Manager
Resume:
C H R I S P I N U S
K U B A I
ADMINISTRATION AND LIAISON MANAGER
************@*****.*** +254***-******
Kikuyu Road, Dagoretti South, Nairobi, 00100, Kenya A B O U T M E
I am a highly organized Administration Manager,
boasting over 15 years of experience in office
management and project support. My career is
marked by a consistent display of initiative and a robust skill set that ensures seamless office
operations. I excel in interacting with individuals across all organizational levels, guaranteeing that the office functions with the precision of a well- oiled machine.
P E R S O N A L
D E T A I L S
Nationality
Kenyan
E D U C A T I O N
BACHELOR OF ARTS IN
PEACE & CONFLICT
STUDIES
St. Paul's University, Nairobi
2026- Distance Learning
ongoing.
DIPLOMA IN PUBLIC
RELATIONS MANAGEMT
Kenya Institute of
Management (KIM), Nairobi
2011
ADVANCED CERTIFICATE IN
BUSINESS MANAGEMENT
Kenya Institute of
Management (KIM), Nairobi
2008
CERTIFICATE IN SPANISH
LANGUAGE
Crown Ways Institute of
Languages, Nairobi
2007
CERTIFICATE COMPUTER
APPLICATIONS
Grapes Computer College,
Nairobi
2002
W O R K E X P E R I E N C E
PROJECT MANAGER-NAIROBI OFFICE
Gates foundation Nairobi Dec 2024 - Present
• Supporting planning for engagement with the Co-Chairs, CEO, President, Africa Leadership Team, and internal colleagues. Prioritizing, managing, and tracking critical relationships, convenings and events
• Coordinating communications between the foundation and the government of Kenya
• Organizing external partner and grantee coordination events and ensuring proper follow-up and communication both internally and externally -
• Maintaining grantee/partner databases and information on key events.
• Driving the identification and implementation of process improvements, policies, and procedures, managing relationships with various teams, and serving as an advisor to program leadership.
• In partnership with the foundation’s events team, providing event planning support by securing meeting spaces and vehicles, arranging travel, organizing registration for participants, preparing agenda and handouts, arranging technology support, and managing vendors.
• Providing the team with technical research and analysis support to facilitate program design and decision-making.
• Supporting the identification and designing of research and analytical work.
• Conducting literature reviews and discrete research tasks related to strengthening primary health care and broader health systems.
• Supporting data analysis, including basic manipulation of quantitative and qualitative data, and working with third-party providers to analyze results.
• Facilitating grantee/partner/donor coordination meetings on health work; coordinate site visits, including preparing documents and overseeing logistics.
• Supporting effective operation of cross-team coordination mechanisms such as country working groups, investment coordination forums, etc.
• Supporting inclusive culture through modeling behaviours and actions; escalating issues in a timely fashion to appropriate stakeholders. ADMINISTRATION AND LIAISON MANAGER
GCC Services- Contractor to UN Stabilisation Mission (MONUSCO) Goma, D.R. Congo Dec 2022 – Nov 2024
• Liaison between GCC Services internal departments and UN Stabilisation Mission (MONUSCO) in D.R. Congo on project administration and operations matters.
• Coordinating and supervising the financial management and administration of the project in DR Congo.
• Working closely with the HR to implement of the company's human resources frameworks, procedures and policies while respecting the local context, local legislation and the UN policies.
• Briefing international personnel on general administrative matters relating to visas, licenses, security; providing advice and ensuring implementation of administrative policies
S K I L L S
Project Management
Customer Service
Leadership & Team Building
Good communication Skills
Innovative
Policies and legislation
interpretation skills
Good Organizational
Skills/High Initiative
Versatile/Fast Learner
L A N G U A G E S
English
Swahili
Spanish
R E F E R E N C E S
Samantha Tichenor
Gates Foundation
E:Samantha.tichenor@gatesfaoundati
on.org
Dzingai Matsika
GCC Services, Contractor to UN
MONUSCO
E: *********@*****.**.**
• Coordinating with Supply Chain to ensure that received documentation from suppliers are in line with shipping documentation requirements as outlined in the MONUSCO contract.
• Monitoring and managing project communications through official Note Verbale, memos between the contractor (GCC) and client (UN Stabilisation Mission in D.R Congo).
• Managing departments allocated budgets by ensuring they adhere to company's spending policies.
• Coordinating the invoicing team to ensure invoicing and finance requirements are in line with UN MONUSCO contract.
• Collaborating with corporate office in reviewing the contract and seeking amendments where necessary.
• Managing procurement process, raising Purchase Orders (POS) using INFOR Solutions system.
• Attending business operational and monthly performance review meetings at the UN Mission.
• Coordination and booking of internal teams travel through UN options relating to performance of work.
• Coordinating implementation and regular monitoring of the project milestones.
• Management of new visa and work permits processing and renewals, including UN access badges.
CONSULAR OFFICER
Embassy of Ireland Nairobi Sep 2019 - Nov 2022
• Managed Embassy high-level official visits logistics and protocol.
• Co-ordinated visa and consular appointments at the Embassy.
• Committee member of small grants management cycle.
• Supported the Head of Development Cooperation in identifying project partners for collaboration.
• Interviewed visas and passports applicants adhering to Irish immigration rules and regulations.
• Security focal point- tracked all security updates from our security providers in Kenya and Somalia.
• Managed all Consular financial accounts and procurement procedures.
• Kept inventory of visa stickers, visa fees and monthly accounting reports.
• Processed approved visas and passport applications using immigration software. Facilitated eligible refugees' settlement applications to migrate to Ireland.
• Compiled Consular statistics for Kenya and countries of accreditation.
• Maintained systematic archiving system of old documentation as per Irish government policies.
• Member of Crisis Committee with a role of Consular Assistant.
• Frequently updated Travel advise for Kenya, Sudan, Somalia and Eritrea.
• Sat in for finance officer while on leave.
COUNTRY OFFICE MANAGER
Aktis Strategy Limited, Sub-Saharan Africa Office Nairobi Apr 2018 - Apr 2019
• Successfully set up regional office in Nairobi and ensured conducive working environment.
• Business development focal point for FCDO funded Somalia Security and Justice Sector Reform Programme, Phase III project.
• Managed tender bidding process for Sub-Saharan region in collaboration with corporate office in UK.
Stephen Fagan
Embassy of Ireland
P: +353 083*******
E: *******.*****@***.**
Boniface Osolo
Aktis Strategy Ltd UK
E: ********@*****.***
• Submitted timely and accurate cash flow projections to finance department in the UK.
• Monthly financial reporting of all Sub-Saharan Africa Regional accounts.
• Initiated and managed Aktis development contracts with donors
(FCDO and EU).
• Coordinated company regional events and official visits.
• Managed procurement process for project supplies in Kenya, Somalia and Somaliland strictly adhering to company procurement policies.
• Managed and supervised field staff in Somalia and Kenya. Initiated contracts and leases and managed relationships with implementing partners and vendors.
• Maintained updated inventory of company and projects assets. Worked very closely with HR Specialist at the UK office and ensured HR compliance.
• Applied and processed work permits and special passes for Company expatriates.
• Assisted in local staff recruitment process and ensured excellent onboarding and offboarding.
• Prepared and submitted payroll computation to Tax advisory company and managed staff pension plans.
• Liaised with Head of HSS based in in the UK office for guidance on Health Safety and Security (HSS) compliance.
• 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.
• Provided guidance on the security situation in Nairobi and across Kenya to the team and visitors as required.
• Made recommendations to the company country Health Safety and Security Manager on HSS-related decisions.
TEAM ADMINISTRATIVE ASSISTANT
British High Commission Nairobi Nov 2015 - Mar 2018
• Forecast and monitored team's budget by submitting timely and accurate cash flow projections and requests.
• Managed procurement processes adhering to UK procurement policies.
• Evaluated applications for funding requests before recommending to project managers.
• Coordinated travel arrangements for FCO VIP visits and team members.
• Supervised maintenance works, security, transport and estates management
• Supported the Head of Development Cooperation in identifying project implementers for collaboration.
• Planned and conducted induction training for locally engaged and UK based new staff on FCDO systems and processes.
• Managed team's holiday approvals and logged sick leave.
• Arranged travel and accommodation for staff and associates relevant to the High Commission's projects operations.
• Supported DFID and FCO Project managers in drafting, proofreading of contracts and budget allocations.
• Arranged for requisition of office supplies and equipment and ensured secure inventory records.
ADMINISTRATION/PROTOCOL OFFICER
Royal Danish Embassy Nairobi Feb 2015 - Apr 2015
• Managed Ambassador and Deputy Ambassador's busy Calendars.
• Applied for various permits, visas, duty free and VAT exemptions for Embassy diplomats.
• Coordinated all Protocol procedures with MFA and other Kenya government departments.
• Drafted and sent invitation cards, prepared menu cards, table sitting arrangements and guest lists.
• Supported Project managers- drafting, proofreading of contracts and budget allocations.
• Organized and coordinated high-level meetings, conferences, workshops for the Ambassador's Office.
• Supported DANIDA project managers in drafting briefing notes, PowerPoint presentation and note taking.
OFFICE ADMINISTRATOR/PROTOCOL ASSISTANT
Embassy of Colombia Nairobi Sep 2003 - Oct 2013
• Supported the Head of Consular in visa, passports, apostilles and general Consular matters
• Coordinated general office administration standard operating procedures (SOPs)
• Prepared embassy monthly account reports
• Ensured timely payment of local staff, international staff and suppliers
• 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.
• Organized induction of new staff members and ensured induction materials are kept up to date
• Coordinated absence management through advice to administration and staff on annual leave, compassionate leave, maternity leave etc. and maintained the absence records.
• Management and maintenance of buildings and service.
• Supervised cleanliness of the office and guest house through outsourced staff
• Liaised with landlords on office maintenance, lease renewals and rent payment
• In consultation with the Finance manager, I ensured the general health and safety of the office
• Ensured fire procedures are updated and clearly communicated
• Ensured first aid kits are complete, in date, and advise on their location and use
C O U R S E S & T R A I N I N G S
HUMANITARIAN RESPONSE TO CONFLICT AND DISASTER CERTIFICATE Harvard University online Aug 2023 – Sept 2023
DIGITAL PEACEBUILDING 101: INTRODUCING TECHNOLOGY FOR PEACEBUILDING CERTIFICATE
Build Up Aug 2023 - Aug 2023
INTRODUCTION TO PEACE BUILDING CERTIFICATE [MICRO] United States Institute of peace (USIP) Aug 2021 PREVENTING ELECTION VIOLENCE
United States Institute of peace (USIP) May 2021 PROGRAM AND PROJECT MANAGEMENT (PPM)
UK Foreign and Commonwealth Office Jun 2016 - Jun 2016 CRISIS MANAGEMENT CERTIFICATE
Brentwood Open Learning College-UK Nov 2020 - Nov 2020 THE PUBLIC POLICY CERTIFICATE-ACTION RELATIONSHIP
The Open university April 2020
FIRST AID TRAINING
Kenya Red Cross Society Mar 2020 - Mar 2020
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