Operations Associate, Administrator, HR generalist, Customer support

MARGARET MUENI KAVILO

Nairobi, Kenya *-*************@*****.*** 072******* 011*******

CAREER PROFILE SUMMARY

Results-driven Office Administrator with extensive experience in office management, procurement, facility operations, and logistics. Adept at implementing efficient administrative processes, managing vendor contracts, and overseeing workplace safety compliance. Strong financial and budget management skills with a proven ability to streamline workflows and optimize office operations for effective organizational administration.

EDUCATION BACKGROUND

Bachelor of Science in Project Planning and Management - Moi University

Diploma in Human Resource Management - Kenya Institute of Management

Certificate in Business Management - Kenya Institute of Management

Certificate in Counselling - Daystar University

Kenya Certificate of Secondary Education

SKILLS AND COMPETENCES

Office & Facilities Management - Overseeing daily office operations, ensuring a well-organized and efficient work environment.

Procurement & Vendor Relations - Managing procurement processes, from identifying needs to acquiring goods and services.

Logistics & Fleet Coordination - Overseeing transportation and logistics operations to ensure efficiency.

Administrative Procurement & Compliance - Ensuring compliance with organizational and regulatory procurement guidelines.

Budget & Financial Administration - Processing financial transactions related to office operations and procurement.

Contract Management - Drafting, reviewing, and negotiating contracts with vendors, service providers, and partners.

Security & Access Control Oversight - Managing office security protocols to protect personnel, assets, and information.

Stakeholder Engagement & Communication - Facilitating effective communication between internal and external stakeholders.

Microsoft Office Suite & Database Management - Managing databases to organize and retrieve critical business information.

Administrative & Executive Support - Providing high-level administrative support to executives, managers, and teams.

Stakeholder Engagement & Communication - Building and maintaining relationships with internal and external stakeholders.

Proficiency in Microsoft Office Suite - Utilizing digital tools to enhance efficiency in task management and workflow automation.

Inventory & Procurement Management - Monitor and maintain office supplies and inventory levels, ensuring cost-effective purchasing.

Confidentiality & Ethics – Managing sensitive employee information with discretion and integrity.

WORK HISTORY

Operations Associate - Cornerstone Enterprises: 2023 to date

Duties and Responsibilities:

Order Processing and Supplier Coordination:

Processing purchase orders for supplies, coordinating with suppliers to ensure timely deliveries and maintaining good supplier relationships.

Manage financial transactions, process payments, and track expenditures.

Negotiating favorable terms and pricing with suppliers to optimize procurement costs.

Inventory and Contract Management:

Overseeing the efficient management of inventory, ensuring accurate stock levels and timely replenishment of supplies and products.

Drafting, reviewing, and negotiating contracts with vendors, service providers, and partners.

Manage inventory, oversee procurement, and conduct inspections of goods and deliveries.

Conducting regular stock audits to identify discrepancies and implement corrective measures.

Customer Service and Queries:

Providing excellent customer service by addressing customer queries, concerns, and product information requests.

Ensuring a positive and customer-friendly environment within the facility.

Supervising and scheduling personnel to ensure optimal team performance.

Personnel Management

Maintaining employee records and documentation.

Process applications for service access, ensuring compliance with policies.

Managing onboarding and orientation programs for new employees.

Providing feedback and recommendations for improvement.

Compliance and Regulatory Adherence:

Ensuring compliance with local regulations, safety standards, and store policies.

Facilitate OHS audits and trainings.

Facility Maintenance:

Managing and coordinating facility maintenance activities, including repairs, cleanliness, and ensuring a safe and organized environment.

Overseeing the maintenance of equipment and tools to ensure operational efficiency.

CAREER BREAK: 2019 - 2022

Took a career break during Covid-19 period to manage family responsibilities while staying updated on industry trends and skills.

During this period, I engaged in short-term contracts and freelance projects, which allowed me to develop communication and people skills.

Administrator/HR Assistant - World Ministries International; May 2007 - June 2015

Duties and Responsibilities:

Administrative and Senior Management Support

Provided executive support to senior leadership, managing schedules, communications, and high-priority initiatives.

Coordinated cross-functional collaboration, tracking key initiatives and ensuring timely follow-up.

Organized global events, training sessions, and high-level meetings with internal and external stakeholders.

Managed website updates and IT coordination, ensuring smooth digital communication and file management.

Facilitated corporate social responsibility initiatives and community engagement projects.

Monitored budgets and prepared reports for grant-funded projects.

Organized high-level meetings and community events.

Maintain accurate records and monitor high-cost claims to ensure timely escalation where necessary.

HR support and Documentation

Managed HR databases, tracking employee benefits, leave records, and payroll processing.

Administered employee compensation and benefits, ensuring compliance with HR policies.

Assisted in the preparation of HR reports and payroll reconciliation.

Supported recruitment, onboarding, and training initiatives for new employees.

Maintained and updated HR policies, contracts, and compensation structures.

Coordinated employee engagement activities and performance tracking systems.

Corporate Social Responsibility

Supported Corporate Social Responsibility initiatives and coordinated events for local communities.

Implementation and administrative support to community projects.

Coordinated donor funded activities for implementation within communities.

Managed the administrative and logistical needs of the director's office, including calendar updates and report preparation.

Logistics and Event Planning

Handled logistics, team building activities, event planning, reservations, and preparation of travel documents.

Coordinated travel itineraries and accommodation.

Training Coordination

Supervised and coordinated training activities, materials, and conference rooms.

Ensured strict adherence to health and safety protocols, security measures, and information integrity standards.

Contract Management and Finance

Drafted contracts, coordinated renewals, and monitored the leave tracker.

Monitored and tracked departmental budgets.

Managed billing, prepared invoices, and processed payments.

Key Achievements

Spearheaded the transition from manual filing system to digital system hence achieving a 40% reduction in response time, leading to improved client satisfaction.

Contributed to a benevolence program involving community feeding, organizing outreach events, and making donations of medicine and clothing.

Facilitated a training program for church leaders through face-to-face sessions and teleconferencing.

Customer Relationship Officer - Calken Tours and Travel; May 2007 - Dec 2009

Duties and Responsibilities

Front desk and Customer Support

Processed employee requests regarding travel allowances and benefits

Provided high-quality switchboard services to staff and clients in an efficient and pleasant manner.

Monitored expenditure, prepare monthly budgets and financial reports.

Managed incoming and outgoing mail, including reviewing invoices and coordinating vendor supply and payment follow-up.

Interacted with and directed visitors at the front desk, answering queries, and accurately noting down messages, routing them to recipients promptly.

Logistics and Operations

Coordinated logistics for conferences, staff retreats, and reservations for local and international clients.

Managed front office operations, ensuring cleanliness, providing excellent customer support, and overseeing petty cash management.

Travel Assistance

Assisted clients with acquiring travel visas, passports, and other travel documents through collaboration with other travel agencies.

Facilitated outsourcing functions in coordination with service providers for essential services like car hire and tour guides.

Key Achievements

Received the Best Customer Service Employee of the Year award.

Successfully implemented strategic marketing approaches resulting in a 30% increase in new clients and revenue.

TRAINING & CERTIFICATIONS

Agile Project Management

Lean Six Sigma White Belt Certification

Strategic Human Resources

HR as a Business Partner

Diversity and Inclusion in a Global Enterprise

Uncovering Unconscious Bias in Recruiting and Interviewing

Disaster Response Emergency Fund - IFRC

Nutrition, Food Security and Livelihoods – IFRC

REFEREES:

1.Maureen Obondo

Operations Director - Calken Tours and Travel

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

Email: *************@*****.***

2.Dr. Mike Hyodo

Director - World Ministries International

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

Email: *********@*******.***

3.Mr. Chris Kigezo

Director - PRADA East Africa

Tel: 254*********

Email: ***********@*****.***

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