Angela Muthoni

Pro

Connections 8

Program Administrator/ Executive Assistant at Partnership for Economic Policy (PEP)

since March, 2018

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About

Specialities: Program and Office Administration/ Operations in NGO and Private organizations. I am an excellent planner with proven ability to project and anticipate changing situations and to muster resources to best adapt to new environments. I have over 17 years experience working with various donors via my employment in International NGOs and private entities.

Skills

Occupational First Aid
10
Risk Management
10
Strategic thinking
10
Conduct of Meetings & Minute writing‎
10
Organizational Development
10
Project Management
10
Public Procurement and Contract Management
10
New Workplace New Attitude ‎
10
Perfect P.A. & Effective Office Administrator ‎
10
Trainer of Trainers (TOT)‎
10
Microsoft Navision in Financial and Grants Manag
10
Microsoft Dynamics
10
Ms. Teams
10
Ms. Outlook
10
Zoom
10
Webex
10
Skype
10
Toggl
10
MS Word
10
MS Excel
10
Ms Access
10
Database design
10

Experience

Angela Muthoni

Work experience

Program Administrator/ Executive Assistant at Partnership for Economic Policy (PEP)

March, 2018 -
Fulltime

Office Management/Administrative & Procurement ‎
o Maintenance of office assets and keep an inventory of equipment and procured supplies
o Maintaining electronic and hard-copy filing and archiving systems for PEP projects
o Enhancing working procedures and administrative policies, and information to increase efficiency ‎and effectiveness
o Preparing various documents such as general correspondence, reports, minutes, background ‎documents, note verbale and ensuring dispatch and/or circulation of the same
o Monitoring correspondence, replying and/or drafting responses to routine queries.‎
o Developing and maintaining contact lists, filing systems and databases as may be required
o Procurement: Preparing of requisitions, LPO, updating vendor list and maintaining all inventory
o Providing overall administrative support to the Nairobi office
Executive Assistance
o Central point of contact for Executive Director’s desk with external and internal partners, ‎donors/grantees, peer community and other key relationships. ‎
o Coordinating the Executive Director’s schedule and agenda, local and international travel ‎itineraries, air tickets, visas and accommodation
o Providing administrative and logistical support to important and high-level meetings, conferences ‎and other events
o Summarising discussions and take minutes of important PEP meetings (i.e. Board of Directors, ‎Programme Committee, Global Secretariat, Coordination meetings)‎
o Screening documents for accuracy, completeness and compliance prior to Director’s approval
o Assisting in coordination of annual staff performance evaluations
Partnership Administration
o Liaison with ICIPE on all administrative functions
o Maintaining and updating databases and contact lists
o Support to partnership development including preparation of background/organization’s legal ‎documents in application of funding- grants and call for proposals
Programme and Personnel ‎
Program Monitoring & Evaluation ‎
o Supporting in monitoring milestones and status of deliverables in workplans
o Supporting the programme management team in follow-up of action points for timely responses
o Supporting programme management in collecting vital data related to project activities
o Supporting in following up the submission of working papers from research teams and creation of ‎the intranet projects for the same upto publication stage in the PEP intranet
o Maintaining and updating programmatic databases and contact lists
Personnel Support
o Staff recruitment committee in preparation of longlisting and shortlisting of potential candidates, ‎conducting interviews for several positions, interview report documentation, conducting staff ‎induction process and making necessary follow-ups as per schedule.‎
o Preparing and managing contracts (for staff, Research Fellows, Research teams and consultants)‎
o Managing and maintaining updated staff all leave applications and schedules while ensuring all ‎leave applications are uploaded on Ms. Teams.‎
o Coordinating Annual staff appraisals including sending notifications and making follow-ups.‎
o Liaising with relevant authorities on documents related to all local and international staff ‎identification including email acquisition, office equipment, stationery, furniture, as well as ‎diplomatic ID cards, work permits, KPA PIN in liaison with the Ministry of Foreign and Diaspora Affairs ‎in Kenya.‎
o Organizing travel logistics for staff, Board of directors and project researchers.‎
Financial Management (FM) ‎
o Reviewing and supporting payment processing for PEP consultants and vendors.‎
o Assisting in preparation for Corporate and Project Audits.‎
o Creating of journal voucher entries, creating and updating vendor list, generating LPO/LSO, ‎purchase invoices, in Navision Grants management system. ‎
o Preparing monthly bank reconciliations of all PEP accounts
o Supervising administrative assistant’s support to the FM docket

Angela Muthoni

Work experience

Program Administrator/ Coordinator‎ at Global Communities

September, 2015 - February, 2018
Fulltime

Program Coordination & Support ‎
o Maintained Program calendars and sending out reminders of impending appointments.‎
o Monitored and updating travel plans for the Country Director/ Chief of Party - AIMS and all ‎program staff in Kenya, Tanzania and Malawi.‎
o Supported in periodical update and maintenance of program manuals.‎
o Acted as the program liaison between different departments including finance, procurement and ‎logistics, and IT
o Monitored program email and ensuring timely responses following up with appropriate technical ‎and management staff on the responses.‎
o Monitored Program work plans and ensuring updating of the same.‎
o Was the focal point in the Annual Program work plan database- Smartsheet; by monitoring of ‎activities and ensuring that key program technical staff update the same sequentially for the 3 ‎country offices (Kenya, Tanzania and Malawi) as well as providing requisite training to staff on the ‎program application software.‎
Administrative Coordination & Support
o Supported in drafting of reports and letters and proofreading documents.‎
o Provided data to M&E and Procurement departments such as attendance sheets, feedback ‎evaluation forms, profile forms and engagement letters, and survey questionnaires
o Maintained physical and electronic office records including ensuring the program MIS systems in ‎SharePoint, Smartsheets and Podio files are up to date.‎
o Assisted in planning and overseeing program events.‎
o Prepared graphs, tables and charts and other illustrative materials for reports, flyers, newsletters, ‎and brochures.‎
o Coordinated follow up on procurement of program IED materials and preparing information ‎packets for events/ activities.‎
o Supported the development of Power Points and other presentations for staff.‎
o Processed program requests in coordination with procurement department including off-site ‎business meetings, trainings, events and supplies.‎
o Reserved conference rooms and equipment for meetings and presentations.‎
o Undertook sequential reconciliation of program inventory for all country three offices(Kenya, ‎Tanzania and Malawi)‎
o Managed logistics for all program staff including booking of flights and lodging
o Maintained website features and stories and upload new program-related content as needed.‎
Assistant to the Country Director (CD) and Chief of Party (COP)- AIMS Program
o Coordinated the CDs travel and logistical arrangements and documentation for meetings.‎
o Preparation of expense reporting for the Senior Management Team (SMT).‎
o Attended Senior Management Team (SMT) meetings, took minutes and followed up on actions. ‎
o Proof-read reports for the AIMS program prior to COP’s final review
o Served as a trusted assistant to the COP in various capacities such as during staff performance ‎reviews, high-level meetings with partners and collaborators.‎

Angela Muthoni

Work experience

Senior Administrator at MICRO ENTERPRISES SUPPORT PROGRAMME TRUST(MESPT)‎

September, 2012 - August, 2015
Fulltime

o Writing correspondence on routine and administrative matters
o In consultation with the relevant supervisor, ensured that contracts are developed for all projects ‎and assignments with consultants
o Tracked documentation in CEO’s office
o Dispatch of cheques, letters, internal/external mails and payment orders
o Assisted in preparation of board documents and consequent board meetings
o Answered organizational queries on telephone/ physical enquiries
o Took minutes for the Admin department and general staff meetings
o Filing TRUST documents, organizing and updating the office filing system
o Participation in preparation and dispatch of the DA1 forms
o Undertook banking related duties (cash withdrawals collection of cheque books) as a bank agent.‎
o Ensured smooth, efficient staffing process and ensuring new staff have the necessary equipment ‎for their performance
o Organized for order and re-order of Staff IDs, business and insurance medical cards
o Oversaw administrative tasks implementation: Supervision of sub-ordinate staff
o Coordinated with field administrators’ and drivers’ dispatch and receipt of interoffice documents ‎to and from MESPT HQ Office
o Provided overall administrative support
o In consultation with the relevant HOD, organized to have regular departmental meetings
o Facilitated repairs and services of MESPT vehicles/office equipment
o Ensured filing of MESPT, Outputs in BSPS II documentation is done within 2 days upon receipt
o Ensured documentation related to internal and external evaluations/ audits are made.‎
o Ensured that periodical project reports are filed once approval is made by the BS Manager
o Organized logistics for MESPT staff including workshops, conferences, Venue identification, ‎evaluation and tallying attendance list vis –a vis payment details, travel bookings, co-ordination ‎and confirmations.‎
o Arranged procurement of various items in consultation with the relevant departments and other ‎administrative assistants
o Ensured that effective procurement procedures are maintained in compliance with the Finance & ‎Administration manual in consultation with the FAM and Head of HR .‎
o Participated in Evaluations during recruitment of staff, consultants and vendors as was advised
o Prepared LPOs and LSOs for the organization
o Ensured maintenance of re-order levels for office consumables for HQ and field offices

Angela Muthoni

Work experience

Senior Programme Administrator‎ at MICRO ENTERPRISES SUPPORT PROGRAMME TRUST(MESPT)‎

September, 2010 - September, 2012
Fulltime

Administrative Coordination
o Provided administrative support by ensuring implementation of the MESPT administration policies ‎and procedures ‎
o Organized all logistics such as travel, workshops, seminars and conferences ‎
o Arranged procurement of various items for the department, raising LPOs and LSOs in consultation ‎with the relevant department ‎
o Prepared internal and external correspondence on routine administrative matters ‎
o Organized the filing system in preparation for internal and external audits ‎
Program, Procurement and Operations ‎
o Supported preparation of reports on project implementation, work plans and budget.‎
o Setting up and maintenance of a filing format for project files and ensuring that filing is done ‎within 2 days upon receipt ‎
o Ensured that the BS department adhered to the processes and procedures agreed upon with ‎each donor (particularly the EDF procedures in respect to the implementation of ASMEP ‎Programme Components) ‎
o Participated in Evaluations during recruitment of staff, consultants and vendors
o Prepared and presented the required monthly and quarterly reports to the BS Manager and the ‎
Finance and Administration Manager ‎
o Preparation of periodical update reports on ASMEP administration issues for Programme ‎Management Unit and partner meetings ‎

Angela Muthoni

Work experience

Operations/ Administration Officer/ Logistician‎ at INTERSOS Kenya & Somalia

May, 2009 - September, 2010
Fulltime

o In charge of the communication to/from the office: Managing of phone calls, e-mail and mails ‎
o Distributed calls and mail as necessary and keeping notes and records ‎
o Managed of the stationery, updated inventory and stocks, keeping records of in/out movements ‎and making purchase requests when necessary ‎
o Managed of archives: arranging folders and classifying documents accordingly ‎
o Ensured that all the office equipment was in good working order, properly used, maintained and, ‎in collaboration with the relevant vendor, planning for repairs, spare parts and any other necessary ‎service as was needed. ‎
o Maintained an efficient and effective electronic logging/dispatch/recording system for all staff ‎and dispatch -related materials ‎
o Collected and updated all relevant information on the condition of project equipment ‎
o Performing additional tasks on the basis of project requirements and INTERSOS office ‎
o Drafting letters, contracts and administrative-related documents ‎
o Managed the attendance sheet of national staff ‎
o Followed up the deadline for payments of office utility bills in both the guest houses and office, ‎and advising the administration accordingly ‎
o Received visitors and re-directed them accordingly/and offered the necessary information ‎
o Organized travels, accommodations and tickets for local and international staff.‎
o Supported international staff in visa acquisition process and any other official documentation (i.e., ‎registration, visa renewal, etc.) ‎
o Supervised the work of cleaners/cooks, driver and taking care of tools/materials for their work ‎
o Co-ordinated and ensured that proper and accurate travel arrangements are made, and airport ‎transfers are well coordinated for visiting staff and/or consultants ‎
o Ensured administrative and service contracts and visas for expatriate staff are regularly updated ‎
o Purchasing materials for national and international staff (preparing quotations, tenders, etc.) ‎
o Ensured proper utilization and maintenance of office equipment, inventory assets and facilities ‎
o Maintained a clear picture of the office organization: organization chart, functions and ‎responsibilities, adopted procedures, gaps and pending issues ‎

Angela Muthoni

Work experience

HR/Administration Manager / Personal Assistant to the Managing Director at FINE MEDIA LIMITED

January, 2006 - January, 2009
Fulltime

o Preparing company’s employees’ payroll (Using Local – Kenyan Payroll software - Taurus).‎
o Making ETR Tax Calculations on the Company’s invoices.‎
o Ensuring office procedures are being followed
o Recording all bank deposit and other receipts processed by other staff.‎
o Implementing approved salary changes in the company payroll.‎
o Maintaining and organizing office equipment, supplies and outreach materials.‎
o Ensuring all permanent staff are registered with NSSF, NHIF and have PIN numbers.‎
o Preparing monthly and quarterly accounting reports including actual vs. Budget for current period ‎and year to date.‎
o Keeping proper accounting records for the company.‎
o Preparing cheques, paying advances and month end salaries and ensuring that payroll deductions ‎are effected (i.e., PAYE, NSSF and NHIF)‎
o Submitting statutory payroll returns and the related payments, including withholding tax, PAYE, NSSF ‎and NHIF to the relevant government departments by the due date.‎
o Managing personal employee accounts as well as ensuring timely recovery of due payments and ‎issue periodic statements.‎
o Preparing accounts for annual audit and coordinating with the company’s auditor.‎
o Setting up of meetings as well as taking meeting minutes and ensuring all staff members have a ‎reference copy of all minutes held as concerns company staff.‎
o Organizing for receipt of office mails.‎
o Ensuring that my junior staff keeps the office clean, tidy & well organized.‎
o Receiving, handling clients and maintaining their records. ‎
o Providing clients with correct information regarding the company while maintaining appropriate ‎confidentiality.‎
o Entering appropriate data into accounting software.‎
o Issuing check lists of accounting activity.‎
o Performing other related financial management tasks as appropriate.‎
o Receiving incoming and making outgoing telephone calls.‎
o Preparing monthly PAYE & VAT returns calculations for the company and organizing their ‎submission in time.‎
o Short- listing, recruiting and training of staff