Bijuma Bebbora

 BIJUMA BEBBORA PHONE (+254) - OR (+254) - E-MAIL:-, CAREER SUMMARY: Experienced experience Chief of staff with 15 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 Experience in HR support with complex global scheduling. Ability to interact with a wide range of donors seamlessly and diplomatically, external partners, co-workers, and the public. 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. Support the CEO with the development of board materials and investor communications and work closely with the CEO on CAPEX, from strategy to relationship building, due diligence and closing. I worked closely with 3 executive directors providing administrative support, prepared and reviewed reports via SAP system providing timely and accurate reports. I have gotten core management and project management experience from Tata chemicals and MRM that relates to what your organization’s needs.This are multinational and international 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; Microsoft Office and Google Suite products, Zoom, cloud storage platforms, etc Outlook, Excel, Word 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 Team Leader learning and development-Safal group 5S champion, Administration department at Tata Chemicals Magadi Ltd Managed urgent confidential and complex tasks with constant changes in priorities and aggressive timelines Managed multiple schedules with significant success, exceeding executive expectations and consistently scoring above 95% in every performance review session Drafting, reviewing and assisting in negotiating a broad range of contracts including project contracts and general corporate documentation Providing strategic advice on business and contract administration Providing commercially driven advice and drafting relevant documentation and financial models Assisting to ensure compliance with all regulatory requirements Organised, prepared, and sat in meetings with governor of Kajiado county Recognized 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 (class of 2017) and USIU-class of 2020 EDUCATION UNITED STATES INTERNATIONAL UNIVERSITY-Africa, Nairobi (May 2017-December 2019) Master of Business Administration – Finance (26th September 2020) KENYA METHODIST UNIVERSITY, Nairobi (Jan 2014-Aug 2017) Bachelor of Business Administration – Finance (14th October 2017) REGIONAL CENTRE FOR TOURISM AND FOREIGN LANGUAGES COLLEGE, Nairobi (May 2004- Dec.2005) Diploma in Air travel, Ticketing and Tourism Operations (IATA) (19th August 2005), Japanese Language- Certificate (Feb. 21st, 2005). Information Technology- (Information Processing) (26thNov.2004) KIRIARI GIRLS’ HIGH SCHOOL, Embu –Manyatta -) 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 Sage Training- Northern Rangelands Trust 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 Mabati Rolling Mills Ltd, (A safal group member company), Chief of Staff, Office of CEO & Business Head, (Aug.2020- Present) CEO Support Support the CEO in managing projects and providing comprehensive support to the CEO, board of director and executive team. Central point of communication for the CEO, internally and externally; keep the CEO informed and help anticipate key issues affecting the business holistically Prepare all materials and logistics for board meetings, and other corporate annual meetings of key constituents Manage and prioritize workflows to ensure that meeting reports, minutes, correspondence and matters for attention are dealt with in a professional and timely manner. Provide quality and high-level confidential secretarial support Managing meetings at the executive/board level and where government agencies and the governor are involved Identify key gaps and move quickly to address them, either directly or by flagging necessary additions to the leadership team. Serve as thought partner, strategic advisor, and confidante to the CEO. Provides historical reference by developing and utilizing filing and retrieval systems as well as recording meeting discussions Prepare annual estimates of expenditure, maintain budgetary and inventory controls and make recommendations to management Provide analysis, recommendations, and options to the CEO regarding high impact decisions. Move with urgency and without ego to solve whatever problem or need comes up. Evaluate all incoming requests and inquiries directed to the CEO and determine the level of priority and the right course of action. Deal with confidential information and high integrity. Manage all aspects of CEO’s schedule Attend meetings and other engagements on behalf of the CEO. Support the CEO on select cross-programmatic projects (proofreading, invoice processing) 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 have oversight for any administrative resources to support our executive team. Following up on outstanding matters and providing feedback Research and Reporting Study current system capabilities and practices then design and recommend modifications and improvements. Conduct and coordinate financial, product, market, operational and related research to support strategic and business planning Perform daily, weekly and monthly reviews and analyses of current processes using operational metrics and BI reports. 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. Lead and coordinate logistics for internal and external meetings. On special projects when requested. Project Management Define project requirements by identifying project milestones, phases and elements. This includes forming project teams and establishing a project budget. Monitor project progress end-to-end by tracking activity, resolving problems, publishing progress reports and recommending actions Create informative, actionable and repeatable reporting that highlights relevant business trends and opportunities for improvement Delegate work as and when necessary to ensure successful completion of project. Coordination of teams Facilitate communication and collaboration in decision-making, program management, and initiative implementation among senior management including country and functional leadership. Identify cross-functional challenges/bottlenecks and facilitate communication and solutions Provide strategic analysis and thought leadership on competitive landscape; keep up with competitive and industry trends. Strategic projects Help define the strategic vision for the organization and document business plans and initiatives; provide leadership to ensure follow through on strategic initiatives Prioritize key initiatives to drive maximum business, and team impact across the group. Provide a strong voice and analytical/strategic insight to inform decisions on new business offerings, entry into new markets across the group. Play a critical role in high profile acquisitions and financing projects. Capacity building Improve current processes and coordinate organizational procedures for optimized efficiency and productivity. Help provide training support for various team members from assisting with modeling and analytics. Serve as a role model for mentorship and knowledge sharing, both in day-to-day activities and in helping upgrade enterprise level systems and capabilities. 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. Provide back-up to the office manager - notably during absence/busy periods- particularly in handling administrative matters such as petty cash and payments to suppliers as well as administrative management of the office bank accounts and cash management Provide back up for end month accounting and sending of original documents to HQ during the absence of the Office Manager; Provide back up to the Administrative Assistant, notably during absence/busy periods. Office management -Provide office support and secretarial/administrative support in day-to-day running of the Office. Act as a link with the Ministry of Foreign Affairs to all diplomatic and protocol procedures, and other relevant ministries Support Management when required in relation to financial administration of the office. Handling office relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts Support the Office Manager if and when required, in preparing documents needed for salaries calculations (overtime, leave days, insurances., allowances in coordination with the Bank’s services provider and Personnel department; Support the Office Manager if and when required in relation to the management and interface with the various departments concerned at Headquarters for telephone equipment, desktop computers, video conferencing system, IT access rights, as well as the interface with various suppliers and administrative management of contracts; Administrative support Support the Office Manager in matters including: Handling arrival and departure of expatriates, including contacts with Embassies and Ministries. Management of staff leave when required. Handling contracts and maintenance of expatriates residence. Keeping track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances are kept up-to-date. Keeping the office manual up to date. Organizing of company related events in the region. Handling driver’s time and responsibilities, ensuring to keep the cars logbooks updated. General maintenance of cars. Keeping incident logbook up to date. Preparation of inventories monthly and annually. Management of incoming telephone calls and correspondence. Efficient and timely organization of meetings – sending information to visitors, liaison with security staff, driver bookings for external meetings. Responsible for the travel arrangements, Travel Authorization’s and Expense Reports of Head of Office and expatriates. Provide general administrative assistance to personnel on business trips in the region, in coordination with secretariats in other countries. Encourage team behavior to create awareness and reinforce organizational vision, values and culture. Assist in the preparation and logistical planning for various events (e.g. conferences, ceremonies, official visits and missions). Handle secretarial tasks including filling, document archiving and any adhoc work. Assist with VAT Exemptions and follow up of reimbursements. Stakeholder Management- Build, liaise and sustain relationships with employees, external stakeholders, donors and the public, on behalf of the Heads. TATA CHEMICALS MAGADI LIMITED, Magadi- Kajiado, Senior Executive Assistant to Chief Executive Officer,(Oct 2015 –July 2020) 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 Manage government processes (company license and data protection renewals, employee visas, medical insurance, PO Box renewal, etc.) 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, procedures, handling online application, and working processes. Ensure that 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. Service/ procurement contracts or POs. Drafts Prepares purchase orders, drafts contracts, and authorization requests. Follows-up the activities and tasks undertaken by contractors as indicated in the signed Oversees and ensures proper maintenance and functioning of office equipment and furniture. Follows-up inventory and updates in case of purchase, transfer, and donation and written off. In charge of the maintenance of office and residences when necessary. MINI BAKERIES (N) LIMITED, Nairobi. Senior Executive Assistant to Group Managing Director, (Jan 2012-Sept 2015) 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 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 monthly 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. 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. Liaise with external bodies with which the M.D requires representation and is involved as required. 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, designates, and follows up on assigned action items. 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. 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. 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. A-, Driving License, No: A-, Date of Birth: 1985, P.O. Box:- 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 Willingness to collaborate and contribute where the team needs help High level of self-motivation and at ease working independently when necessary. Ability to shift gears comfortably; decide and act without having the total picture; ability to comfortably evaluate and handle risk and uncertainty. Strong accuracy, Attention to detail and an investigative nature -I am accurate with work and I pay attention to detail. Communication Skills- I can communicate effectively with all staff. Thrive in fostering an environment that promotes shared communications, efforts, and results. 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 Mr. Victor Mutai, HRO-Talent Management & Acquisition, Mabati Rolling Mill, Cell phone:-, P.O.BOX- –Athi River E-mail: - Mr. John Mwakuru, Manager Projects, Tata Chemicals Magadi Ltd. Cell phone:  -, P.O. Box 1-2005-Magadi E-mail:- Mrs. Anne Nelima, Legal & Administration Officer, Mini Bakeries (N) Ltd, Cell phone:-, P.O. Box 17592 – 00500 -NAIROBI. E-mail: -Ms. Nancy Moraa, Human Resource Officer, Matibabu Foundation (NGO). Cell phone:-, P.O. Box--NAIROBI E-mail:- Ms. Florence Muthoni, Manager Human Resources, Swissport Kenya Ltd. Cell phone:-, P.O. Box 19225 - 00501 Nairobi. E-mail:-