Gathoni Kibugu

Gathoni Kibugu Finance & Operations Professional Professional Experience Operations Officer and Contracts Coordinator (Current) & Senior Finance Officer (Prior) Gatsby Africa Jul 2021 – Present Operations Officer & Contracts Coordinator & (April 2022 - To Date) Operations Officer Supporting the implementation and oversight of operational systems, policies, and procedures Assist in the creation and monitoring of the Operations budget and tracking performance quarterly Supporting in designing effective operational systems, policies, and procedures and ensuring these are implemented effectively. Overseeing the office management – ensuring the office is fully equipped and maintained to provide a safe and effective working environment for the team. Managing the delivery of domestic and international travel support to teams, including flight, hotel, and taxi/car rental reservations, in line with the organization's procedures. Overseeing the management of office vehicles, their maintenance, and compliance with the vehicle policy and procedures Line managing and mentoring the team by providing effective performance management to meet agreed objectives and provide high-quality support to all teams. Developed and now oversees the management of the asset register as per the organizational policy. Supporting in being a business partner link between operations and all other business functions to ensure relevance, efficiency, and adaptability of operations systems. • gathonikibugu@g mail.com - Profile I have over 10 years of experience in driving efficient operations and fostering strong relationships. I am a person of high integrity, I am highly motivated and proactive, and capable of working efficiently with minimal supervision. I possess robust analytical, statistical, and problem-solving skills, I approach tasks with honesty, diligence, and trustworthiness. I excel in prioritization, taking initiative, and meeting deadlines while maintaining reliability and meticulous attention to detail. My professionalism and strong work ethic underscore my ability to contribute effectively in any setting. • • • • • • • • Contracts Coordinator Development, maintenance, and review of relevant templates for standard contracts. Drafting contracts, grant agreements, NDAs, MOUs, and other agreements as necessary Monitoring the drafting process until the contract is fully executed, and filing contracts according to the filing system. Maintaining a contract tracking system to monitor the currency of agreements and the compliance of all parties to the terms therein. Tracking the status of all open contracts, contractual payments, and organization liabilities, preparing monthly reports, and sharing them with respective teams in collaboration with finance. Conducting and documenting due diligence and assessment of collaborators and vendors. Identifying and assessing financial and tax risks associated with contract terms and proposing strategies for risk mitigation. Liaison between Finance and Operations, fostering clear and efficient communication channels during audits and any other inquiries. Assist in the creation and monitoring of the Operations budget and tracking performance quarterly • • • • • • • Education Master of Science Finance University of Nairobi 2017 Bachelor of Commerce Accounting & Finance Strathmore University 2011 • • Senior Finance Officer (Prior) July 2021 - March 2022 Prepared monthly financial reports for the management to enable cash transfer requests from the global office. Prepared monthly financial reports for the management to have an update of the budget performance compared to actual expenditure. Prepared budgets & their re-forecasts in coordination with the budget holders to ensure that their planned activities are budgeted for. • • • CPA (Kenya) Strathmore University 2009 Courses Grants Management Program Strathmore University 2022 Commercial Contracts Manager International Purchasing and Supply Chain Management Institute 2023 Project Management Program Strathmore University present References Prepared bank & supplier reconciliations to ensure we had a great relationship with our service providers & bank. Prepared & processed financial documentation for payment to ensure the smooth running of all organization activities. Processed payroll monthly Ensured timely online filing and payment of statutory deductions against (payroll PAYE, NHIF, NSSF, HELB, and Pension contributions) Ensured other taxes (Withholding Tax, Withholding VAT) were prepared & submitted before the due dates to ensure the organization was tax-compliant. Managed petty cash float and maintained safe custody of the cash and receipts and accounted for all expenditures in line with the policy Maintained the assets register - recording additions, disposals & other changes to ensure company assets are accounted for at any one time. Ensured that all accounting and corporate documentation was filed in accordance with the Kenyan laws and internal organizational policy. Ensured internal controls in finance are in place and were being followed to ensure compliance. • • • • • • • • • Finance & Admin Manager Mado Kenya Limited - Madora Apr 2016 – Dec 2019 Prepared monthly management reports for the shareholders, for them to know the position of the company - cash-wise & performance-wise. Budgeting, forecasting & financial planning to ensure the company had a plan for the year. Ensured taxes were prepared & submitted before the due dates to ensure the organization was tax-compliant. Assisted in the annual preparation of audit and accounting reviews to ensure compliance. Handled imports – analyzing duty cost beforehand, liaising with clearing agent, and maintenance of import summary. Product costing to ensure that all expenses were covered and the company fixed a price that ensured a profit Ensured day-to-day accounting was done - Payroll processing, bookkeeping, bank account reconciliations, paying suppliers, & handling petty cash. To ensure compliance. Maintained the assets register - ensured additions, disposals were updated. • Esther Thairu, Senior Operations Manager, Gatsby Africa- Pastor Harrison Mungai, Lead Pastor, Grace Point Church Kikuyu- John Mwangi, Chief Accountant, London Distillers K Ltd- • • • • • • • Head of Accounts Payable London Distillers Kenya Limited Jun 2012 – Mar 2016 Prepared and Filled VAT, Withholding Tax and PAYE. Key contact person with the external auditors. Prepared Monthly Managers Reports. Matched invoices to LPO’s and delivery notes to ensure accuracy in cost and quantity. Prepared payment vouchers in support of all payments. Monthly reconciliation of Supplier Statements and Bank Statements. Handled Import Duty, Tracking and Booking them in the accounting software - sage. • • • • • • •