Henry Ogola

PROFESSIONAL SUMMARY Highly dedicated and resourceful Virtual Executive Assistant with over 10 years of experience supporting senior leadership in fast-paced environments in delivering executive-level administrative functions, financial work, and managing complex operational support. Skilled at executive-level tasks such as calendar management, travel coordination, bookkeeping, online research, and stakeholder communication. Proven track record of meeting tight deadlines, organizing projects from start to finish, and handling confidential information with discretion. Communicate fluently in English and possess strong analytical and problem-solving skills and a dedicated, trainable mindset ready to support business, real estate, and day-to-day tasks. KEY SKILLS Executive & Personal Support: Calendar Management, Travel Booking (flights, hotels, transportation, agenda planning), Customer Support, Project Coordination, Document Filing & Organization, Data Entry & Administrative Support. Bookkeeping & Finance: QuickBooks, Budget Tracking, Expense Processing, Financial Reporting, General Ledger Reconciliation. Real Estate & Property Support: Tenant & Guest Communication, Rental Management, Vendor Sourcing & Quote Coordination, Online Research for Property Services, Customer Support, Process Enhancement. Tools & Systems: Advanced Microsoft Excel, Microsoft Word & PowerPoint, QuickBooks, ERP Systems Languages: English (Fluent - written and spoken). Soft Skills: Resourceful, detail-oriented and highly organized, strong analytical thinker and problem-solving skills, fast learner and highly trainable, excellent communication and customer service skills, ability to follow instructions and deliver independently, dedicated and reliable in remote work environments. PROFESSIONAL EXPERIENCE HR & Administration Manager | Mar 2024 – Present Minara Homes Ltd • Nairobi, Kenya ● ● ● ● ● ● ● ● ● Directed end-to-end HR and operational processes, achieving 100% staffing targets while maintaining fully audit-ready personnel records and 100% statutory compliance. Handled tenant and guest communication, ensuring timely and professional resolution of inquiries and support requests. Developed and updated HR policies and internal regulations, ensuring 100% alignment with financial and legal requirements across all audits. Resolved 96% of disciplinary and grievance matters internally within statutory deadlines with a positive and compliant workplace environment. Negotiated and managed contracts with 200+ vendors, delivering a 20% reduction in operational costs while sustaining reliable service delivery. Planned and executed team conferences, workshops, and leadership retreats, managing venue sourcing, agenda development, participant communications, and on-the-day logistics, resulting in zero event disruptions. Fostered a high-performing team culture producing 80% of internal promotion rate through structured performance reviews and targeted coaching. Upheld organizational Code of Conduct, ensuring 100% compliance with ethical and professional standards across all operations. Managed calendar of events, scheduling, and produce correspondence for senior leadership, drafting communications and delivering accurate meeting minutes within 4 hours. Independent Development Finance Consultant | Sep 2023 – Feb 2024 Self-Employed • Nairobi, Kenya ● ● Conducted financial management system assessments for 3 NGO partners, identifying internal control gaps and delivering tailored capacity-building interventions that improved donor compliance by 20%. Advised partner leadership on sub-grant agreement structuring, disbursement controls, and audit readiness, directly strengthening financial governance for active humanitarian programmes. Finance and Grants Manager | Jan 2017 – Aug 2023 African Centre for Health Systems Research & Management (ACHESREM) • Nairobi, Kenya (with field travel) ● ● ● ● ● ● ● ● Managed full bookkeeping, budget tracking, and financial reporting for a USD 45M+ portfolio using QuickBooks and ERP systems, delivering 100% accurate and timely reports with zero audit findings. Coordinated multi-stakeholder projects and grant-related tasks, monitoring expenditures, resolving variances within 48 hours, and ensuring all deliverables met strict deadlines. Contributed the development of 6+ successful donor proposal budgets in collaboration with technical teams and senior leadership, aligning programmatic priorities with donor requirements and funding constraints. Maintained and strengthened general ledger reporting through ERP super-user support, improving month-end close efficiency by 40% and reducing reclassification errors. Governed sub-grant agreements and financial settlements for 4+ implementing partners, achieving 100% on-time reporting and cutting disbursement delays by 76% through robust compliance reviews and tracking tools. Mentored and supervised a diverse team of 4, achieving an 80% internal promotion rate through structured performance management and continuous professional development. Enhanced the development and refinement of finance and operations processes, improving consistency and transparency across the programme portfolio at 100%. Prepared at 100% accurate and timely grant financial reports for all internal and external stakeholders, supporting informed management decision-making and donor accountability. Country Administrator — Kenya & Somalia | Jan 2016 – Nov 2016 Comitato Collaborazione Medica (CCM) • Nairobi, Kenya & Mogadishu, Somalia ● ● ● ● ● Achieved 99.7% budget utilization accuracy across all country operations through disciplined cash flow forecasting and proactive variance analysis, flagging FX and liquidity risks to senior management. Oversaw procurement planning and international tendering processes, managing vendor negotiations and purchase order tracking with zero audit findings. Streamlined supply chain and vendor coordination processes, reducing procurement delivery delays by 30% and ensuring timely programme delivery. Coordinated donor audits with HQ, maintaining 100% compliance across all financial and operational submissions. Represented the organisation in high-level stakeholder forums, securing 100% approval on all submitted documentation and reinforcing compliance standards across multi-country projects. ADDITIONAL RELEVANT EXPERIENCE ● ● ● ● ● ● State Administrator - CCM, South Sudan (06/2015 to 12/2015) Consulting Partner - Capital Management Consultants, Kenya (05/2013 to 05/2015) Finance Consultant- Help - Hilfe zur Selbsthilfe e.V., South Sudan (01/2013 to 04/2013) Finance Officer- IMA World Health, South Sudan (06/2011 to 12/2012) Office & Operations Manager - Maban Relief & Development Org., South Sudan (09/2010 to 05/2011) Finance & Admin Officer- Fashoda Youth Forum, South Sudan (03/2009 to 07/2010) EDUCATION & PROFESSIONAL QUALIFICATIONS The Association of Chartered Certified Accountants (ACCA) Bachelor of Commerce - Accounting KCA University | Nairobi, KE University of Nairobi | Nairobi, KE