Kathryn Kago

K A T H R Y N K A G O Virtual Assistant | Business Analyst | Project Lead P.O. Box-, Nairobi, Kenya ▪-▪- https://www.linkedin.com/in/kathryn-kago-/ Qualification Highlights Administrative Support professional with +7 years’ experience providing skillful administrative support to executives and teams In-depth and vast knowledge of Administrative Operational functions: - Project Management, Office management, People Management and corporate communication Experience in a Project Management Office (PMO) environment with Africa’s leading airline Advanced IT skills particularly Google Suite, Microsoft 365, ASANA, JIRA, AGILE Adept at Calendar management working with multiple diaries Experience with financial information and processing Accuracy and attention to detail with an above average standard of grammar, spelling and numeracy. Excellent written and verbal communication skills. Proven track record of people and office management skills. Good personal presentation Ability to resolve conflicting deadlines: I have worked in a fast-paced project environment with multiple deadlines Pro-active, flexible and able to take initiative when needed. Proven ability engaging and planning with and for senior stakeholders Skilled problem solver with the ability to make sound judgments I am an efficient and organized person. It will be done right the first time Functional Competencies Experience with input of data into a CRM system, Experience with creating MS Excel Spreadsheets Record Management skills i.e Maintaining contact lists and online records Resourceful Adept and experienced with MS Powerpoint for creating presentations, as assigned Good written and spoken communication skills for addressing administrative queries internally and externally Native English fluency. Savvy with modern technology & software, and able to quickly learn new ones. Project management skills, with the ability to manage many different assignments at the same time Accurate and detail oriented Corporate Competencies Excellent oral and written communication skills, sound analytical and writing skills and consistent decision-making skills. I can set priorities, focus on results, meet deadlines and manage time efficiently Advanced IT literacy with the ability to trouble-shoot technical problems and provide desktop support Sound judgment and negotiation skills The ability to multitask and respond to changes in competing priorities. I remain calm, in control, and good humored in high pressure situations Provide Executive level support (CEO, COO & CTO) Previous Employment Project Coordinator – IT Implementation Kenya Airways Ltd. 2011 - 2019 The IS Development department of Kenya Airways is tasked with enhancing the development and utilization of systems and business processes in order to improve process efficiency and reduce costs. I ensured all of our guests received efficient, professional and friendly service at all times: Teammates, Internal Staff, Vendors, and SuppliersRole Profile Project Management Requirements engineering Solution design and implementation Coordinate cohesive project teams to ensure project deliverables are met within the set timelines. Establish standards, tools and procedures for use on the project Project Logistics Facilitate all project related travel and hotel accommodation Conference and Event Co-coordinator for project team activities: ensuring conference and events rooms are set up to a high standard according to guest requirements before they arrive, servicing the rooms during their event and being ready to help to make sure the event runs smoothly on the day. Documention and Project Library Management Produce consolidated reports to the project steering boards and management team meetings Minute the outcomes of meetings and ensure distribution of minutes and presentations to all stakeholders Manage the project library documents e.g. project plans, issue logs etc. and ensure that the documents are always accurate, current and relevant. Budget Tracking Maintain accurate and up to date project finance records. Change Management Create Change Communication Plans in tandem with the project plan Act as change manager for projects Achievements Equity Payment Gateway- a portal for payment of KQ Tickets through the bank outlets: over the counter, EAZZY PAY the Equity Payment portal and Equity Bank agents countrywide Placing an online version of Msafiri Magazine, Kenya Airways flagship magazine on the KQ Website Placing an online Hotel Booking Engine on the main Kenya Airways websites www.kenya-airways.com and www.kqholidays.com +70 projects administered successfully to Go Live and completion 100% project minimums documentation on all individually managed Business Systems projects in financial years 2015 to 2018 Relevant Work Experience Sales & Marketing and PA to Marketing Director Heritage Hotels 1999 – 2001 Role Profile Maintain Sales & Marketing Manager’s calendar, plan and organize Manager’s schedule of meetings and participation in events, screening and routing of Regional Director's mail ensuring systematic follow-up on necessary action points with Regional Office staff. Arranging the Director's travel plans in collaboration with the operations staff including necessary visas, travel authorization, advances, hotel bookings and preparation of claims upon completion of travel. Preparing draft responses to correspondence, minutes/note for the record of meetings attended by the Regional Director with the office staff and or/external partners. Collecting background information from appropriate sections/senior staff within the Regional Office and organize briefing materials for the Regional Director's attendance in meetings and events. Recording and updating lists of names, addresses and telephone numbers of contacts worldwide and manage telephone log on overseas calls. Being effective and efficient in administrative technical support services ensuring compliance to records management, effective IT purchases, office telephone payments, timely information inclusive of IT inventories and compliance to IT licensing obligations. Market Research/ intelligence Other Roles PA to Sub-Saharan Regional IT Director and Administrative Assistant I T Department British American Tobacco Kenya Limited, Jan 2007 – Jan 2009 Role Profile Maintain Regional IT Director's calendar, plan and organize Regional Director's schedule of meetings and participation in events, screening and routing of Regional Director's mail ensuring systematic follow-up on necessary action points with Regional Office staff. Arranging the Director's travel plans in collaboration with the operations staff including necessary visas, travel authorization, advances, hotel bookings and preparation of claims upon completion of travel. Preparing draft responses to correspondence, minutes/note for the record of meetings attended by the Regional Director with the office staff and or/external partners. Collecting background information from appropriate sections/senior staff within the Regional Office and organize briefing materials for the Regional Director's attendance in meetings and events. Co-ordinate outsourcing for IT department staff recruitment and selection processes to fill vacant positions, prepare recommendations for staff appointments in order to hire suitable candidates with the necessary knowledge, skills and other special characteristics outlined in the job description and competency profiles. Recording and updating lists of names, addresses and telephone numbers of contacts worldwide and manage telephone log on overseas calls. Operations Manager Payplus Africa Limited 2010 Responsible for ensuring and improving the performance, productivity, efficiency and profitability of departmental operations through effective methods and strategies for Payplus’ core business – ICT Role Profile General administration Coordinate, manage and monitor the Sales & Technical departments in the organization. Prepare and control operational budgets. Control inventory. Plan effective strategies with management for the financial well being of the company. Formulate and implement departmental, and organizational policies and procedures to maximize output. Monitor adherence to rules, regulations and procedures. Plan the use of human resources. Organize recruitment and placement of required staff. Establish organizational structures. Delegate tasks and accountabilities. Establish work schedules. Supervise staff. Monitor and evaluate performance. Ensure quality of products. Manage maintenance of equipment and machinery. Provide technical support where necessary. Manage and improve the efficiency of support services such as IT, HR, Accounts and Finance. Facilitate coordination and communication between support functions. Sales, Marketing and Customer Service - Manage customer support. Plan and support sales and marketing activities. Liaising with top management , assist in the development of strategic plans for operational activity. Implement and manage operational plans. Legal activities Maintain and ensure that business permits and licenses are up to date and in conformance with relevant authorities. Conduct initial contact with company lawyers and document any meetings, proceedings etc. Maintain internal and external staff records which include statutory records – NSSF, NHIF and workman’s compensation. Ensuring staff adherence to company policies and procedures and recommend appropriate action for failure. Marketing Assist in marketing co-ordination activities through channels defined by management Talent Management Administrator Personnel Resource Limited 2009 - 2011 Working as part of the team under the direction of the Chief Executive, in coordination with other staff, to become familiar with and contribute to the substance of work, Human Resource Outsourcing. Role Profile General administration Systematically record, new leads and candidates into the Applicant tracking system. In collaboration with respective consultants; make follow up calls on references/ referees; respond to unsolicited email requests; conduct online research assignments Obtain and process supplier contracts, and vendor information documentation with the Legal Aide. Coordinate travel arrangements both local and international i.e. booking flights, visa applications, transit arrangements, accommodation, car hire, and issuance of taxi vouchers Schedule meeting requests; preparation and follow-up of the same, training workshops and, seminars, both internal and external Provide logistic support to program staff: administer the use of pool vehicles within established guidelines, policies and budget. Creating an organized document depository in the server and Manual filing covering all departments in the company. Take minutes for meetings; draft correspondence; organize conference calls and courier services and coordinate consultants’ travel needs. Answer e-mail and phone inquiries. Screen and redirect the incoming and out-going mail, including confidential mail and follow-up with the relevant parties. Book keeping Assisting the Accounts Department to manage program budgets, track expenses. Work closely with the Project Manager and Financial Accountant in the daily administration of the office including ensuring the timely receipt of statutory and financial reports and other expected outputs. Process payment requisitions, staff expense reports, and reimbursement requests, receive and process consultants’ expense reports. Conduct all banking activities and Petty cash management Liaise with Consulting Auditor when required. Office Welfare Manage General office Welfare - ensure Rent and utility bills are covered as scheduled and maintain records for the same. Supervise and schedule janitorial and service staff. Planning and participating in the capacity building activities of the office, organizing for workshops and organizing print and distribution of training materials on Human Resource issues and mechanisms. Issue and update company vehicles mileage forms and maintenance schedules. Maintain regular contact with suppliers Tertiary Education The Technical University College of Kenya , Nairobi, Kenya Higher Diploma in Business Administration (1995) My Referees Daniel Salaton Manager, Cargo Express Centre Kenya Airways ACHL, Cargo Centre Old Airport North Road Embakasi P.O. Box 19002 – 00501 Nairobi, Kenya Contact: -, -