Laurene Kichamu

LAURA VICKE KICHAMU P. O. Box 54525 – 00200, Nairobi Tel:- Email:-PROFESSIONAL SUMMARY Analytical and detail-oriented professional, experienced in coordinating, planning, and supporting daily operational functions. Offering expertise in delivering organizational and administrative support by applying exceptional organizational, technical, communication, and customer service skills. An outstanding communicator and team leader with strong interpersonal skills. Seeking to thrive in a demanding, deadline-driven environment. CORE SKILLS • • • • • • • Administration and Human Resource Management Employee Relations and welfare Calendar & Schedule Management Asset Management Supplier Management Database Management Debt Collection • • • • • • • • Microsoft Office Proficiency Recruitment & Selection Customer Service Petty Cash Management Procurement Logistics Management Inventory Management Reporting PROFESSIONAL QUALIFICATION Graduate Diploma in Purchasing and Supplies: Chartered Institute of Purchasing & Supplies (MCIPS), 2012 Advanced Diploma in Purchasing and Supply: Chartered Institute of Purchasing & Supplies (CIPS), 2012 Diploma in Purchasing and Supplies: Chartered Institute of Purchasing & Supplies (CIPS), 2011 Bachelor in Business Administration (Human Resource Management): Kenya Methodist University, 2010 (Second Class Honours (Upper Division) Diploma in Business Management: Kenya Institute of Management, 2007 (Upper Credit) Kenya Certificate of Secondary Education (KCSE), Greenfields High School, Kitale, 2004 WORKING EXPERIENCE October 2023 to date: 4Life Solutions Africa SEZ Ltd Position: Senior Administrative Coordinator October 2021 to October 2023: 4Life Solutions Africa SEZ Ltd Laura Vicke Kichamu CV Page 1 of 7 Position: Administrative Coordinator/ Hr Support Duties & Responsibilities: Human Resource Management: • Processing and payment of staff salaries and other benefits • New Employee orientation and onboarding and employee exit facilitation. • Reviewing of employment contracts and employee terms of employment for new staff and existing staff. • Set up and management of the employee leave schedule. • Custodian of company and employee records. • Sourcing and negotiating medical insurance, travel insurance for staff. • Involved in employee welfare activities including teambuilding, mental health, financial empowerment and bonding activities. • Ensuring work safety measures and general wellbeing of employee are in place. • In charge of compliance and implementation of good employee work place conditions. • Implementation and Management of remote work schedule. Financial Management • • • • • • • • • • • • Drafted and came up with policies on Finance and travel for staff. Making payments to various suppliers and vendors. Making statutory payments and returns. Prepared and developed a travel advance request form and expense reporting form for staff. Review of company credit card expenses. Generate quotes, orders and invoices for various clients. Review of expense reports submitted by staff after travel. Maintain and custodian of office petty cash. Maintain the office cash book for KES and other currencies. Booking of office expenses in the financial business tool business central. Signatory of local KES bank account. ETIMS Invoicing Administration • Set up of the new office. • Set up of Administration policies, procedures and guidelines. • Ensuring the office is well maintained and clean. • Supervised support staff, to ensure optimization at all times. • Update and safe guarding the office asset registry. • Ensure the company is compliant to all the regulatory bodies • Ensure work safety measures are put in place. Laura Vicke Kichamu CV Page 2 of 7 • • • Supervising installation of office equipment, maintenance and servicing. Organising and coordinating staff meetings. Drafted and prepared the leave application form, local purchase order document and payment voucher template. Procurement • • • • • • • Collaboration with internal stakeholders and external suppliers. Ensuring accuracy in procurement documentation and record-keeping. Evaluate supplier proposals and negotiate favourable terms for the company. Ensured competitiveness in procurement processes as per the company guidelines and ensuring no purchase is done without approval. Ordered and generated sales quotes through the Microsoft business tool Navision and sent the quotes to clients by ensuring clients got their final orders within the shortest and most economical means. Ensure safe custody of all procured materials and supplies. Ensuring all procurement documentation is verified against the goods upon delivery. Sales and Logistics • Generate and order processing for sales orders. • Reconciliation of stock. • Coordination of assembly of water filter and offering logistics support for delivery to clients • Sourced and negotiated for cargo insurance for importing and exporting of stock. September 2014 to February 2019: Vestergaard Frandsen (EA) Ltd Office Coordinator/Logistics Support Overall Purpose: Contributes to the organizational goals by accurately and administering all process and procedures Duties & Responsibilities Administration • Ensured a clean and tidy office environment • Provided sales and logistics support to the Country Director for the water business unit. • Guided and supervised support staff on performance of their duties by ensuring fair and logical distribution of work load. • Ensured the organization is up to date with the various business requirements. • Ensured office machines and equipment are maintained and serviced as per the contract agreements. Laura Vicke Kichamu CV Page 3 of 7 • Liaised with the IT department in India on all matters related to IT, both hardware and software issues, configured office laptops with the required office applications and also configured office phones with the various Microsoft office applications. • Ensured insurance registrars are updated whenever a new asset is acquired, also ensured the insurance policies are paid and filled appropriately. • Ensured all key controls exist and are in good working condition, including but not limited to the alarm system, the backup system, the server, the air conditioning units and the fire extinguishers. • Formulated a local administration document detailing all the administrative processes and procedures. The document was used to guide and expose staff on all matter’s administration, it was also to serve as a reference point for the supervisor especially when office coordinator was out of office, also as a guideline for administrative interns etc. Asset Management • Oversaw the protection and safeguarding of company assets. • Worked closely with the senior accountant to ensure fixed assets registrars is updated on a continuous basis. Inventory Management • Worked closely with the sales team in ordering and ensuring adequate stocks for various company products. • Ensured the office stationery and consumables are enough and maintained with minimal or no wastage. Procurement • Ensured competitiveness in procurement processes as per the local guidelines and ensuring no purchase is done without approval. • Ordered and generated sales quotes through the Microsoft business tool Navision and sent the quotes to clients by ensuring clients got their final orders within the shortest and most economical means. • Ensured safe custody of all procured materials and supplies • Ensured all procurement documentation is availed to accounting on time. Schedule & Calendar Management • Organized and facilitated meetings for staff, conferences for distributors and agents from various Countries within Kenya and outside Kenya. • Coordinated hotel bookings and airport transfers for staff members and transport logistics for clients. • Made requisition for supplies to be delivered to clients on time. • Provided administration support by providing the various documents and requirements needed for Visa applications for staff traveling abroad. Report Management • Drafted, developed and disseminated monthly progress reports to administration. Supplier Management • Shortlisted suppliers for various projects. • Ensure that all supplier contracts are in order and the organisation is getting value. • Drafted, reviewed and maintained supplier contracts and ensured the renewable contracts were renewed before expiry. Logistics Management Laura Vicke Kichamu CV Page 4 of 7 • • • • • • • • • • Advising clients on the most ideal incoterms to use depending on the unique requirements for various Countries. Ensured the company vehicles are well maintained and properly utilised. Coordinated the distribution of 1050 Water Purifiers ordered by UNICEF, delivery, installation and training in 500 schools in 9 Counties in Kenya within 30 days. Coordinated in delivery of samples to various countries for product certification, and product launches. Was the contact person between the logistics team in India and the various clients from different countries Ensured the organisation incurs minimum costs especially when importing the company’s products. Coordinated with field workers on delivery of supplies to clients and schools as part of the organization’s CSR initiative. Ensured smooth coordination with the local clearing and forwarding agent. Ensured the company complies and adheres with the ever-changing dynamics of importing in Kenya, by ensuring our products are up to standard with the local requirements. Was the local contact person for the organisation’s logistical issues February 2014 to August 2014: Compulynx Limited Position: Administrative Assistant Duties & Responsibilities • Maintained and updated client’s statement of accounts • Followed up on outstanding payments. • Maintained and updated records for the cheques received. • Maintained and updated employees leave records. • Prepared invoices for customers and ensured they are dispatched on time • Ensured utility bills are paid on time. • Scheduled and helped in conducting interviews. • Updated Project Backups in the organizations Main-server. • Prepared system requirements specifications (SRS Document) for new projects for the organization and screenshots for software development and user Requirements (SRS). • Uploaded and sent project backups to the organizations Head office in India. • Kept and updated records for expenses incurred by the department. • Handled the department petty cash. • Coordinated hotel bookings, transport logistics and airport transfers for staff members and clients. • Was the contact person for clients’ by addressing their account issues and following up on unpaid invoices. • Maintained and updated records using Microsoft Excel • Responded to clients inquires both on phone and through emails Achievement • Consistently surpass the departmental deadlines. Laura Vicke Kichamu CV Page 5 of 7 September 2010 to April 2012: Vestergaard Frandsen (EA) Ltd Position: Assistant Office Coordinator/ Internship Duties & Responsibilities • Maintained and updated office financial records using Microsoft business solution tool –Navision; and Microsoft Excel for cash book records. • Processed payments to suppliers and clients. • Prepared local purchase orders (LPO) • Followed up on payments from clients and for suppliers. • Reconciled bank accounts and administered petty cash payments in Kenya Shillings and in dollars. • Processed employee’s salaries and payments. • Kept a record of all incoming and outgoing expenditure in Microsoft Excel. • Coordinated hotel bookings, transport logistics and airport transfers for staff members and clients • Assisted in preparation of terms of reference for new employees in the South Africa office. • Responded to clients inquires both on phone and in person. • Coordinated with field workers, clients and suppliers. Achievements • Successfully assisted in the implementation of advance the payment process to suppliers thus maintaining positive relationship with clients • Developed and maintained relationships with strategic partners and potential clients with an aim to increase and maintain the company’s clientele • Multitasked: successfully provided support to the Finance department and Customer Support department when short staffed. • Successfully analyzed and reviewed various potential clients’ portfolios for various provision of services and goods. • Successfully assisted in short listing candidates for the position of Area Manager Nigeria, Regional Director Kenya by tabulating the various candidates’ information in Excel. April 2009 to June 2009: Kenya Forestry Research Institute (KEFRI) Position: Intern Duties & Responsibilities • Assisted coordinate the recruitment and placement of new staff as required and conduct staff orientation. • Assisted develop and coordinate staff duty rosters and ensure optimum staffing levels for daily operations including leave planning and management. • Helped ensure all employees are properly contracted, contract renewals and terminations done in a timely manner and labour compliant manner. • Assisted identify training needs for staff both on an individual basis as well as company focused training programs. • Helped develop, coordinate and conduct employee performance appraisals. Laura Vicke Kichamu CV Page 6 of 7 • • • • Helped review, analyse, update and recommend revisions of policies and procedures in accordance with legal and regulatory requirements. Assisted ensure all staff are compliant with their employment guidelines. Helped maintain all the required HR documentation for the organization and ensure it is up to date. Helped support the payroll process by ensuring that correct data is provided to finance department in liaison with the HRM. Other Relevant Trainings Business Management- Short course on Life Skills held at the Kenya Institute of Management (KIM). Short course on Soft Skills at the Workplace- Kenya Institute of Supplies Management (KISM) Occupational First Aid training- Kaileys Consortium Fire Safety training- Kaileys Consortium. Steve Otieno Without Borders Consulting Team Leader Tel:- Email :- Laura Vicke Kichamu CV REFEREES Gordon Achola Country Director/ Reseller 4Life Solutions Tel:- Email:- Edna Odongo HR Manager Compulynx Limited Tel:- Email:-m Page 7 of 7