Rachael Ndichu

Curriculum Vitae RACHAEL NDICHU P.O. Box-, Nairobi, Kenya--, - PROFILE A self-motivated individual with a strong ability to work both independently and collaboratively within a team. Highly organized, detail-oriented and proficient in administrative duties, dedicated to contributing effectively to the success of any organization/company/business. SKILLS AND COMPETENCES     Highly organized, efficient, and detail-oriented Multi-tasking and very proactive Inventory and record management Customer service WORK EXPERIENCE Title: Administrative Assistant and Bookkeeper - Consultant May 2022 to Present Administrative Services 1. Managing and responding to emails and phone calls professionally 2. Scheduling meetings, appointments and maintaining calendar events 3. Organizing digital files and keeping records up to date 4. Preparing and editing documents, reports and presentations 5. Performing data entry and database management 6. Coordinating travel arrangements and itineraries 7. Providing customer support via email, chat or phone 8. Ordering office supplies Bookkeeping Services 1. Recording daily financial transactions accurately 2. Reconciling bank statements and accounts 3. Managing accounts payable and receivable 4. Preparing invoices and tracking payments 5. Assisting with payroll processing 6. Generating financial reports (e.g., Income statements, Profit and Loss) 7. Ensuring compliance with relevant financial regulations and company policies Title: Consultant - Administrative Assistant, Nairobi Jan 2022 to May 2022 Organization: Research Triangle Institute (RTI) International –Tusome Project (USAID education flagship program) Responsibilities; 1. Organizing regular as well as high-level internal and external activities such as conferences, workshops and events which entailed: • Supporting with and sometimes leading the procurement of workshop materials, venue, catering and other services. Curriculum Vitae - Rachael Ndichu Page 1 of 5 • Logistical expertise such as coordinating and organizing transport, accommodation, flights and conference bookings ensuring smooth flow of project activities. • Providing on-site support during meetings and workshops like registration of workshop participants, ensuring meals are provided on time and other general support 2. Procurement of project goods and services and support of vendor payment process across 6 regions (Nairobi, Kisumu, Mombasa, Eldoret, Garissa and Isiolo) 3. Consolidating staff field budgets for all the 6 regions 4. Reconciling vendor statements in liaison with finance 5. Supporting with asset disposal tasks 6. Updating administration files in both digital and printed formats 7. Sorting, arranging, packing and shipping hard copy office files to HQ in USA for closeout 8. Preparing contracts for short term independent contractors 9. Managing the calendar of events and communicating changes to staff and partners involved. 10. Supporting other project close-out activities as assigned Title: Senior Administrative Assistant, Mombasa June 2018 to Oct 2021 Organization: Research Triangle Institute (RTI) International –Tusome Project (USAID education flagship program) Duties Assigned; 1. Administrative Duties  Maintaining the regional calendar of events and communicating changes to staff and partners involved.  Creating and maintaining all administration files both digital and hard copy files  Maintaining office equipment and furniture and calling for repairs when required  Tracking and replenishing office supplies like kitchen items and stationery  Supervision of 1 project driver and 4 outsourced staff; 2 guards, 1 receptionist and 1 cleaning steward  Ensuring office bills are paid on time and contracts/licenses with various service providers are renewed on time 2. Procurement of goods and services and support of vendors and teachers payment process • Sourcing for quotations, participating in vendor selection process, issuance of LPOs and tracking the LPOs validity period  Managing stationery stock levels by keeping stock cards and raising purchase requisitions when required • Supporting vendors’ payment process by reviewing invoices and procurement documentation before submitting invoices for payment  Reviewing teachers training participants lists and uploading them on the online tracker for payment • Timely remittance of invoices to finance for DA1 processing (application of VAT for refund)  Maintaining accurate and organized procurement records 3. Finance Administration Support  Preparing regional staff budgets for field activities  Preparing regional budgets for office supplies; stationery and kitchen items • Reconciling vendor statements and following up with finance on overdue payments  Managing petty cash account 4. Logistics Management • Organizing travel arrangements for staff like transport, accommodation, flights and conference bookings for both project events and staff field visits ensuring smooth flow of project activities • Preparing training/workshop materials like registration forms, name tags, training manuals, print publications and stationery • Ensure training materials and other office supplies have been timely delivered to the venue for national and regional trainings. • Supporting conference rooms set up. • Providing on-site support during meetings and workshops like registration of workshop participants, printing of documents, ensuring meals are provided on time and other general support • Preparing post-workshop administration reports Curriculum Vitae - Rachael Ndichu Page 2 of 5 5. Inventory Management of Tusome Books (education instructional materials designed to support reading skills for primary school pupils)  Compiling book shortage data for primary schools in Nakuru and Mombasa regions in liaison with education officers - Curriculum Support Officers (CSOs) • Organizing book distribution to schools in the region • Proper record keeping of books received/issued through Buffer Utilization Summary database • Following-up on submission of signed delivery notes from school head teachers and CSOs • Lead admin for consolidating data for all regions countrywide and preparing weekly reports on the number of books issued, store balances and pending shortages. • Conducting regular stock take for books in store 6. Maintaining accurate records of documents for the project vehicle • • •  Reviewing vehicle movement logs on weekly basis. Reviewing and submissions of monthly fuel top-up requests. Keeping an updated record of the vehicle maintenance status Working closely with the project driver to ensure the vehicle is well maintained and regularly serviced. 7. Asset management • • • Regularly updating the asset register Branding and tagging all the assets and regularly conducting assets verification exercise Regular servicing of office equipment. Title: Temporary Administrative Assistant, Nakuru Feb 2018 to June 2018 Organization: Research Triangle Institute (RTI) International –Tusome Project (USAID education flagship program) Duties Assigned; 1. 2. 3. 4. 5. Organizing internal and external meetings; Conferences, Workshops and Events Inventory management of Tusome books Tracking and replenishing office supplies such us kitchen items and stationery Procurement of project goods and services Support with vendor payment process by compiling procurement documents and sharing the invoices with finance for payment. 6. Support with teachers payment process during regional cluster meetings 7. Asset management 8. Preparing staff budgets for field visits 9. Managing the calendar of events and communicating changes to staff and partners involved. 10. Creating and managing effective filing system for all administration files 11. General administrative support as assigned Title: Administrative Assistant, Nairobi Mar 2015 to Nov 2017 Organization: Land O’Lakes International Development- – KIE Project (USAID flagship Feed the Future program) Duties Assigned; 1. Managing front desk operations and general administrative support • Managing general external email correspondence including calls and visits and directing technical inquiries to the relevant departments • Managing the calendar of events and communicating changes to staff and partners involved. • Supporting the management of the donor reporting calendar to ensure that all contributing units make their submissions in a timely fashion to meet donor requirements thus contributing to effective tracking of work against set deliverables and helping to keep the project in good standing with USAID • Creating and managing administration files in both digital and printed formats Curriculum Vitae - Rachael Ndichu Page 3 of 5 • Receiving deliveries and serving as the first point for quality assurance, most notably for event, communication and knowledge management materials • Receiving calls and attending to all visitors • Updating and maintaining up to date list of telephone contacts both internal and external • Filing DA1 forms for VAT application and submitting the same to USAID on a regular basis. Once approved, claim for VAT from vendors/service providers. • Assisting in the onboarding process for new hires including assigning equipment and coordinating orientation sessions.  Supporting finance in photocopying, sorting and filing finance documents • Tracking and replenishing office supplies like kitchen items and stationery • Preparing short term contracts for outsourced staff 2. Logistics management  Preparing training/workshop materials; registration forms, name tags, training manuals, print publications, stationery etc  Ensure training materials and other office supplies have been timely delivered to the venue for national and regional trainings.  Coordinating and organizing transport, accommodation, flights and conference bookings for both events and staff field visits ensuring smooth flow of project activities  Supporting conference rooms set up.  Providing on-site support during meetings and workshops like registration of workshop participants and other general support  Preparing post-workshop administrative reports 3. Procurement of project goods and services • Sourcing for quotes, participating in vendor selection process, issuance of LPOs and tracking the LPOs validity period • Supporting vendors’ payment process by reviewing procurement documentation before submitting invoices for payment • Maintaining the order of procurement file checklist/ proper documentation before filing • Managing stationery stock levels by keeping stock card and raising purchase requisition for office supplies 4. Asset management • Regularly updating the assets register • Branding and tagging the assets • Ensure timely and regular servicing of office equipment Title: Receptionist Institution: Avenue Healthcare, Nairobi Feb 2011 to Feb 2015 Title: Secretary Company: Chaka Agencies (Auctioneers), Nairobi Dec 2008 to Jan 2011 Title: Temporary Secretary Company: Masai Africa Safaris (Tours and Travel Agency), Nairobi Sep 2008 to Nov 2008 PROFESSIONAL TRAINING Diploma in Procurement and Supply (CIPS Level 4) Kenya Institute of Supplies Management, Nairobi July to Nov 2016 Units covered 1. Sourcing in Procurement and Supply 2. Contexts in Procurement and Supply 3. Business Needs in Procurement and Supply Curriculum Vitae - Rachael Ndichu Page 4 of 5 4. 5. Negotiation in Procurement and Supply Managing Contracts and Relationships in Procurement and Supply Advanced Diploma in Office Management and Administration Graffins College, Nairobi July 2007 to July 2008 Units Covered 1. Office Management 2. Business Law 3. Organization and Behaviour 4. Shorthand Speed 100 wpm 5. Word Processing Level 3 6. English for Business Communication Level 3 7. Ms PowerPoint Level 2 Secretarial Studies Graffins College, Nairobi July 2007 to August 2008 Units Covered 1. Typing Level 3 2. English for Business Communication 3. Business Studies 4. Office Procedures 5. Bookkeeping 6. Shorthand Speed 60wpm OTHER TRAINING BELCOM COMPUTER CENTRE • Ms Windows • Ms Word • Ms Excel 2008 • Ms Access • Ms PowerPoint • E-mail and Internet LANGUAGES English and Swahili REFEREES 1. Martha Gisemba (Supervisor) Operations Officer – RTI International Email:-,-Tel:-. Juliah Kaggiah (HR ) Human Resource Manager – RTI International Email:-Tel:-. Michael Kinyua (Supervisor) Finance and Administration Manager Land O’Lakes International Email:- Curriculum Vitae - Rachael Ndichu Page 5 of 5