Tabitha Mbeyu
Virtual Assistant
Nairobi, Kenya •-• - • https://www.linkedin.com/in/eagle-smart-41142b2b6/
Cover Letter
PROFESSIONAL SUMMARY
Detail-oriented and highly organized Virtual Assistant with 10+ years of experience in administrative support,
customer service, project coordination, and social media management. Adept at streamlining workflows, optimizing
customer interactions, and managing multiple projects using digital tools like Trello, Click up, Slack, and HubSpot.
Passionate about delivering top-notch virtual support that enhances productivity and efficiency.
SKILLS
● Technical Skills/Tools:
Inbox and calendar management using Calendly
Updating tasks and lists in ClickUp, Trello , Hubspot
Organizing Google Drive files + formatting Docs/Sheets using - Google suite
Light Canva edits + basic content scheduling
Following up on tasks in Slack and supporting team communication
● Certifications:
●
MavenAide Academy
Executive Virtual Assistant Training .
PROFESSIONAL EXPERIENCE
Virtual Assistant Freelancer | Jan 2023 - Mar /2025
EagleSmart - Nairobi, Kenya
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Email management: Sorting, filtering, and responding to emails on behalf of the client.
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Calendar management: Scheduling appointments, setting reminders, and coordinating events.
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Data entry: Inputting and organizing data into spreadsheets, databases, or other software.
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Writing and content creation: Drafting blog posts, articles, newsletters, and other written materials.
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Customer support: Handling customer inquiries, and complaints, and providing assistance.
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Transcription: Converting audio or video recordings into written documents.
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File organization: Creating and maintaining organized digital filing systems.
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Personal assistance: Assisting with personal tasks such as gift shopping, booking appointments, etc.
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Bookkeeping and invoicing: Managing financial records, issuing invoices, and tracking expenses.
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Social outreach: Engaging with clients' customers or followers through comments and messages..
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Proofreading and editing: Reviewing and refining written content for grammar, style, and clarity.
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Database management: Organizing and maintaining client databases.
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Virtual meeting support: Scheduling, setting up, and managing virtual meetings and conferences.
Logistics Assistant Funds Management | 07/2018 - 10/2023 WFP SOMALIA - Nairobi, Kenya
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Verified timely claim submissions as per WFP Corporate Transport and Logistics Standards.
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Managed logistics-related purchase orders in corporate systems.
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Accurately recorded logistics charge codes, vendor details, quantities, and contract rates in corporate systems.
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Assisted in creating Logistics budget projections.
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Guaranteed full adherence to IPSAS financial regulations on a monthly, quarterly, and annual basis.
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Monitored daily on SCOPE and ITS open transactions to ensure closure of all the open items
● · Prepared weekly report on settlements performance (downloads, awaiting verification, approval and settled) in SCOPE
and on Tableau
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Downloading and forwarding to finance for upload on Invoice Tracking System (ITS)
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Analyzed disputed invoices, reconciliation and disputed transactions as well as preparation of Note for the Records
● · Processed invoices for contractors including transporters, clearing and forwarding agents, superintendence, and
warehousing agents and CBT Retailers
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Preparation of Transport Monitoring and Data Analysis reports
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Prepared the support to payment report from WINGS and other supporting documents required for invoice processing
● · Created and maintain Service Entry Sheets for all logistics invoices in WINGS, as well as for IPSAS both for LTSH and
Retailer invoices
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Tracked all invoices using the Invoice Tracking System (ITS) matching and forwarding invoices for approval
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Prepared debit memos to ensure that contractors are aware of any loss/damages deducted from their final payments
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Analyzed and process requests for a variety of data from SCOPE, ITS and Tableau for analysis when required
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Monitored daily SCOPE, ITS and WINGS (GRIR) open transactions to ensure the closure of all the open items
● · Timely Consolidated Invoices and Payment Process for WFP Invoice Tracking Tool invoice verification and review for
onward payments
● · WFP is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing
hunger and promoting food security
Logistics Assistant Transport | 08/2016 - 06/2018 WFP SOMALIA
● · Company Overview: WFP is the food assistance branch of the United Nations and the world's largest humanitarian
organization addressing hunger and promoting food security
● · Undertaken logistics activities, following SOPs, and facilitating, directly or indirectly effective implementation of Cash
Base Transfer assistance
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Support management of retailer contracts including performance monitoring and measurements
● · Responded to a variety of technical queries/requests for support following standard processes and obtaining guidance as
required to ensure timely and accurate resolutions of all queries from AO
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Supported retailer assessments, mission planning, and assessment tools development/update
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Compiled data from retailer assessment and monitoring, assisted in analysis and generated reports
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Conducted retailer training and regular meetings and information exchange and training materials development
● · Assessed structure and capacity of the local retail sector to deliver in -direct food assistance both in regular and emergency
operations
● · Ensured early warning and risk assessment of supply, supply chain mapping, market capacity and elasticity, drivers of
change and risk
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Networked with supply chain stakeholders to validate collected data on supply chain and market supply corridor alerts
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Build and develop productive relationships with the retail network in locations with WFP contracted retailers
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Managed and assessed retailer's performance against key performance indicator targets
● · Controlled and build retailers capacity on food storage and handling techniques, pest management and rodent control as
required
● · Managed the activities of the 3rd party retailer logistics consultant tasked with data collection and information
dissemination from/to retailers and other key stakeholders
● · Coordinated with other key departments in the country office and area offices as required to ensure successful retail
delivery
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Followed up with retailer complaints and helped in resolving especially on payment
● · WFP is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing
hunger and promoting food security
Logistics Assistant Retail & Markets | 06/2010 - 08/2016 WFP SOMALIA
● · Company Overview: WFP is the food assistance branch of the United Nations and the world's largest humanitarian
organization addressing hunger and promoting food security
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Reviewed Purchase Orders against the Transporter's Allocation
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Ensure the rate Matrix is maintained and accurately updated with the valid contractors who have been awarded contracts
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Prepared weekly allocated and unallocated stock figures for planning purposes
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Verified FRNs from the Programme Unit and prepared stock allocations
● · Created completed / accurate STO (Stock transport order) to be used for the uplift of food and non-food commodities
out of WFP Warehouses in Somalia and Kenya on time in WINGS
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Issued manual LTIs (Landside Transport Instructions) for non-food commodities and offline stocks as required
● · Managed the exchange of information between the Country Office and allocated AO, especially on data reconciliations,
and corrections on data postings
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Unsolved user problems should be communicated to the LESS focal person for further undertakings
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Monitored the overland in-transit cargo for the AO's
● · Counter-check with the rate matrix to ensure that the correct rates are applied in all WFP contracted services during PO
creation and a contract saved in WINGS for all POs created as reference
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Work with the contracting team to resolve any issues on contracts during payments
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And attend meetings before contracts are awarded for any issues that need clarifications
● · Giving feedback that will assist during monitoring and evaluations of contractor performance, thus Assisting in the annual
transporter's performance evaluation process, or semi-annual if required
● · While working in the operations/transport section of the logistics unit I reviewed Purchase Orders against the
Transporter's Allocation
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Ensure the rate Matrix is maintained and accurately updated with the valid contractors who have been awarded contracts
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Supervised and monitored the overall logistics and logistics-related operations at the camps
● · WFP is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing
hunger and promoting food security
General Warehousing Logistics Assistant | 09/2006 - 05/2010 WFP Kenya ,Kakuma
● · Company Overview: WFP is the food assistance branch of the United Nations and the world's largest humanitarian
organization addressing hunger and promoting food security
● · Maintained accurate records for commodities from the time commodities arrive at the warehouse until their release from
the stores, by proper recording of ledgers
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Executed training for other logistics staff in commodity handling, record keeping and reporting as per logistics guidelines
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Training Lead Agency warehouse and logistics staff on Commodity Accounting
● · Capacity building for Nutrition and Health staff at health facilities on handling WFP food commodities for the
Supplementary Feeding Programme
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Supervised commodity handling and management following WFP standards (SOPS)
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Guided the storekeepers in maintaining clean and pest-free storing conditions
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Scheduled regular visits to Final Distribution Points to ensure proper handling of WFP commodities
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Preparation of distribution plans, and weekly and monthly stock movement reports
● · Support disposal processes of damaged cargo in consultation with relevant stakeholders after approval from the Country
Director
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Participation in the bi-weekly PRRO Task Force Teleconference in the absence of the LO
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Informed WFP Logistics Unit Kakuma of any delays or problems
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Submit reports on time as required
● · WFP is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing
hunger and promoting food security
EDUCATION
● Logistics Learning Alliance - Advanced Diploma
Humanitarian Essential Logistics, 12/2020
Modules: Supply chain operations, Supply chain management, Cash Transfer Programming, Stock Prepositioning,
Management of phases of Humanitarian Response.
● Kenyatta University Computer Centre - Kenya | Certificate
Computer systems and applications, 12/2000
● Kenyatta University - Kenya | Bachelor's
● Education Home Economics, 01/2021
