CHIPO KEISHA MAKALA
Lusaka
Summary
Proven Administrative Assistant at Undikumbukire Project Zambia, adept in memo preparation and coordinating complex schedules. Excelled in streamlining administrative operations, enhancing organizational efficiency by 30%. Skilled in multitasking and prioritization, effectively managed in-kind donations and fleet, demonstrating strong research capabilities and a confident approach to problem-solving.
Overview
5
5
years of professional experience
Work History
Administrative Assistant
Undikumbukire Project Zambia
11.2019 - Current
- Assist with logging and filling out documentation.
- Assisting in the planning and execution of fundraising activities, organizational events, workshops, conferences, and staff travel.
- Handling confidential documents in an organized fashion according to established protocol.
- Conducting research on various topics as requested by management.
- Updating and maintaining the company’s asset register, and ensuring proper handover of equipment by staff separating.
- Support the Finance team with photocopying, filing, reporting, and audit.
- Check staff float for correctness, required documentation, and monthly reconciliation of staff float balances.
- Collection of quotations for the procurement of office supplies, furniture, stationery, and equipment.
- Issuing purchase orders and receiving invoices from vendors on behalf of the Project Accountant.
- Compiling distribution and expenditure reports for cash and/or material donations received from donors.
- Distribution and reconciliation of petty cash vouchers.
- Coordinating and scheduling meetings, including room reservations, catering, and technical setup, for seamless execution.
- Handling incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Support in managing in-kind donations.
- Fleet management and supervision of the organization’s drivers.
- Composing letters, memos, reports, emails, presentations and other written correspondence as required by management staff.
- Facilitating communication between different departments within the organization.
- Managing daily office operations and maintained office supplies inventory, ensuring efficient workplace functionality.
- Collaborating closely with team members to achieve project objectives and meet deadlines.
Education
Bachelor of Science - Business Administration
Cyprus Institute of Marketing
03.2023
ABE Diploma - Business Management
ZCAS University
02.2018
GCE 12 Certificate -
Lusaka High School
12.2013
Skills
- Memo preparation
- Research
- Scheduling
- Meeting planning
- Coordination
- Administrative operations
- Multitasking and prioritization
References
- Ms. Grace Museba, Finance Assistant, Save the Children, Warthog Road, Lusaka, (+260) 973 309 321, musebagrace@gmail.com
- Ms. Eve Liswaniso, Project Technical Lead, Undikumbukire Project Zambia, Alick Nkhata Road, Lusaka, (+260) 971 582 760, eveliswaniso@gmail.com
- Mr. James Zulu, Senior Legal Officer/Project Coordinator, Undikumbire Project Zambia, Alick Nkhata Road, Lusaka, (+260) 977 313 488, jmsaint.zulu@gmail.com
Timeline
Administrative Assistant
Undikumbukire Project Zambia
11.2019 - Current
Bachelor of Science - Business Administration
Cyprus Institute of Marketing
ABE Diploma - Business Management
ZCAS University
GCE 12 Certificate -
Lusaka High School
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