MONICA MULENGA
Chalala, Lusaka,Zambia
Summary
Adaptable and organized administrative professional with background in office management, event coordination and diary scheduling. Knowledgeable and hardworking communicator with up-to-date knowledge of relevant safety and data security regulations. Works hard to keep office running smoothly. Having worked in both private and the NGO setup with a lot of engagements with Government departments and donors
Overview
10
10
years of professional experience
11
11
years of post-secondary education
Work History
Administrative Officer
Healthy Learners Kabwe Zambia
Zambia, Kabwe
09.2022 - Current
- Oversee office management and ensure timely payments of utility bills
- Work closely with regional program coordinator to maintain a conductive work environment in adherence with Healthy Learners' poliicies, procedures and values
- Work with regional program coordinator and HQ to ensure compliance with Healthy Learners' resource policies and procedures
- Support all staff appraisal processes within the district with support from HQ
- Maintain hardcopy and electronic filling on google drive system within the district, ensure integrity and continuity of data /information
- Orientation of new employees by giving information to maintain the ethical integrity of the organization and ensure business activities are carried out within the regulatory framwork
- Maintain an inventory report of stationary,construction materials and medical supplies
- Working on leave plans for staff in the district
- Support HQ in processing MOUs and vendors contracts
- Take the lead on office security protocols,incident reports and administrative assessments
- Supervise office support staff and drivers
- Asses and coordinate transport requirements for district activities
- Consolidate program's requirements ,claims,payment requisitions and retirements of funds for processing at HQ.
Administration Officer
Investrust Bank Plc Lusaka
02.2021 - 08.2022
- Assist in conducting planning and budgeting for Administration
- Ensure smooth operations of all 15 branches across the country inclunding rent ,utilities ,cleaning ,repairs and security and facilitate procurement if office equipment needed by departments
- Assist in compelling and maintaining the bank's asset register
- Sending inquiries to vendors for quotation collection,receiving invoices and receipts
- Management of transport facilities for the bank including monitoring and controlling of fuel expenses
- Coordinate with ICT department on office equipment needed by any branch or department
- Help scan approved local purchase orders to vendors
- Provide effective rehabilitation and maintenance for tye bank's properties,buildings and infrastructure
- Assist in investigating availability and suitability of options for new premises
- Supervision of staff in the department including contracted vendors for cleaning abd mail courier services
- Liaise with landlords in rented properties including negotiating for rentals as required
- Management of the bank's contract and leases ensuring that all agreements are up to date
- Assist in managing Bank's healt and safety programs in consultation with Director Human Resource and Administration
- Undertake any other responsibility tasks as required by Director Human Resource and Administration.
Bank Clerk
Investrust Bank Plc
Lusaka
07.2018 - 02.2021
- Provide acccount services to customers by receiving deposits,loan payments,cashing cheques and issuing saving withdrawals
- Record transactions by logging cashier cheques,traveler's cheques and other bank services
- Cross-sell bank products by answering inquiries,informing customers of new products and services,ascertaining customers needs,directing customers to branch representatives
- Compile special requests for closing accounts,taking orders for cheque books,exchanging foreign currencies,provinding statements and completing safe box deposits
- Perform account maintenance for customers who wants to change banking products
- Enforce and follow credit union's operating procedures and guidelines
- Knowledge of several cash transactions and other computer software like MS word,Excel,AB2 and
- Outlook
- Maintain customer confidence and protect bank operations by keeping information confidential
- Contribute to team effort by accomplishing related results as needed.
Finance and Administrative Coordinator
Action Aid international Zambia
Lusaka
05.2016 - 06.2018
- Support the program team to plan, budget and execute plans accordingly
- Facilitate procurement of services in line with the financial and procurement manual for smooth implementation of the program
- Participate in vendors listing and processing of payments to partners and vendors
- Support development of Memorandum of Understanding for program collaboration, knowledge sharing and learning
- Provide administrative support to ensure the working environment is well set up for staff operations
- Support with compliance to deliverables of monthly reports and annual financial records
- Maintaining and updating the assets register and vehicle fleet management
- Maintain petty cash ,floats ,cheques books and appropriate financial records
- Financial reconciliation (petty cash and cash book)
- Prepare financial forecasts and ensure funds are requested and received timely
- Oversee maintenance of all office supplies and equipment including scheduling maintenance and liason with office landlords
- Process work permits for volunteers amd consultants from Denmark,Sweden and Greece
- Coordination of support stafff mechanism and facilitate staff learning and knowledge sharing platforms
- Develop amd maintain database for vendors,partners and youth programs beneficiaries including volunteers.
Office Manager
Zambia Economic Advocacy Programme
01.2014 - 06.2016
- Support the team management of tasks and reports
- Responsible for database management of international and local consultants
- Keep and produce monthly accounts to HTSPE/DIA in the UK
- Work on the time sheets for local and internationals consultants and facilitate travel arrangement
- Establish and maintain effective procedures for the payment of our partners staff salary
- Keeping internal and external contact list and coordinate all office appointments
- Retain and file contracts between the program agent and its implementing partners and track their implementation
- Arrange logistics for local and international consultants;plan for adequate emergency and medical cover arrangements and an up to date briefing for consultants
- Making sure that the office runs smoothly, maintaining stocks and supplies
- Coordinate procurement processes amd follow procurement policies or the organization
- Organizing work permits for consultants
- Maintain staff leave records
- Manage procurement of the office equipment and maintain the asset register including conflict of interest register.
Education
Master - Business Administration
University of Zambia
Lusaka,Zambia 10.2020 -
Bachelor Of Adult Education - Education
University of Zambia
Lusaka,Zambia 07.2014 - 04.2019
BCS In Information Technology - Information Technology
West End College
London, United Kingdom 01.2007 - 12.2007
Diploma - Management for Information Systems
Copperbelt University, IMIS
Kitwe, Copperbelt 07.2004 - 08.2006
GCSEs - High School
Dominican convent Secondary School
Ndola,Copperbelt 01.1999 - 12.2001
Skills
- Organization skills
- Communication
- Inventory managment
- Multitasking and works effectively inder pressure
- Fleet management
- Stong team player
- Data management
- Adaptability and problem solving
- Interpersonal Skills
- Meticulous multitasker
- Corporate administration
Interests
Travelling
Reading
Cooking
Swimming.
Languages
English
Fluent
Timeline
Administrative Officer
Healthy Learners Kabwe Zambia
09.2022 - Current
Administration Officer
Investrust Bank Plc Lusaka
02.2021 - 08.2022
Master - Business Administration
University of Zambia
10.2020 -
Bank Clerk
Investrust Bank Plc
07.2018 - 02.2021
Finance and Administrative Coordinator
Action Aid international Zambia
05.2016 - 06.2018
Bachelor Of Adult Education - Education
University of Zambia
07.2014 - 04.2019
Office Manager
Zambia Economic Advocacy Programme
01.2014 - 06.2016
BCS In Information Technology - Information Technology
West End College
01.2007 - 12.2007
Diploma - Management for Information Systems
Copperbelt University, IMIS
07.2004 - 08.2006
GCSEs - High School
Dominican convent Secondary School
01.1999 - 12.2001
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