Mwakamui Mutukwa
Lusaka
Summary
Highly experienced Senior Administrative Assistant with over eight years of expertise in human resources, administration, and operations. Adept at enhancing onboarding processes, recruitment coordination, office management, and logistical support for international and local travel. Skilled in HR support, payroll processing, and employee record management. A proactive professional with strong organizational and communication skills, ensuring efficiency in office procedures and compliance with company policies.
Overview
15
15
years of professional experience
1
1
Certification
Work History
Senior Administrative Assistant
PAMO Plus Project (PMI/USAID) PATH
Lusaka, Lusaka
02.2017 - Current
- Onboarding & HR Support: Spearhead the onboarding process by preparing induction materials, coordinating medical checks, and ensuring seamless integration of new staff across the BID, PAMO, and PAMO Plus projects
- Recruitment Coordination: Facilitate job advertisements in newspapers and digital platforms in alignment with USAID guidelines
- Employee & Guest Relations: Serve as the primary liaison for new hires, visitors, and stakeholders, providing a professional and welcoming environment
- Administrative Oversight: Maintain employee records, track leave days, and monitor contract expiry dates, ensuring timely notifications to management and staff
- Payroll & Finance Support: Assist the Project Manager with payroll processing and expense reconciliations, ensuring compliance with financial protocols
- Office & Procurement Management: Oversee office inventories, coordinate stationery and equipment procurement, and manage vendor relationships for timely replenishments and repairs
- Event & Travel Coordination: Organize project events, meetings, and conferences; manage local and international travel logistics, including accommodation arrangements and post-travel expense reconciliations
- Operations & Compliance: Ensure smooth office functionality by managing utilities, monitoring equipment maintenance, and facilitating timely settlements of operational expenses
- Stakeholder Engagement: Act as the primary point of contact for project communications, liaising with internal teams to facilitate smooth workflow and budgetary planning
- Fleet & Logistics Management: Supervise vehicle hire arrangements and maintain invoice tracking databases for effective cost monitoring
Recruiting Coordinator
PATH
Lusaka, Lusaka Province
07.2016 - 01.2017
- Interview Coordination: Streamlined the interview process by scheduling interviews, coordinating with interview panels, and ensuring clear communication with candidates.
- Applicant Tracking & Shortlisting: Managed candidate shortlisting and recruitment workflows using Silk Road Applicant Tracking System and SharePoint, ensuring a structured and compliant hiring process.
- Virtual & In-Person Interviews: Facilitated virtual and in-person interviews across multiple countries, including Zambia, Malawi, South Africa, and Madagascar, utilizing Skype, Zoom, and conference lines while ensuring technical readiness.
- Candidate Engagement: Maintained ongoing communication with applicants, providing timely updates on recruitment stages and feedback to enhance the candidate’s experience.
- Job Posting & Documentation: Assisted in drafting and proofreading job announcements, developing job requisitions, and ensuring recruitment forms were accurately completed.
- Offer & Contract Management: Issued employment offers and contracts, conducted reference checks, and ensured thorough documentation to support hiring decisions.
- Onboarding & Induction: Facilitated onboarding by preparing induction materials, organizing ID issuance, and ensuring new hires were seamlessly integrated into the organization.
- Contract Monitoring: Proactively tracked contract expiry dates, issuing timely notifications to management and employees.
Clerk - Human Resources
Bank of Zambia
Lusaka, Lusaka
03.2012 - 08.2015
- Trade Union Liaison: Facilitated smooth trade union operations, ensuring alignment with organizational policies and labor regulations
- Health & Safety Compliance: Played a key role in developing and implementing staff health and safety schemes, promoting a safe and compliant work environment
- Staff Travel Coordination: Ensured 100% efficiency in travel logistics by proactively managing itineraries, flight bookings, and accommodation, delivering a seamless and professional experience.
- Financial & Accounts Reconciliation: Facilitated timely and accurate reconciliation of staff medical and canteen bills, ensuring prompt resolution and payment processing.
- HR Records Management: Strengthened human resource operations by ensuring proper record maintenance and compliance with documentation standards.
- Employee Welfare Oversight: Supported and monitored employee welfare initiatives, collaborating with the Human Resource Department to enhance workplace well-being.
Clerk - Human Resources
Bank of Zambia
Lusaka, Lusaka
08.2011 - 02.2012
- Recruitment Support: Assisted in candidate shortlisting by analyzing qualifications against job requirements, successfully reviewing over ten positions within two months.
- Records & Database Management: Ensured accurate and up-to-date maintenance of training and development records, strengthening HR documentation efficiency.
- Training Coordination: Organized training programs, ensuring objectives were met, and facilitated nomination letters for employee participation in workshops and conferences.
- Post-Training Reporting: Compiled and managed reports on staff returning from training programs, seminars, and conferences to track learning outcomes.
- Financial & Membership Processing: Processed training payments, ensuring complete documentation, and managed staff subscriptions to professional bodies.
- Capacity Building: Coordinated training programs aligned with training needs analysis results to enhance workforce development.
Human Resources Intern
Ministry of Health
Mazabuka, Southern Province
01.2010 - 03.2010
- Statutory Compliance: Ensured all HR documentation was accurate, up to date, and met HR audit requirements, maintaining compliance with regulatory standards
- HR Data Management: Maintained and updated the HR database with accurate employee records, supporting business continuity and informed decision-making
Education
Master of Arts - Human Resource Management
University of Lusaka
Lusaka, Zambia04.2022
Bachelors' Degree - Human Resource Management
Mulungushi University
Lusaka, Lusaka Province10.2015
Diploma - Human Resource Management
Evelyn Hone College
Lusaka, Lusaka Province12.2010
12 certificates - GCE
Mazabuka Girls High School
Mazabuka, Southern Province11.2006
Skills
- Interpersonal skills
- Communication skills
- Hardworking
- Result oriented
- Highly organized
- Quality conscious
- Rigorous
- Dynamic
- High sense of confidentiality
- High level of integrity
- Determined
- Reliable
- Computer literate
- Proficient with MS Office applications
- Proficient with HRM Application Tracking Systems (ATS)
- Confidentiality and discretion
- Travel coordination
- Vendor relations management
- High-level multitasking
- Human resources support
- Travel arrangements expertise
- Scheduling and calendar management
- Filing and data archiving
- Attendance record management
Certification
- USAID Rules and regulations in grants and cooperative agreements, Humentum, 2022
- Project administrator (PADM), PATH, 2018
- Basic Computer skills, Teveta, 2007
Accomplishments
- Managed and coordinated the entire recruitment process for southern Africa at PATH and Bank of Zambia
- Effectively completed recruitment and selection of ten thousand plus applicants of about 10 positions within two months at Bank of Zambia
- Successfully and effectively coordinated the entire projects' procurements, transportation, staff travel and logistics at PATH.
- Recognized and Awarded a PATH vision award in 2018.
- Recognized and awarded best graduating student in Human Resource Management at Mulungushi University's 7th Graduation ceremony by Airtel Zambia, ZANACO PLC and Mulungushi University.
Affiliations
Member of Zambia Institute of Human Resources Management
Languages
English
Personal Information
Nationality: Zambian
Timeline
Senior Administrative Assistant
PAMO Plus Project (PMI/USAID) PATH
02.2017 - Current
Recruiting Coordinator
PATH
07.2016 - 01.2017
Clerk - Human Resources
Bank of Zambia
03.2012 - 08.2015
Clerk - Human Resources
Bank of Zambia
08.2011 - 02.2012
Human Resources Intern
Ministry of Health
01.2010 - 03.2010
Bachelors' Degree - Human Resource Management
Mulungushi University
Diploma - Human Resource Management
Evelyn Hone College
12 certificates - GCE
Mazabuka Girls High School
Master of Arts - Human Resource Management
University of Lusaka