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John Seita

Program Coordinator, Administrative Officer

Phone: +254724470527

  • Location:
  • Nairobi Area, Kenya
  • Sector:
  • Administration
  • Profile Created:
  • 2 weeks ago

Skills

Education

Experience

  • Kenya Climate Innovation Center 2021 - 2024

    Program Officer

    Key Achievements: • Accelerated approvals by 20%, enhancing project timelines and efficiency • Reduce client communication time by 25%, ensuring responses and updates within 6 hours from 24 hours. • Improved data collection processes for Monitoring, Evaluation, Accountability, and Learning. • Achieved a 20% reduction in budget variances through precise forecasting. • Streamlined documentation processes, improving organization and accessibility of program documents. • Reduced client onboarding time by 33% by streamlining the onboarding process. Responsibilities: Programs Management and Coordination Work • Coordinate and oversee the implementation of projects to ensure all clients are on-boarded into the Kenya Climate Innovation Center incubation and acceleration programs and ensure the business are addressing climate challenges either through mitigation or adaptation strategies. • Collaborate with Hub Managers, Business Analysts, and Junior Business Analysts to deliver business advisory services and financial analysis, supporting agribusinesses, and climate-smart innovations. • Lead the team in supporting clients with the development of business plans, conducting market feasibility studies, product development, customer acquisition strategies, and revenue generation initiatives. • Work closely with the Investment Analyst to manage and regularly update client loan repayment plans. • Provide leadership in planning, organizing, and executing mentorship programs and boot camps for all Kenya Climate Innovation Center programs, including active participation in client training sessions. • Take lead in the collection and submission of quarterly Monitoring, Evaluation, Accountability, and Learning reports, with support from the monitoring team. • Manage client relationships across all programs, with support from the Business Analyst, ensuring comprehensive tracking of services offered for accurate quarterly reporting. • Oversee and maintain client trackers for all programs, ensuring timely updates, and the addition of new clients as they are on-boarded into the Kenya Climate Innovation Center incubation programs. • Facilitate client onboarding by preparing applications for evaluation, coordinating review meetings, and organizing due diligence visits to ensure successful integration into Kenya Climate Innovation Center programs. • Lead the program team in developing an annual exhibition plan, identifying, and outlining key exhibition opportunities for clients across all programs. • Actively manage client feedback channels, ensuring timely and responsive communication regarding program services, and addressing queries promptly. • Organize and coordinate client forums, managing all logistics to ensure seamless execution, including clear communication to clients about upcoming events. • In collaboration with the Director of Client Services, the Head of Programmes, Program Managers, and other Kenya Climate Innovation Center staff, organize and coordinate annual board client visits, as well as Donor/Partner exhibition visits, ensuring all logistical aspects are well-managed. Budget Management and Monitoring Work • Collaborate with Program Managers in developing programs budgets that aligned with program objectives. • Track and monitor budget utilization throughout the financial year, providing monthly updates on expenditures and balances. • Prepare procurement plans, and ensure compliance with organizational policies and donor requirements. • Lead the team in developing semiannual work plans, ensuring clear deliverables and timelines. • Conduct budget reviews and variance analysis, offering recommendations for improved resource allocation. • Support financial forecasting, and ensure timely procurement to facilitate smooth program implementation. • Generate financial reports for internal and donor use, ensuring accuracy and transparency. Administrative work • Coordinate, track, and manage documentation to facilitate the efficient planning and implementation of program activities. • Follow up with contracted service providers to ensure adherence to monthly contractual agreements for client support services. • Collaborate with administration officers to proactively manage client workspace, ensuring that clients have the necessary documentation to access incubation facilities. • Lead in preparation, coordination, and management of Letters of Agreement for new and existing clients, ensuring proper signing and filing processes. • Manage walk-in clients, providing comprehensive inductions on the services offered by the client services department across all programs. • Devise and maintain departmental systems, including document management, filing, and retrieval systems, to ensure easy access and storage of critical documents. • Oversee and manage logistics for training sessions, exhibitions, and other client-related events, ensuring smooth coordination and execution. • Maintain efficient communication with clients through WhatsApp and other channels, responding to inquiries within 24 hours, and ensuring timely dissemination of relevant information. • Track and report on key administrative tasks, ensuring continuous improvement in process efficiency. • Manage calendars and scheduling for meetings, training sessions, and client engagements to ensure seamless coordination. • Monitor and ensure proper upkeep of client records, updating information regularly in the Management Information System, and ensuring data integrity. • Provide regular updates and reports to departmental managers, and perform any other duties as assigned by management.

  • Maasai Mara University 2020 - 2021

    Senior Administrative Officer

    Key Achievements: • Achieve a 15% improve on implementation of the strategic plan by ensuring timely data collection, analysis, and submission of comprehensive reports. • Achieve a 10% improve on data collation, information dissemination, and communication within the department. • Strengthened departmental efficiency by 5% through improved record-keeping and documentation systems, ensuring better organization and accessibility of information. Responsibilities: • Monitor and evaluate the implementation of the university’s strategic and business plans to ensure alignment with institutional goals and objectives. • Lead and coordinate the development of the university’s procurement plan by providing essential administrative data and support to the procurement team. • Process and analyze data for effective administrative planning, contributing to informed decision-making. • Work closely with the Planning Officer in developing comprehensive planning reports, ensuring accuracy and timeliness. • Lead the information management process, including the dissemination of internal and external communications to staff and stakeholders, ensuring clarity and timeliness. • Oversee administrative records management, ensuring efficient storage, retrieval, and confidentiality of institutional documents. • Take detailed meeting minutes, and follow up on action points to ensure accountability and continuity in decision-making. • Manage and coordinate general office services, ensuring smooth daily operations, and supervise administrative staff to maintain high levels of productivity and professionalism. • Spearhead data collection and analysis efforts to support various administrative and strategic initiatives. • Assist in coordinating university events, workshops, and training sessions by managing logistics and communications. • Act as a liaison between the administration and other university departments in planning activities, ensuring seamless communication and collaboration. • Provide guidance and support in handling departmental planning issues and escalations. • Handle budget tracking for the administration department, ensuring efficient allocation and utilization of resources. • Undertake any other duties as assigned by the immediate supervisor to support the institution’s administrative functions.

  • Maasai Mara University 2017 - 2020

    Senior Clerical Officer

    Key Achievements: • Streamlined communication and response mechanisms, resulting in a significant reduction in student grievances, and improved overall satisfaction. • Enhanced the organization and accessibility of departmental records by implementing a more efficient filing and storage system. • Achieved faster turnaround in the preparation and submission of quarterly reports and procurement plans, contributing to better departmental planning and accountability. Responsibilities: • Provide comprehensive administrative support to the Head of the Department, facilitating smooth daily operations, and efficient task management. • Coordinate and schedule appointments for student consultations, ensuring timely and effective resolution of academic and administrative issues. • Manage document processing tasks, including photocopying, scanning, typing, and compiling detailed reports, ensuring accuracy and confidentiality. • Oversee the maintenance and organization of departmental records and filing systems, implementing best practices for data management and accessibility. • Spearhead the development and submission of quarterly planning reports, contributing to strategic departmental planning and performance evaluation. • Led the creation and implementation of procurement plans, coordinating to meet departmental needs, and budgetary constraints. • Conduct routine audits of departmental records and processes to ensure compliance with institutional policies and regulatory requirements. • Develop and maintain departmental databases, tracking key metrics, and supporting data-driven decision-making. • Facilitate communication between the department, students, faculty, and administrative staff to enhance collaboration and information flow. • Organize and support departmental meetings, including the preparation of agendas, minutes, and follow-up actions, ensuring effective communication and project tracking. • Assist in preparation and monitoring of departmental budgets, including tracking expenditures, and providing financial reports. • Coordinate and manage departmental events and activities, including workshops, seminars, and conferences, ensuring successful execution and adherence to logistical requirements. • Execute additional duties as assigned, demonstrating adaptability, and a proactive approach to meeting departmental needs and goals.

  • Maasai Mara University 2016 - 2016

    Clerical Offer

  • Moi University 2009 - 2016

    Procurement Assistant

    Key Achievements: • Successfully streamlined the procurement processes for the university health unit, enhancing operational efficiency, and reducing lead times for essential supplies. • Achieved rapid turnaround times in the issuance of pharmaceutical drugs to the university pharmacy, and ensured timely availability of critical medications. • Contributed to the continuous availability of pharmaceuticals by effectively managing inventory levels, resulting in no shortages or expirations within the health unit. Responsibilities: • Prepare detailed specifications for a wide range of items to be procured, ensuring compliance with procurement policies and standards. • Lead preparation, administration, and opening of quotations, adhering to procurement regulations and timelines. • Conduct a comprehensive analysis and evaluation of quotations to facilitate informed decision-making and supplier selection. • Coordinate the receipt and opening of tender documents, proposals, and quotations, ensuring transparency and adherence to procurement procedures. • Draft purchasing requisition notes, accurately capturing procurement needs, and justifications for various departments. • Prepare and administer Local Purchase Orders and Local Service Orders, ensuring timely and accurate procurement processes. • Maintain and update annual standing list of registered tenderers, in compliance with the requirements of the Procuring Entity. • Conduct procurement research and supplier visits to ensure quality, competitive pricing, and adherence to procurement standards. • Manage filing and documentation tasks related to procurement activities, ensuring records were up-to-date and readily accessible for audits or reference. • Perform additional office assignments and tasks as delegated, demonstrating adaptability and commitment to departmental goals.

Expertise

Programs/Projects Coordination
SMEs Support and Mentorship
Administrative Work and Operations

Languages

English
Proficient
Kiswahili
Proficient
Maasai
Proficient

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