Hellen Nairuba
Kampala
Summary
Self-motivated Virtual Assistant with strong organization and project management skills. Coordinating multiple, concurrent tasks efficiently and with attention to detail. Strong communication with all levels of workforce, from business executives to hourly workers.
Overview
13
13
years of professional experience
Work History
Virtual Assistant
ECS Virtual Surpport
US
11.2023 - Current
- Created weekly progress reports outlining completed tasks per week.
- Conducted research on potential leads for new business opportunities.
- Monitored social media accounts for comments or messages requiring attention.
- Analyzed customer feedback surveys to identify areas needing improvement in service delivery.
- Managed customer inquiries through email and telephone communication.
- Maintained a database of client information including contact details, preferences.
- Researched current trends in the industry and identified potential areas for improvement.
- Provided administrative support to ensure efficient operation of the office.
- Maintained filing and recordkeeping systems with efficiency and accuracy.
- Updated and maintained contact lists, ensuring accuracy and accessibility of information.
- Scheduled appointments and managed calendars for executives to optimize their time.
- Assisted with project management tasks, tracking progress and meeting deadlines.
- Booked flights, hotel accommodations and ground transportation for smooth travel.
- Prepared and edited documents, including reports, presentations, and spreadsheets.
- Collected email addresses of potential leads to conduct cold outreach and grow contact list.
- Performed data entry tasks, ensuring high levels of accuracy and efficiency.
- Compiled and analyzed feedback surveys, providing insights to improve services or products.
- Handled incoming calls and directed callers to appropriate department or employee.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Set up workshops, conferences and meetings by scheduling and reserving rooms and preparing supplies.
Director of Finance
KANMA Research and Consultants
Kampala
01.2023 - Current
- Contributed to strategic planning efforts aimed at improving the overall financial performance of the organization.
- Directed the preparation of tax returns ensuring accuracy and timely filing deadlines are met.
- Advised executive leadership team on investment opportunities that could maximize return on capital investments.
- Managed budgeting processes for multiple departments or divisions within an organization.
- Managed the preparation of monthly, quarterly and annual financial statements in accordance with Generally Accepted Accounting Principles.
- Provided guidance on capital expenditure projects to ensure they meet company objectives.
- Coordinated with external auditors for the annual audit process.
- Evaluated existing systems of control and made recommendations for improvement where necessary.
- Reviewed contracts related to finance activities to ensure compliance with applicable laws and regulations.
- Maintained up-to-date knowledge of industry trends and developments affecting organizational finances.
- Planned and coordinated risk mitigation strategies to protect company assets.
- Reorganized finance and accounting departments to improve efficiency and cut excess spending.
- Networked within communities to identify and capitalize on business opportunities.
- Compiled operational and risk reports detailing financial metrics to help management make proactive decisions.
Finance and Administration Officer
Ateg Solutions
Kampala
06.2022 - 11.2023
- Prepared monthly, quarterly and annual financial reports for management review.
- Ensured compliance with applicable laws and regulations concerning taxation and filing deadlines.
- Reviewed and analyzed financial statements to identify discrepancies and recommend appropriate corrective action.
- Assessed creditworthiness of potential customers by conducting background checks using Experian or other credit reporting services.
- Identified opportunities to streamline processes resulting in improved efficiencies and cost savings initiatives across departments.
- Developed financial models to forecast future revenues and expenses.
- Conducted periodic audits of internal accounts to ensure compliance with GAAP regulations.
- Coordinated with various departments regarding billing issues and disputes resolution.
- Monitored cash flow positions and prepared weekly cash flow projections.
- Reconciled bank accounts on a regular basis to ensure accuracy of records.
- Maintained records of all financial transactions according to established procedures.
- Researched new accounting methods that could improve efficiency or reduce costs throughout the company's operations.
- Developed strategies to improve operational efficiency and reduce costs.
- Prepared month-end accruals and necessary journal vouchers to facilitate month-end closing.
- Worked with regulatory representatives to complete accurate filings and maintain compliance.
- Delivered superior level of customer service to small business clients.
Finance and Administration Assistant
Malteser International.org
Kampala
09.2019 - 06.2022
- Maintained employee attendance records according to company policies.
- Provided administrative support to executive staff, including scheduling meetings and managing calendars.
- Provided assistance with special projects as assigned by management team.
- Managed daily calendars for multiple staff members.
- Provided administrative support to management team.
- Assisted with the preparation of reports, presentations and spreadsheets.
- Processed incoming mail on a daily basis and responded to inquiries from internal and external customers in a timely manner.
- Managed office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders; verifying receipt of supplies.
- Updated contact lists regularly with current information.
- Provided general clerical support as required by departmental needs.
- Monitored office equipment usage logs to ensure proper maintenance is performed.
- Organized and maintained files, including electronic records.
- Prepared invoices, expense reports, memos, letters, and other documents using Microsoft Office Suite applications.
- Greeted visitors in a courteous manner and provided assistance when necessary.
- Ordered office supplies as needed to maintain adequate inventory levels.
- Created and distributed documents, such as agendas and meeting minutes.
- Developed procedures for streamlining workflow processes within the department.
- Scheduled appointments for department personnel as needed.
- Organized both physical and digital files and updated reports to coordinate project materials.
- Tracked project performance data to generate reports and keep management informed of important trends.
- Booked flights and reserved hotel rooms to plan and coordinate staff travel.
- Managed physical and digital files, monitored spreadsheets, and updated reports to coordinate project materials.
- Proofread content for typo-free emails and documentation.
- Coordinated and scheduled meetings, including room reservations, catering, and technical setup, for seamless execution.
- Developed and implemented filing systems, both digital and physical, improving document organization and retrieval efficiency.
- Answered phone calls and emails to provide information, resulting in effective business correspondence.
- Handled incoming and outgoing correspondence, including email, mail, and package deliveries, ensuring timely distribution.
- Handled incoming calls and directed callers to appropriate department or employee.
- Organized files, developed spreadsheets, faxed reports and scanned documents, maintaining front desk and reception area in neat and organized fashion.
- Pleasantly welcomed visitors, answered phone calls, and maintained front reception desk.
- Updated system to organize office documentation, maximizing efficiency and increasing productivity.
- Created spreadsheets in Microsoft Excel for record-keeping and reporting.
- Composed, edited and typed complex memos and reports with job-related software.
- Kept office equipment functional and supplies well-stocked to promote efficient operations.
- Coordinated catering services for various functions, including sales trainings and department meetings.
- Reduced financial discrepancies by accurately analyzing and managing customer orders and invoices for various Fortune 500 companies.
Company Accountant
Anka Security Services
Kampala
01.2016 - 08.2019
- Monitored compliance with Generally Accepted Accounting Principles.
- Managed daily banking activities such as deposits, transfers, withdrawals.
- Prepared monthly balance sheets, income statements and other financial statements according to established schedules and deadlines.
- Created ad hoc reports as requested by management using appropriate software applications.
- Developed periodic reports for management regarding budgeting activities.
- Ensured accuracy of invoices, payments, general ledger postings, accounts payable and receivable.
- Provided guidance on capital investments, pricing decisions, cost allocations.
- Participated in annual audit process by providing necessary support documentation.
- Assisted in developing new accounting systems to improve efficiency within the organization.
- Conducted internal audits to ensure compliance with organizational policies and procedures.
- Evaluated business processes, identified process improvements opportunities and implemented solutions.
- Prepared and maintained financial statements, reports and records.
- Conducted financial analysis and research to advise senior management on forecasting decisions.
- Collected and assembled financial data to analyze costs on year-to-year basis relative to fiscal planning and budgeting activities.
- Reviewed and monitored the company's budget performance against actual results.
- Mitigated annual audit risks and developed final certification reports for small businesses.
- Maximized tax refunds by striving to obtain taxable income, deductible expenses and allowance details.
- Developed staff expense and reimbursement tracker to reduce user errors and increase reporting accuracy.
- Coordinated project materials and schedules, facilitated communication and prepared reports.
- Oversaw full accounting cycle and prepared applicable financial statements.
- Collaborated with external partners to complete audits.
- Managed and trained team members to enhance audit department performance and increase operational efficiency.
- Analyzed balance sheets for mistakes and inaccuracies.
- Supported efficient accounting operations with high-quality administrative support.
- Investigated and resolved billing issues to maximize cash flow and minimize liabilities.
- Updated and managed accounts payable databases, employing access controls to protect data.
- Complied with Sarbanes-Oxley Act and GAAP principles to maintain complete transparency.
- Posted financial data in Excel spreadsheets and managed inventory.
- Diminished financial discrepancies and accurately reconciled accounts using detailed data analysis results.
Research Assistant
IDRC
Kampala
05.2013 - 08.2017
- Interpreted results from experiments and surveys to generate meaningful conclusions.
- Provided support for faculty members with grant applications related to research projects.
- Collaborated with other researchers in developing study designs, methods, and tools for data collection.
- Presented findings at professional conferences or seminars as required by faculty supervisors.
- Managed multiple research projects simultaneously while ensuring accurate record keeping.
- Assisted in the design and implementation of experimental protocols.
- Verified accuracy of data by conducting quality assurance checks on collected materials.
- Prepared comprehensive reports summarizing research findings.
- Drafted manuscripts for submission to peer-reviewed journals.
- Participated in team meetings to discuss progress on ongoing projects or brainstorm ideas for future endeavors.
- Contributed ideas and suggestions regarding potential new areas of inquiry based on current trends in the field.
- Created detailed summaries of existing studies for use in further investigations.
- Prepared reports, presentations, and articles using Microsoft Word and PowerPoint.
- Compiled field observations and converted into data to prepare for experiments and tests.
- Reduced occurrence of lab test errors for improved reliability and to avoid need for retesting.
- Participated in extra training and courses to refine and improve upon industry knowledge.
- Performed routine checks on sensitive lab equipment to achieve consistent and high-performing functionality.
- Supervised supplies in inventory and notified supervisor of low stock levels.
- Analyzed experimental results and determined whether results fit within standard procedures.
- Reviewed experimental data to catch potential lab errors and correct mistakes.
Office Administrator
Nile Accountants
Kampala
10.2011 - 03.2013
- Organized and maintained filing systems, including electronic databases and records.
- Assisted with budget preparation by providing data entry support into financial tracking system.
- Organized monthly staff meetings ensuring agendas were distributed in advance.
- Reviewed employee time sheets for accuracy prior to submission for payroll processing.
- Ordered office furniture when necessary following approval from management team.
- Prepared special reports by collecting, analyzing and summarizing information from various sources.
- Greeted visitors warmly upon arrival at the office premises.
- Coordinated and managed daily administrative operations of the office.
- Composed correspondence such as letters, emails, memos, reports and other documents.
- Provided assistance with the planning of events such as staff meetings or conferences.
- Developed strong relationships with clients through excellent customer service skills.
- Coordinated meetings, conferences and travel arrangements for staff members.
- Created PowerPoint presentations for internal use or external clients when required.
- Processed invoices on a timely basis according to established procedures.
- Monitored office equipment maintenance contracts ensuring all equipment is serviced regularly according to manufacturer's guidelines.
- Reviewed documents and obtained additional information to complete accurate paperwork and avoid delays.
- Automated office operations by managing client correspondence and data communications.
- Replenished office supplies, placing new orders for restocking to maintain inventory.
Education
BBA - Business Administration
Makerere University
Uganda01-2011
Skills
- Calendar Management
- Document Preparation
- Issue Research
- File Organization
- Travel Planning
- Social Media Updating
- Expense Tracking
- Clerical Support
- Travel administration
- Invoice Processing
- Electronic Records Management
- Appointment Coordination
- Event Coordination
- Bookkeeping
- Meeting Scheduling
- Travel Arrangements
Languages
English
First Language
Swahili
Intermediate (B1)
B1
References
References available upon request.
Software
Xero accounting
Quick books
Excel
Microsoft office
FTL
Timeline
Virtual Assistant
ECS Virtual Surpport
11.2023 - Current
Director of Finance
KANMA Research and Consultants
01.2023 - Current
Finance and Administration Officer
Ateg Solutions
06.2022 - 11.2023
Finance and Administration Assistant
Malteser International.org
09.2019 - 06.2022
Company Accountant
Anka Security Services
01.2016 - 08.2019
Research Assistant
IDRC
05.2013 - 08.2017
Office Administrator
Nile Accountants
10.2011 - 03.2013
BBA - Business Administration
Makerere University
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