HILLARY KARUGABA
KAMPALA
Summary
-A holder of a Bachelor of Commerce from Makerere University Business School and a Diploma in Accounting and Finance from Makerere University Business School. -More than 3 years’ experience working as an Administrative Assistant in the construction industry with all of that being in OBO/American Embassy Construction Project and Sinopec international Petroleum Service Company Uganda. -Proficient in Finance Module, Basic Procurement and Logistics and human Recourse modules.
Overview
9
9
years of professional experience
11
11
years of post-secondary education
3
3
Languages
Work History
Administrative Assistant
Sinopec International Petroleum Service Co (Uganda) LTD
08.2023 - Current
- Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the Stores register and stock cards
- Monitor security of project storage and supplies
- Receive completed store’s request forms and prepare the goods for issuance
- Prepare a monthly inventory report outlining all stock movements and remaining balances
- Manage communications at the project office; act as first point of call for all external communications including general email, and telephone enquiries
- Greet and sign in visitors, direct them to the appropriate destination and make them feel at home
- Handle all incoming and outgoing correspondences
- Ensure safety and security of the office and equipment
- Timely payment of bills i.e., electricity, water, security and rent among others
- Prepare Procurement requests, receive invoices/deliveries and prepare requests for payment fully backed up with support documents
- Respond to written, oral and electronic inquiries to include screening and prioritizing correspondence
- Facility maintenance, general cleanness of office and compound, repairs, and maintenance of assets
- Undertake (documented) monthly physical inventory checks
- Keep the storeroom clean and tidy
- Excellent organizational and time management skills
- Knowledge of the non-profit sector and the context to which non-profit organizations operate
- Exemplary customer care and administrative skills
- Strong problem-solving skills
- Strong English language skills – oral and written
- Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred)
- Excellent keyboarding skills
- May perform any other duties assigned by his/her supervisor of designee
Administrative Assistant
Pernix Group, Inc.
Kampala
12.2019 - 01.2023
- Company Overview: Pernix Construction, LLC
- | www.pernixgroup.com
- Provided general administrative support to the office, including data entry, filing, and record keeping
- Assisted with organizing meetings, conferences, and company events
- Managed and maintained office supplies and equipment, ensuring efficient utilization
- Handled incoming and outgoing correspondence, including emails and phone calls
- Assisted with travel arrangements and accommodation for employees and visitors
- Collaborated with various departments to ensure administrative processes are streamlined and efficient
- Supported HR with on-boarding activities, such as preparing orientation materials and assisting new hires
- Helped in mobilizing work permits for expatriate employees
- Ordered office supplies and research new deals and supplies
- Carried out administrative duties such as filing, typing, copying, binding, scanning, etc
- Organized travel arrangements for staff
- Helped in tracking and preparation of payments by verifying documentation i.e., invoices, payment request approvals and requesting disbursements
- Updated and maintain office policies and procedures
- Liaised with executive and senior administrative assistants to handle requests and queries from senior managers
- Participated in special projects and other tasks as assigned
- Pernix Construction, LLC
- | www.pernixgroup.com
- Excellent communication skills, both verbal and written
- Proficiency in CRM systems and standard office software
- Exceptional organizational skills and ability to multi task effectively
- Strong attention to detail and accuracy in handling documentation
- Proven ability to work collaboratively with various departments and external partners
- A proactive approach and self-motivated attitude
Procurement and Logistics Associate
JUMIA Online Company
01.2017 - 05.2018
- Conducted commercial negotiations on pricing, scope of supply, terms and conditions and logistics
- Managed inventory levels by placing orders for additional materials or cancelling orders for slow-moving items
- Interacted with suppliers and vendors to ensure that orders are filled correctly and on time
- Maintained and updated procurement records including filing of contracts, develop and maintain a filing system, binding & scanning of documents, updating contractual documents
- Maintained and updated the contact lists of all corporate services contracts/supplier list
- Assisted in the preparation of regularly scheduled reports
- Inventory management and return to vendor work flows
- Adhered to internal and external order processing unit standards and regularly guidelines
- Handled Jumia express inbound
- Maintained debtors and creditors accounts and ensure they pay and they are paid respectively
- Prepared daily cash audit reports
- Reviewed and verified income, credit reports and employment histories for clients
- Acquired and maintained business relationships with others
- Team work and strong collaborative and team building skills
- Ability to perform with minimum supervision
- Data management and report writing
- Ability to commit long-term and full-time
- Agile and able to manage duties being assigned with a high degree of prioritization
- Proven ability to take initiative, anticipate and solve problems, and make decisions with minimal supervision
- Able to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism
Intern
Post Bank Uganda Ltd
01.2016 - 12.2016
- Brought new customers on board
- Helped customers open accounts, assisting them in cash deposit and withdrawals
- Preparation of monthly loan disbursement reports
- Data entry into accounting software (financial system)
- Team work and strong collaborative and team building skills
- Ability to perform with minimum supervision
- Excellent, written, oral communication and mobilization skills
- Customer care through customer service
Education
Bachelors of Commerce (BCOM) - Finance
Makerere University Business School
08.2016 - 05.2020
Diploma in Accounting and Finance (DAF) - undefined
Makerere University Business School
08.2013 - 05.2015
Uganda Advanced Certificate of Education (UACE) - undefined
Muntuyera high School Kitunga
01.2009 - 12.2010
Uganda Certificate of Education (UCE) - undefined
Muntuyera high school Kitunga
01.2005 - 12.2008
Skills
Excellent organizational and time management skills
Knowledge of the non-profit sector and the context to which non-profit organizations operate
Exemplary customer care and administrative skills
Strong problem-solving skills
Strong English language skills – oral and written
Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred)
Excellent keyboarding skills
Teamwork and strong collaborative and team building skills
Ability to perform with minimum supervision
Data management and report writing
Ability to commit long-term and full-time
Agile and able to manage duties being assigned with a high degree of prioritization
Proven ability to take initiative, anticipate and solve problems, and make decisions with minimal supervision
Able to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism
Personal Information
- Date of Birth: 07/17/92
- Nationality: Ugandan
- Marital Status: Single
Timeline
Administrative Assistant
Sinopec International Petroleum Service Co (Uganda) LTD
08.2023 - Current
Administrative Assistant
Pernix Group, Inc.
12.2019 - 01.2023
Procurement and Logistics Associate
JUMIA Online Company
01.2017 - 05.2018
Bachelors of Commerce (BCOM) - Finance
Makerere University Business School
08.2016 - 05.2020
Intern
Post Bank Uganda Ltd
01.2016 - 12.2016
Diploma in Accounting and Finance (DAF) - undefined
Makerere University Business School
08.2013 - 05.2015
Uganda Advanced Certificate of Education (UACE) - undefined
Muntuyera high School Kitunga
01.2009 - 12.2010
Uganda Certificate of Education (UCE) - undefined
Muntuyera high school Kitunga
01.2005 - 12.2008