PHIONAH KIZITO
Buziga,113
Summary
Knowledgeable in Office Administration. Managed daily operations, streamlined processes, and coordinated cross-functional teams to enhance efficiency. Demonstrated ability to handle complex challenges and ensure seamless workflow.
Overview
16
16
years of professional experience
13
13
years of post-secondary education
1
1
Language
Work History
Operations Officer/Personal Assistant to CEO
KOMUKA ESTABLISHMENTS LTD
01.2023 - 01.2024
- Facility Management: Ensuring the efficient operation and maintenance of all buildings and facilities within the business. Overseeing repairs, renovations, and upgrades, as well as managing maintenance schedules, service contracts, and equipment inventory.
- Health and Safety Compliance: Ensuring compliance with health and safety regulations within the office premises. This involves conducting regular inspections, identifying potential hazards, implementing safety measures, and providing staff training on health and safety protocols.
- Budgeting and Financial Management: Developing and managing budgets for the business operations, including forecasting expenses, monitoring costs, and making recommendations for cost-saving measures. Negotiating contracts and manage relationships with vendors and suppliers.
- Stakeholder Management: Collaborating with various stakeholders, including tenants, students, employees, contractors, and senior management, to address their needs and concerns related to the business operations. Acting as a point of contact for inquiries, complaints, and requests.
- Technology Management: Managing the business; technology infrastructure, including hardware, software, and networking systems.
- Procurement and Inventory Management. Procuring and managing inventory of supplies, equipment, and materials required for the business’s daily operations.
- Team Management: Leading and supervising a team of maintenance staff, janitors, security personnel, or other operations staff. Assigning tasks, providing guidance and training, conducting performance evaluations, and promoting a positive and productive work environment.
- Key Result Areas:
Human Resource Officer
AHINDI SOLUTIONS LIMITED
01.2021 - 01.2023
- Support the recruitment of human capital i.e. collect, sort and file job applications, invite applicants, prepare interview environment in line with the HR policy.
- Open personal staff file for new staff, assign new staff identity numbers (ID) numbers and ensure proper documentation on staff files as per HR policy.
- Ensure all necessary documentation for new staff are filled and filed, and procedures are implemented i.e. pre-employment medical examination attended by all new staff, details noted accordingly, letters from previous employers obtained, etc.
- Obtain letters of reference from referees for all new staff, verify authenticity of candidates’ certificates, credentials, etc from their previous institutions of learning.
- Update and maintain the staff list/database and make the necessary changes as and when they occur and enter the static data of new staff in the HR system.
- Process, distribute and withdraw staff Identity cards accordingly.
- Support the annual performance appraisal process i.e. collect appraisal forms, prepare a summary report.
- Ensure staff due for confirmation, promotion, etc are appraised timely and prepare a summary report of results timely.
- Draft letters and other communication as maybe required from time to time.
- Distribute letters to concerned staff timely in line with the HR policy.
- Compile the best performing staff per job category for reward and recognition in line with the HR policy.
- And any other duties as may be assigned by the supervisor from time to time.
- Key Result Areas:
Credit Administration Officer
TROPICAL BANK LTD
01.2019 - 01.2022
- The secretary to the Business Credit Committees and monthly committees for the bank. I was responsible to carry out minutes, coordinate members on dates and time and share loan proposals for discussion to the team.
- Administrator of work process flow while liaising with Legal and compliance and Recovery departments on all securities held within the bank.
- Reviewing loan files to confirm they meet the minimum requirements and confirm if approvals are from the correct sanctioning authority before disbursement.
- Reporting any risk incidences found and fraudulent or forged documents to my supervisor for further action.
- In charge of designing and amending the standardized checklists for new products to ensure consistency of documentation in the file clearance process.
- Drafting legal documents, and have them drawn up and duly executed by Executive Management so as to protect the bank’s interests also strict confirmation on all credit securities and ensure that they have been perfected (mortgaged) before any facility is granted.
- Verifying that all secured facilities have an insurance cover and follow up on renewals through bancassurance and reconciling the Insurance accounts.
- Loan disbursements after verification of credit documents to ensure they are in line with the Credit policy to prevent income leakages, pricing inconsistency and operational losses.
- Follow up and respond Audit issues raised internally and externally in coordination with my supervisor.
- Preparation of loan monthly reports (watch, NPA, Loss) and presenting them in the Monday Management meetings.
- Maintain and updating the file movement registers on a day today basis. Receive, record, maintain full custody for all files in the department.
- Handling all logistics arrangements including transport of officers to the field, stationery, in charge of all hardware materials to ensure they are in good condition.
- Key Result Areas:
Relationship Officer
TROPICAL BANK LTD
01.2012 - 01.2019
- Responsible for mobilizing and sensitizing to clients about bank products, looking for loan markets and networks through making appointments and presentations with different companies.
- Analyzed applicants’ financial status through availed audited books of accounts, bank statements and valuation and Credit Reference Bureau reports.
- Carrying out site visits to the client’s securities, arrears of residence, LC1 Chairperson verification to authenticate the client’s proof of residence, ownership and personal conduct.
- Responsible for the verification of letters of undertaking presented by applicants through walking to their employers. Thus proving authenticity of the documents to mitigate fraud.
- Writing proposals for presentation to the Branch credit committees for decision making, forwarding and following them up to the loans analysis section for further processing.
- Generation of offer letters after approval with clear terms and conditions, preparing loan disbursements (data entry) for the specific loans approved and ensuring both Manager and Customer endorses signatures.
- Computing payment schedules and clearly explaining to clients the dates of repayment, period of the facility, interest rate offered and balances for the facility.
- Monitoring personal portfolio to ensure all past dues are paid. This involved contacting the customer whose loans had fallen due, personal visits to demand for funds and issuing demand notices.
- Generating and submitting weekly, monthly and annual loan monitoring and recovery reports and presenting them to the credit committee from time to time.
- Key Result Areas:
Customer Care/Accounts Opening Officer
TROPICAL BANK LTD
01.2008 - 01.2012
- Answering incoming calls from customers or clients regarding bank information and offering feedback.
- Escalating complex problems to supervisors or specialized teams and recording in the complaints register for easy follow up.
- Documenting call information according to standard procedures.
- Processing orders, forms, and requests from customers and helping the client to fill them in.
- Answer questions about account types and banking products, such as Current and Saving accounts, fixed deposit accounts, loans and credit cards.
- Check on the status of customer accounts and track checks and payments especially those with loan balances to ensure recovery before the funds are withdrawn.
- Review and explain account charges to customers who are ignorant about bank fees.
- Assist banking customers who are victims of fraud, theft or identify theft while liaising with the security department.
- Assist customers with replacing lost or stolen credit or debit cards
- Updating databases and reporting recurring issues to management to further change of policies at the same time to be pro-active.
- Key Result Areas:
- Mentored junior officers, providing guidance and support to foster professional development and career progression.
- Increased awareness and preparedness for potential threats by developing comprehensive training materials for new recruits.
- Negotiated with local businesses for partnerships in crime prevention initiatives, securing resources and support for community programs.
- Developed and implemented strategic plans to address community concerns, fostering stronger relationships between force and public.
- Ensured compliance with national and local laws through regular policy reviews and updates.
- Conducted thorough investigations into complex cases, leading to successful resolution of numerous high-profile incidents.
- Facilitated collaboration between departments, improving efficiency and effectiveness in handling cross-jurisdictional cases.
- Coordinated with multiple agencies to streamline operations, enhancing overall response times during emergencies.
- Implemented feedback system from community, using insights to guide policing strategies and improve public relations.
- Managed departmental budgets effectively, ensuring optimal allocation of resources for necessary equipment and training.
- Supported creation of detailed, technical financial models to value potential acquisition targets.
- Observed packing operations to verify conformance to specifications.
- Devised and implemented processes and procedures to streamline operations.
- Evaluated staff performance and provided coaching to address inefficiencies.
- Frequently inspected production area to verify proper equipment operation.
- Cultivated positive relationships with vendors to deliver timely and cost-effective supply of services and materials.
- Optimized customer experience by delivering superior services and effectively troubleshooting issues.
- Provided reporting for forecast analysis and ad-hoc reporting in support of decision-making.
- Maintained overall safe work environment with employee training programs and enforcement of safety procedures.
- Helped meet changing demands by recommending improvements to business systems or procedures.
- Evaluated customer needs and feedback to drive product and service improvements.
- Developed effective improvement plans in alignment with goals and specifications.
- Educated staff on organizational mission and goals to help employees achieve success.
- Created and managed project plans, timelines and budgets.
- Gathered, organized and input information into digital database.
- Maintained database systems to track and analyze operational data.
- Collected, arranged, and input information into database system.
- Conducted regular reviews of operations and identified areas for improvement.
- Generated reports detailing findings and recommendations.
- Established protocols for handling sensitive information, ensuring confidentiality and compliance with legal standards.
- Organized public forums to address community concerns, improving transparency and accountability.
- Enhanced officer safety with introduction of new protective gear and safety protocols.
- Increased operational efficiency by conducting regular training sessions for junior officers.
Education
Bachelor - Urban Planning
Makerere University - Kampala
01.2003 - 01.2006
Uganda Advanced Certificate of Education - undefined
St. Lawrence Citizen’s High School
01.2001 - 01.2002
Uganda Certificate of Education - undefined
Bugema Adventist Secondary School
01.1997 - 01.2000
Primary Leaving Examination - undefined
Buddo Junior School
01.1990 - 01.1996
Skills
- In the area of organizational management
- Risk management- identifying and mitigating risks
- Initiative – self-starting rather than accepting passively; taking action required; being proactive
- Managing work - establishing a course of action for self and or others to accomplish specific goals, planning proper assignments and appropriate allocation of resources
- Effective communication, planning, organizing and coordinating, computer literacy, innovativeness, ethics and integrity
- Financial analysis-assessing customer creditworthiness and risk and understanding the banking industry
- Training and management, people management
- Decision making-ability to make logical decisions and give reasons for actions
- Trustworthy and confidentiality to protect the customer’s interests
- In the area of relations:
- Accountability- Ability to take ownership and responsibility for ones’ actions
- Team Work-Collaboration with peers to archive goals
- Judgment - ability to understand and evaluate quite easily
- Flexibility - use of appropriate methodologies to situations
- Communication - excellent verbal and oral communication
- Sensitivity – taking account of special and personal needs of all or otherwise
- Excellent spoken, written English and Luganda and knowledge of several Bantu languages
Resource allocation
Office administration
Resource management
Supply chain distribution
Procedure optimization
Operational efficiency
Budget management
Employee performance
Organizational efficiency
Scheduling coordination
Budget development
Employee productivity
Procedure improvement
Team leadership
Safety management
Budget control
Marketing
Labor relations
Regulatory compliance
Customer relations
Problem-solving
Decision-making
Database maintenance
Business growth initiatives
References
Kagimba, Mugimba, Chief Executive Officer, Kagimbamugimba@gmail.com, +256 789188726, Ahindi Solutions Ltd
Timeline
Operations Officer/Personal Assistant to CEO
KOMUKA ESTABLISHMENTS LTD
01.2023 - 01.2024
Human Resource Officer
AHINDI SOLUTIONS LIMITED
01.2021 - 01.2023
Credit Administration Officer
TROPICAL BANK LTD
01.2019 - 01.2022
Relationship Officer
TROPICAL BANK LTD
01.2012 - 01.2019
Customer Care/Accounts Opening Officer
TROPICAL BANK LTD
01.2008 - 01.2012
Bachelor - Urban Planning
Makerere University - Kampala
01.2003 - 01.2006
Uganda Advanced Certificate of Education - undefined
St. Lawrence Citizen’s High School
01.2001 - 01.2002
Uganda Certificate of Education - undefined
Bugema Adventist Secondary School
01.1997 - 01.2000
Primary Leaving Examination - undefined
Buddo Junior School
01.1990 - 01.1996
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