Sharon Zawedde

• SKILLS GAINED
• Gained extensive knowledge in data entry, analysis and reporting.
• Managed time efficiently in order to complete all tasks within deadlines.
• Completed paperwork, recognizing discrepancies and promptly addressing for resolution.
• Provided professional services and support in a dynamic work environment.
• Resolved problems, improved operations and provided exceptional service.
• Gained strong leadership skills by managing projects from start to finish.
• Delivered services to customer locations within specific timeframes.
• Self-motivated, with a strong sense of personal responsibility.
• Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
• Skilled at working independently and collaboratively in a team environment.
• TASKS DONE

-Handling stakeholders through setting meetings and appointments for General Manager URHC.

-Initiating Micro and Macro procurement for Uganda Refinery Holding Company through ERP.

-Preparing Departmental meetings and taking minutes.

-Organizing internal and external meetings for URHC Team

-Filing both soft and hard filling of URHC documents

-Working with the Finance Team to keep up to date to URHC monthly financial expenditure (ensuring that we get reports monthly).

-Organizing URHC General Manager calendar/ diary to ensure that he's up-to date with his daily tasks.

-Ensuring that URHC members are working in a clean environment at all times.

-Supplies and stationary store management.

-Making sure that URHC procurement have value for money before expenses are made, like through Air travels and day to day procurement.

-Managing all UNOC interns travel requests through ERP system, following up with Finance to ensure they are paid timely.

-Guiding and offering support to all URHC interns.

-Managing URHC letters flow from URHC team to Information & Data Management team.

-Typing letters, memos and other correspondences for the team.

-Participating in preparing and monitoring of departmental plans and budgets.

-Coordinating URHC staff and guest travels including Air Ticket and Hotel booking

-Supporting in the consolidation of the monthly departmental reports.

-Supporting of different company committees like,Change Management committee, Contracts Committee,Customer care committee among others.

-Answering incoming calls and direct them to appropriate officers.

-Compliance

• SKILLS GAINED
• Planned and resourced personnel and logistics for operations component exercises resulting in highly trained personnel ready to act quickly in critical roles.
• Provided excellent customer care to maintain and improve customer relations, strengthen loyalty and increase product and service sales.
• Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
• Increased response to unit reports and challenged management to quickly respond to and act on reports.
• Contributed to business development efforts to drive revenue and meet corporate objectives.
• Coordinated and led meetings to inform management and stakeholders of operational challenges and suggested improvements.
• Interfaced with department heads to establish tracking mechanisms and processes that created clear and effective information flow internally and with customers.
• Maintained constructive client and vendor relationships.
• Coordinated visits and provided briefs to very important personnel (VIPs) improving knowledge and awareness of operational activities, programs and offerings.
• Motivated and trained employees to maximize team productivity.
• Conducted root cause analysis in deficient areas to identify and resolve issues.
• Evaluated team member performance and productivity, provided feedback and implemented corrective actions.
• TASKS DONE

-Company Compliance Duties.

Following up with different Ministries and working close with the Company Secretaries to ensure that we have all the necessary documents/certificates needed for Ogas’s compliance with the Government of Uganda and business operational certificates- like

Trade License, Investment License, Recruitment Permit, AUGOS,PPDA among others.

-Policies and Procedures.

Putting all the necessary procedures and policies in place and making sure that they are fully understood, appreciated and followed or practiced by all Ogas employees. Like ISO policies and other internal control procedures which include finance and administrative policies.

-Excel Expense Schedule

Updating weekly departmental budgets and expenses to be made.

-Human Resource

Participating in employee search and hiring through head hunt, making newspaper adverts and giving report to the Human Resource Manager on candidates report (Candidate report- is a report which gives all the names of all qualified employees listing their contacts, salary expectation availability and reports from their references) and termination of employees.

Handling employee’s complaints and forwarding them (If needed) to the Human resource manager.

Participating in employee termination like preparing their letters, checking with our lawyers regarding the legality of the termination. And also representing the company at KCCA labour offices.

Doing appraisals and identifying employees training needs within their strength and weaknesses.

Preparing time sheet for all our field employees and submitting it to the accounts office for payroll processing.

Preparing employee attendance and leave days schedule monthly.

Making Monthly visits to different sites while giving out payslips and contract amendments to employees and also checking if any of our employees has issues that need attention.

-Suppliers and procurement

Coordinating and out sourcing suppliers to make sure that Procurement procedures are strictly followed.

Handling the procurement process of supplies from the beginning to the end. Like contracts, quotation level, negotiating credit terms, LPO, delivery, invoice until payment is processed.

Updating Ogas’s suppliers schedule so that it’s up to date and assessing them annually.

Work permit/Special pass/Immigration needs and TIN registration sure that all our consultants from different countries have all the necessary documents or all compliant with Uganda’s immigration laws. Like processing their work permits, special passes, TIN numbers for taxes among others.

-Taking Minutes and preparing meetings

Taking minutes during meetings and making sure that a copy is supplied before another meeting is held.

-Internal and external correspondences

Internal and External Correspondences, regarding work related issues to company employees and letters from Ministries and clients.

-Supervising Staffs

The Administrative Assistants ,drivers ,cleaners and gate men.

-Monthly Stock Supplies

Monthly stock taking of office supplies to ensure safety and availability of all necessary supplies for all Ogas departments.

Internal and External Correspondences, regarding work related issues to company employees and letters from Ministries and clients.

-Supervising Staffs

The Administrative Assistants ,drivers ,cleaners and gate men.

-Monthly Stock Supplies

Monthly stock taking of office supplies to ensure safety and availability of all necessary supplies for all Ogas departments.

-Asset monitoring report and monthly stock taking

Monthly monitoring of all company assets like Company vehicles, generators, computers and laptops among others to ensure their safety, maintenance to avoid misuse and abuse.

And also providing administrative support for matters relating to the premises and operations including security, alarms, insurance and equipment and maintaining travel management plan.

-Weekly reporting

Weekly reporting for all departments on activities done and performed and updating the work schedule so that no official work is left un attended to.

-Managing Director’s Diary and planner.

Organizing Managing Director’s Diary for office schedules and appointments. And making sure that all the deadlines are met and tasks performed.

-Outlook Planner

Updating the planner for weekly tasks and sending reminders to employees on finalizing their tasks.

-Front desk Manager

Back up as a receptionist, welcoming visitors and receiving and making company calls.

-Office Safety

Weekly office general cleanliness checks and making sure that all the equipment’s are where they belong.

-Travel and Hotel bookings

Travel bookings for Managers who travel in and outside Uganda and making sure that their accommodation is fully booked.

-Newspaper updates.

Keeping the Managing Director and General Manager informed about the upcoming bids and tenders through Newspapers and internet.

-Maintaining company’s contacts in an excel schedule.

-Compiling information needed by the Managing Director’s reports.

-Office Maintenance

Supervising the office cleaner and gardener to ensure that Ogas premises are clean and secure for everyone

-Employee appraisals

Doing employee appraisals for my team to ensure that every understands their annual work plans and expectations.

-Assistant project Manager

Managing Sogea Satom (Ogas Services Uganda Client) for a smooth flow of work between two companies and handling all employee companies.

-Working with different departments to ensure there is a smooth workflow at Ogas.

-Photocopying, filling, scanning and shredding documents.

-Doing cashier duties as instructed by the Accountant.

-Making sure that, water bills, electricity, office internet are paid on time.

-And doing other duties as instructed by my supervisor.

• SKILLS EARNED
• Monitored budget and revenue trends, compiling reports for company leadership to inform decision-making.
• Analyzed financial statements against forecasts to prepare high-level variance analysis.
• Established and enforced controls on revenue and expenses to protect company assets.
• Collaborated with team leaders to define standards, policies and procedures to meet company revenue goals.
• Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
• Introduced software tools and process improvements to mitigate loss and drive operational growth.
• Enhanced internal control systems and procedures to mitigate risk and support opportunities.
• TASKS DONE

- Cash Management:

Petty cash management like making sure that all money taken for different activities has taken as per War Child UK policies and procedures, making sure that all receipts have been attached to all payment vouchers, and ensuring that money is being accounted for in time.

- Policies and procedures:

Training the non-Finance team about policies and procedures for Finance office and making sure that they are followed closely and respected. Like training them about staff and salary advances, procedures taken to get an activity advance, different codes coded by donor and making them know why accountabilities are always needed on time.

- Reconciliation:

Making bank reconciliations every end of month for different bank accounts, and making sure that all transactions shown on Bank statements are correct and real, and where done as per War Child UK policies and procedures.

- Quick books:

Entering/Feeding all cash and Bank transactions in quick books daily and reconciling all entries every end of week with the petty cash book, posting in General journals CR/DR posting Forex rates and intercompany details at month end.

- Salaries and pay roll:

Preparing salaries with the Human Resource Manager and making sure that all deductions like NSSF, PAYE, withholding Tax and salary advances are deducted.

Making sure that taxes are filed on time to avoid inconveniences and penalties.

-Audit

Preparing finance files and all the necessary information Auditors need/request during the Organization’s Auditing process.

- Bank Agent:

Being War Child Bank Agent- and performing bank agent duties, like collecting petty cash, and all other money as would be required by the management, collecting Bank statements every month end, preparing cheques, among others.

- On line payments:

Preparing on-line payment vouchers like by getting invoices, quotations and requests from User departments, ensuring that they are within our budget and finally, doing on line payments for our suppliers and making sure receipts are attained after payments.

- Budget and forecasting:

Involving in preparing donor budgets and War Child UK budgets (BVA) with the Finance Manager and making sure that all requests don’t spend beyond their budget. And helping the management know when they are spending beyond their means through end month reporting.

- Month end reports:

Participating and preparing month end reports for donors, making sure that all transactions entered in quick books are correct, right coded and right amounts given to a right donor and preparing a financial statement.

Preparing department reports to department Heads to ensure that each department if they are under spending or over spending.

- Book keeping:

Filling and making sure that all files are put in the right place and given correct titles.

- Timely payments:

Making sure that all payments are done in time like for utilities,

Maintaining the WCUK SACCO saving scheme like making sure appropriate deductions are made, money lent is paid back timely and keeping hard and soft copy details.

-Purchase of materials/goods:

Helping in sourcing suppliers, quotations/following up quotations before any bulk purchase is made to ensure that WCUK policies are followed before payments are done.

• SKILLS EARNED
• Reported financial data and updated financial records in ledgers and journals.
• Organized and reported on financial information to document payment histories and assist with sound financial accounting.
• Managed office inventory and ordered new supplies when items were running low.
• Observed strict confidentiality rules to maintain data integrity and protect clients.
• Processed daily financial transactions in support of finance team objectives.
• Generated reports for budgeting, forecasting and financial analysis to track results against target profit margins.
• Helped reconcile bank statements and accounts and maintain accuracy and current records.
• Effectively communicated with clients about payment needs and kept updated, detailed and accurate ledgers.
• Recorded deposits, reconciled monthly bank accounts and tracked expenses.
• TASKS DONE

-Petty cash Quick books entries:

Entering all petty cash vouchers into the system and numbering them as according to the organization’s system-Quick books.

-Month End reports:

Making monthly reports for all departments-showing how much is spent by each department and how much has been accounted for, hence helping the management to take action for funds unaccounted for.

-Finance and administrative policies and procedures.

I introduced the Finance policies and procedures like requisitions, leave forms, advance forms, Local Purchase Order forms, Safety procedures, Time cards, end of month department reporting among others.

-Salaries, pay slips and deductions:

Preparing salaries and making sure that all deductions have been made like-advances, NSSF, local service tax and PAYE among others.

Ensuring that pay slips are received accurately and timely to avoid complaints and inconveniences from employees.

-Timely payments of utility bills:

Making sure that all utility bills like-water bills, electricity bills, telephone bills and house rent for volunteers and Malaika Babies Home rent are paid on time.

-Purchases follow –up:

Making sure that all purchases made and money spent is in accordance to the Organization’s system and ensuring that quotations, invoices are attached to the payment vouchers and that all receipts are received after a purchase is made.

-Suppliers Information and payments follow-up:

Updating the supplier’s schedule for easy contact, updating their ledgers and balancing them off in case payments have been made. And keeping a good relationship with them for better work efficiency.

-Organizing Meetings:

Organizing departmental meetings for head of departments with the Finance Team, to ensure that value for money system is used, and guiding them on how to spend sparingly and efficiently.

-Internet Banking:

Making usual banking and internet banking for salaries, suppliers among others as instructed by the financial controller.

-Petty cash Management:

Paying petty cash and making sure that all signatories have signed and accountabilities are attached and provided in time and following expenditures to ensure that we are working within our limits.

-Reconciliations:

Making bank reconciliations at every end of month.

-Book Keeping:

Filling and proper storage of all Malaika Finance files.

• SKILLS GAINED
• Gained strong leadership skills by managing projects from start to finish.
• Demonstrated a high level of initiative and creativity while tackling difficult tasks.
• Managed time efficiently in order to complete all tasks within deadlines.
• Demonstrated leadership skills in managing projects from concept to completion.
• Developed strong organizational and communication skills through coursework and volunteer activities.
• Self-motivated, with a strong sense of personal responsibility.
• Worked well in a team setting, providing support and guidance.
• Worked effectively in fast-paced environments.
• Demonstrated creativity and resourcefulness through the development of innovative solutions.
• Worked flexible hours across night, weekend and holiday shifts.
• Participated in team projects, demonstrating an ability to work collaboratively and effectively.
• Developed and maintained courteous and effective working relationships.
• Excellent communication skills, both verbal and written.
• Identified issues, analyzed information and provided solutions to problems.
• TASKS DONE

-Accountabilities:

Preparing accountability reports for expenditures dealing with petty cash such as facilitation for workers and stationery.

-Petty cash:

Receiving petty cash from Head office and distribute it accordingly.

-Attendance follow- up:

Updating attendance, compiling all site lists of attendance for Head Office review.

-Pay sheets and Wage sheets:

Preparing pay sheets and wage sheets for workers and formatting daily information from sites for appropriate officers.

-Welcoming Visitors:

Providing receptionist services such as welcoming visitors and directing them to appropriate staff as well as responding to phone calls.

-Filling:

Ensure proper filling of all documents, both of an administrative security and program nature.

-Typing Memorandums and office correspondences:

Typing administrative correspondences, including memos, letters e-mails among others. Maintaining hard copy and electronic filling of different reports from sites.

-Managing Staffs:

Managing and supervising office assistants to ensure clean office environment and Supervising Site staff and directing them on different roles as instructed by the site Engineer.

-Listening to external and internal people’s complaints out way them and forward them to Head office.

-Receiving incoming and making outgoing calls:

Receiving and responding to telephone queries in a very good appropriate manner.

-Entering fresh data/ information from field offices into soft and hard devices.

-Organizing site meeting and updating my boss’s diary

-Making reports monthly for different sites

-Updating purchasers accountability book

-Updating site books of any cash transactions made.

-Scanning documents and faxing.

-Organizing site meeting and updating my boss’s diary.

-Taking minutes-Sending e-mails

-Updating material files and confirming whether materials were received at site on time and accurately.

-Provided administrative support for matters relating to the premises and operations including security, alarms, opening, insurance for company assets and equipment and maintaining travel management plan.