SARAH MBAJJA MUSINGUZI
Summary
Experienced document controller with more than 9 years of administrative support, project management and digital archives management experience. Strong computer skills, including proficiency in Microsoft Office suite and online communication platforms, excellent organizational and problem-solving abilities with a keen attention to detail, a good communicator with commendable relations skills, highly adaptable and able to work effectively in diverse environments.
Overview
10
10
years of professional experience
Work History
Client Service Assistant
The Jean Tweed Centre
10.2023 - Current
- Providing administrative support to management, programs, departments, staff and clients
- Providing reception services and welcoming, greeting clients, guests and service providers
- Receiving, forwarding and/or addressing requests for information from internal and external customers
- Providing caller information about programs and referrals
- Booking appointments, organizing and scheduling meetings for the Executive Director and other designated managers and supervisors and staff
- Creating client profiles in programs using Catalyst data system
- Monitoring the preparation and distribution of notices, agendas and related material for various meetings like management and board committees
- Attending meetings, performing minute-taking, and distributing minutes to relevant persons
- Ensuring accurate duplication, collation and work processing for presentations, monthly reports, presentation materials and information packages
- Word processing correspondence, reports and program related materials
- Reviewing and updating contracts and other official documentation
- Sorting, recording and distributing all incoming and outgoing correspondence including internal correspondence
- Maintaining a monthly and yearly timetable for the department
- Monitoring the usage and supply of forms, stationery and design request orders
- Maintaining filing systems for both paper and electronic documents
- Providing data entry support for reporting systems and programs
- Providing administrative support for client activities such as orientation.
Client Services Associate
Habitat For Humanity ReStore Scarborough Centre
08.2023 - 11.2023
- Greeting clients in a warm and professional manner and giving them information on the inventory, as well as answering any questions they might have
- Receiving phone calls to answer inquiries about open times, inventory, shipping orders and the e-commerce component of the store
- Preparing items for shipping by printing shipping pockets, supervising packing and packaging to ensure items are delivered while intact
- Completing purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution management
- Ascertaining the market prices of the items in new consignments so as to inform the pricing of the store's prices
- Receiving new donations and preparing tax returns receipts for the donors
- Investigating discrepancies in billings with clients and suppliers, inventory, scheduling and any other anomalies
- Handling returns in a professional and non-offensive manner and handling any form of fallout that might have arisen from those returns
- Writing reports on daily donations, size of the inventory, volunteers on site and any other issues that may have arisen during the shift such as accidents, conflict, first aid among others
- Clerical work taking form of writing, typing and printing price tags, notices, memos, volunteer schedules.
Document Controller
Sinopec Petroleum And Construction Company
03.2022 - 03.2023
- Document organization by implementing efficient categorization and filing systems.
- Reducing errors in documentation by maintaining consistent formatting and proofreading for accuracy.
- Streamlining the document review process by establishing clear communication channels with relevant team members.
- Ensuring timely submission of project documents by closely monitoring deadlines and prioritizing tasks accordingly.
- Improving cross-functional collaboration by acting as primary liaison between departments for document-related needs.
- Safeguarding sensitive information through stringent adherence to company confidentiality policies and procedures.
- Providing comprehensive training to new hires on company-specific document control procedures, contributing to a smoother onboarding experience.
- Mastered in record time the workings of three proprietary electronic data management systems: Documentum (SINOPEC), iDocs (McDERMOTT),
New Prodom (TOTAL), and helped train fellow newly recruited document controllers at Sinopec how to apply them in document control work, and how they interact with one another.
Resource Centre Officer
New Vision Printing and Publishing Company Limited
01.2014 - 03.2022
- Administering the records management system by updating the inventory, following the resources throughout the life cycle, taking actions like dissemination and disposition when need arose
- Generating and distributing daily system reports
- Creating and effecting the creation, retention and disposal schedules of all the resources in the registry
- Responding to client inquiries or requests for information from other employees, departments, stakeholders and the public
- Disseminating documents, maintaining associated lists and issuing receipts for monies received payment for services rendered and merchandise purchased
- Training new staff and orienting them on the digital resources and software used, work ethic and general work environment
- Operating and troubleshooting office equipment like computers, scanners, photocopiers and printers
- Planning and executing special projects like exhibitions, seminars and workshops, staff parties, end of year parties, workshops and trainings
- Completing purchase, cheque, payment, cash requisitions, including obtaining the appropriate authorizing signatures and handling petty cash
- Facilitating at trainings and workshops
- Taking responsibility for the aesthetic of the front office by organizing furniture, equipment, maintaining hygiene and cleanliness, its ambience and decorations for seasonal celebrations, keeping the memos and notices current, relevant and pleasant to look at
- Logging daily statistics and preparing reports on service delivery.
- Enhanced communication between team members by organizing regular meetings and fostering open dialogue.
- Spearheaded successful projects from conception through completion, showcasing strong project management abilities.
- Established effective relationships with key stakeholders both internally and externally for increased collaboration opportunities.
Education
Post-Baccalaureate Diploma - Project Management
Uganda Management Institute
Kampala, Uganda11.2021
Bachelor of Arts - Records And Archives Management
Makerere University
Kampala, Uganda01.2013
Skills
- Analytical thinking
- Attention to detail
- Time management
- Documentation and record-keeping
- Organizational skills
- Multitasking capabilities
- Adaptability and flexibility
- Microsoft Office Suite
- Strong interpersonal skills
- Project management
- Professional phone etiquette
- Scheduling and appointment setting
- Data entry proficiency
- Task prioritization
- Online communication
- Written correspondence
Accomplishments
- Developed a digital document management system, administered it for six years and trained my teammates on how to use and navigate it.
- Wrote a funding proposal that was awarded USD500,000.
- Excellent computer skills - 50WPM
- Mastered in a month the workings of three proprietary electronic data management systems: Documentum, iDocs, New Prodom.
- Managed the Pakasa Project, sponsored by the Embassy of South Korea in Uganda that recognized youth entrepreneurs in Uganda between 2016 and 2017, the winners of which won a two-week fully funded educational trip to Seoul, South Korea.
Professional Development
- Implementing document management systems workshop
- Essential Pathways to Employment
- Employment Preparation Workshop
- Harm reduction and Naloxone seminar
Languages
English
Native or Bilingual
Timeline
Client Service Assistant
The Jean Tweed Centre
10.2023 - Current
Client Services Associate
Habitat For Humanity ReStore Scarborough Centre
08.2023 - 11.2023
Document Controller
Sinopec Petroleum And Construction Company
03.2022 - 03.2023
Resource Centre Officer
New Vision Printing and Publishing Company Limited
01.2014 - 03.2022
Post-Baccalaureate Diploma - Project Management
Uganda Management Institute
Bachelor of Arts - Records And Archives Management
Makerere University
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