JONATHAN RUKUBA
Administrative & Records Management Specialist
Kampala, UG.About
Highly accomplished Administrative and Records Management Specialist with over 6 years of progressive experience optimizing operational efficiency and ensuring data integrity across government and non-profit sectors. Proven expertise in managing complex electronic and paper-based information systems, including EDMS and ERP, to streamline workflows and enhance accessibility. Adept at coordinating logistics, managing financial accountability, and providing comprehensive office support, consistently improving service delivery and fostering compliance with organizational mandates.
Work
Kampala, Central Region, Uganda
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Summary
Managed electronic and paper-based information, ensuring data integrity and efficient retrieval for the Administration Department.
Highlights
Managed comprehensive electronic and paper-based information systems, supporting the Administration Department in records management and ensuring data integrity.
Implemented indexing and classification protocols for records and documents, ensuring secure custody and enhancing retrieval efficiency.
Streamlined the flow of correspondences by efficiently receiving, dispatching, archiving, and filing, improving communication and document accessibility.
Updated and maintained the Electronic Document Management System (EDMS) to optimize access and retrieval of critical information, enhancing departmental efficiency.
Collaborated with the Accounts Department to accurately process payments utilizing the ERP system, ensuring financial transaction integrity and compliance.
Kampala, Central Region, Uganda
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Summary
Orchestrated comprehensive office management, HR coordination, and financial administration for a USAID-funded project, ensuring efficient operations and compliance.
Highlights
Provided comprehensive office management support, including HR coordination, staff inquiries, and performance appraisal management, enhancing administrative efficiency.
Managed financial and petty cash operations, processing payments, recording transactions, and reconciling daily balances to ensure 100% accountability and compliance.
Established and maintained an indexed filing system for financial and administrative records, facilitating quick retrieval and ensuring adherence to audit requirements.
Coordinated procurement and logistics for goods, services, and travel arrangements, ensuring timely delivery and smooth execution of project activities.
Mentored staff on financial and administrative systems, fostering compliance, and promoting a conducive work environment to enhance overall team productivity.
Kampala, Central Region, Uganda
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Summary
Completed a comprehensive graduate trainee program, gaining foundational experience in financial reconciliation, administrative support, and document management.
Highlights
Assisted in preparing bank reconciliations and processing client invoices, contributing to accurate financial record-keeping.
Supported procurement operations by matching invoices with Local Purchase Orders (LPOs), ensuring compliance and financial accuracy.
Managed document organization, including filing, sorting, and data entry, to facilitate efficient information retrieval for audits and daily operations.
Provided administrative support by attending meetings, documenting minutes, and assisting clients, enhancing overall office efficiency.
Uganda
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Summary
Supported project implementation and administrative functions for a non-profit organization, focusing on community outreach, disability prevention, and social development initiatives.
Highlights
Optimized organizational activities and project operations, ensuring efficient and effective program delivery for community initiatives.
Conducted field trips to sensitize communities and schools on funded projects, including A.I.Ds and Disability campaigns, building relationships with local leaders.
Facilitated the creation of equal opportunities for People with Disabilities in socio-economic development and decision-making through targeted programs.
Provided home visitation, counseling, and guidance to vulnerable children and orphans, including A.I.Ds treatment and nutrition training, directly impacting community well-being.
Maintained comprehensive records of project activities, correspondences, and compiled relevant statistics, ensuring accurate reporting and program monitoring.
Skills
Administrative Support
Office Administration, Records Management, Document Control, Filing, Archiving, Meeting Coordination, Calendar Management, Scheduling, Minute-taking, Professional Communication, Front-office Management, Data Entry, Reporting, Accurate Record Keeping, Workflow Management, Prioritization, Organizational Skills.
Financial Management
Financial Accountability, Petty Cash Management, Imprest Management, Accurate Reconciliations, Bank Reconciliations, Invoice Processing.
Software & Systems
Microsoft Office Suite, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, ERP Systems, EDMS (Electronic Document Management Systems).
Logistics & Procurement
Procurement Coordination, Logistics Management, Vendor Management, Supply Chain Coordination, Inventory Management.
Leadership & Team Development
Performance Support, Coaching, Team Management, Leadership.
Interests
Reading
Books.
Sports
Swimming.
Community Engagement
Rotary Club of Kampala, Volunteering.
References
Mrs. Edna Rugumayo
Director Corporate Affairs, Uganda National Roads Authority, 0772 417756
Ms. Sadres Twinomugisha
Senior Records Officer, Uganda National Roads Authority, 0760400086
Mr. BYAKUYAMBA PETER
Advocacy and Research Officer, Kabarole NGO's And CBO's Association, +256752-842173
Mr. KAWUMI SAM.
Accounts and Finance National Forestry Authority, +256 779162226 +256704021919
Mr. Karangira M. Andrew
Project Manager, World Education, 0789883696