STEPHEN KATOTO
Dar Es Salaam
Summary
Organized Administration Manager with more than 12 years experience. Knowledgeable Administrative Manager uses operational experience to inform strategic guidance. Coordinates ideal organizational outcomes by analyzing existing processes and developing tangible system improvements. Driven problem solver handles multiple tasks and projects simultaneously.
Overview
18
18
years of professional experience
Work History
Administration Manager
Sunda International
01.2014 - Current
- Supervised a team of administrative professionals, providing guidance, support, and constructive feedback to ensure high-quality service delivery.
- Developed effective filing systems that streamlined document retrieval, increasing efficiency within the workplace.
- Managed budgets and financial reporting, enabling effective allocation of resources and timely identification of potential cost savings.
- Collaborated with leaders from other departments to achieve consistent processes and maximize efficiency of resources.
- Applying and renewing of business licenses, certificates from different from different government institutions as per Government law, like OSHA, FIRE, NEMC,BRELA,MUNICIPAL,MINISTRY OF INDUSTRY AND TRADE etc.
- Conducted regular audits of internal processes to identify areas for improvement and implement corrective measures promptly.
- Streamlined office processes by implementing efficient administrative systems, resulting in increased productivity and reduced operational costs.
- Facilitated interdepartmental communication by organizing regular meetings, fostering collaboration and cohesive decision-making across the organization.
- Promoted a positive workplace culture by addressing employee concerns promptly and implementing initiatives aimed at boosting morale and job satisfaction.
- Implemented stringent data protection policies to safeguard sensitive company information from unauthorized access or loss.
- Supervised hiring processes and vendor relationships to maintain smooth operations for company.
- Negotiated favorable contracts with vendors for office supplies and services, reducing overall operational expenses while maintaining quality standards.
- Facilitated the hiring process by working closely with HR in candidate screening, interviewing, and onboarding new administrative staff members.
- Ensured compliance with relevant laws regulations by developing robust policies procedures governing administrative operations within the company.
- Liaised with external stakeholders including clients, suppliers, and regulatory bodies to maintain strong working relationships beneficial to the organization''s success.
- Met department budgets by monitoring and reporting on office expenses.
- Analyzed data related to administrative costs and spending trends to prepare budgets for personnel.
- Coordinated office events, seminars and meetings for staff and clients.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Payment of company bills like rent, electricity and other related charges for the company and Coordinating all external communication and public relation with all Government Institutions and Private Sectors.
Senior Administration Officer
Haakneel Company
03.2012 - 12.2013
- Provided executive support by managing schedules, arranging travel accommodations, and preparing meeting agendas.
- Delivered advice and policy guidance relating to provisional project management and business analysis.
- Partnered with HR to implement and monitor policies and procedures and recommend changes.
- Developed and maintained productive relationships with internal and external stakeholders to support increased business.
- Reported building and facility repairs, defects and security issues to contractors and monitored progress toward
- resolutions.
- Cooperated with health and safety policies and identified and controlled hazards for tasks, projects and activities.
- Represented company at internal and external forums and committees for effective corporate communication and collaboration.
- Facilitated interdepartmental collaboration through consistent communication channels resulting in enhanced project outcomes.
- Championed corporate social responsibility initiatives contributing to a strengthened company reputation and positive community impact.
- Built highly-efficient administrative team through ongoing coaching and professional development opportunities.
- Monitoring all company vehicles services and make sure all insurances and licenses are paid timely and make sure all materials needed by the company are available and in a good order
- Applying and renewing of business licenses, certificates from different from different government institutions as per Government law, like OSHA, FIRE, NEMC,BRELA,MUNICIPAL,MINISTRY OF INDUSTRY AND TRADE etc.
Payroll Administrator
Universal Leaf Tobacco
03.2006 - 11.2011
- Calculated payroll deductions by accurately using [software] and processed payroll to meet preset requirements.
- Responded to employee inquiries to provide information regarding payroll deductions and related issues.
- Managed payroll data entry and processing for more than 1000 employees to comply with predetermined company guidelines.
- Uploaded time records into computer system and made adjustments to create accurate database for payroll processing functions.
- Reduced errors in payroll calculations with meticulous attention to detail and thorough data verification.
- Performed calculations in overtime, vacation, and sick hours to provide accurate data to payroll processing database.
- Collaborated closely with HR and accounting teams to coordinate benefits deductions, tax withholdings, and other adjustments.
- Ensured timely salary disbursements for employees, maintaining strict adherence to company policies and deadlines.
- Conducted regular audits of payroll data to identify discrepancies and ensure compliance with federal regulations.
- Maintained up-to-date knowledge of changes in labor laws affecting payroll administration to ensure ongoing compliance.
- Implemented effective filing systems for both electronic and physical documents related to payroll processing, ensuring easy access when needed.
- Maintained confidentiality of employee records and payroll information.
- Maintained employee privacy and protected payroll operations by keeping all information confidential.
- Being general secretary of board of trustees of the company by organizing meetings, taking minutes and lastly preparing payments of shares for all employees (dividend)
Education
Associate of Arts - Business Administration
INSTITUTE OF ACCOUNTANCY ARUSHA
ARUSHA12.2005
High School Diploma -
Mkwawa High School
Iringa-Tanzania05.2000
High School Diploma -
St.Peters Junior Seminary
Morogoro-Tanzania01.1997
Skills
- Documentation And Reporting
- Staff Training and Development
- Office Management
- Filing systems
- Team Building and Motivation
- Expense Reporting
- Administrative Support
- Office Administration
- Budgeting and Expense Monitoring
- Documentation and control
- HR Support
- Contract Negotiations
- Credit and collections
- Budget Administration
- Team Collaboration
- Administrative Management
Swahili and English
Fluently in Swahili and English
Languages
Swahili
Native language
English
Advanced
C1
Timeline
Administration Manager
Sunda International
01.2014 - Current
Senior Administration Officer
Haakneel Company
03.2012 - 12.2013
Payroll Administrator
Universal Leaf Tobacco
03.2006 - 11.2011
Associate of Arts - Business Administration
INSTITUTE OF ACCOUNTANCY ARUSHA
High School Diploma -
Mkwawa High School
High School Diploma -
St.Peters Junior Seminary
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