Mariam Fuseini
Accra, Takoradi
Summary
A motivated administrative professional seeking a position in a challenging environment. 10 Years experience of successfully providing administrative and facilities support to the operational department. A proactive leader with proven ability to efficiently plan and manage multiple assignments to meet tight deadlines. A talented professional with analytical and result oriented approaches to business planning and day-to-day problem-solving. Joined major international developmental and donor funded organization on projects with demonstrated exceptional skills in communication, stakeholder management, logistical planning, facilities management, negotiation and customer service delivery. Proficient in best practices, market trends, computer/database applications and regulatory requirements of the administration and facilities industry.
Overview
10
10
years of professional experience
Work History
Manager- Administration & Facilities Manager
USAID Integrated Resource and Resilience Planning (IRRP) Project implemented by ICF (Macro)
Accra
2017.10 - 2021.05
- Responsible for managing all the travels & transport related official activities while maintaining a healthy work environment & discipline in handling various company vehicles.
- Coordinate for air travel & hotel bookings arrangements and conference hall bookings also travel arrangement of visa for official purpose as per requirement while accountable for boarding & lodging of Management Heads and guests
- Liaise with over 30 vendors for due diligences, quotations, purchase orders, vendor reconciliation, invoices & agreements, ensuring timely payments.
- SAP knowledge in efficient inventory management and vendor management.
- Maintain & update the premise lease agreement in liaison with the lessor and various Government agencies like - Electricity Office, Ghana Water, District Assembly, etc.
- Maintain regular scheduled works regarding masonry, plumbing, carpentry, electrical, IT equipment, machineries and gadgets to provide clean, safe and comfortable environment and maintenance of equipment and machineries.
- Handle & oversee the allocation of Workplace Units, Telecommunication, IT Infrastructure & other regular necessities to the employees at the facility.
- Coordinate Housekeeping and Security management services and activities and ensures that the staff follows established security and safety regulations at work and in the use of equipment & supplies at all times.
- Requisite all office supplies, furniture and equipment and maintains adequate inventory levels. Also responsible for procurement of outsourced services like Security Services, Printers, Stationery Supplies, Travel Agents, Water Supply, Electrical and other works.
- Ensure all staff are properly trained and have tools and equipment needed to effectively carry out their respective job duties.
- Complete event management for all meetings and conferences, trainings and other internal events of Organization.
- Onboarded 6 new employees with training and new hire documentation.
- Conducted and coordinated all Staff performance and benefits appraisals.
- Prepared monthly, quarterly and annual financial cost budgets making projections for all events, supplies and maintenance works whilst scheduling for cost deviations and variances.
- Maximized performance by monitoring daily activities and mentoring team members.
- Maintained professional, organized, and safe environment for employees and patrons.
Part-Time Lecturer - Business School
Ghana Technology University College
Takoradi
2016.01 - 2018.09
- Built the capacity of 30-40 students through expert knowledge in the following course modules; Human Resource Management, Business Finance, Investment Analysis and Project Management.
- Prepared schemes and lesson notes to facilitate teaching and learning
- Facilitated knowledge management workshops on subject level areas
- Provided supervisory roles for 5 students on research and project work
- Analyzed the training needs and designed training modules and practical activities aimed at fulfilling both the organization's and the individual's needs.
- Worked in team as head of team of all adjunct lecturers in decision making processes and planning.
- Designed electronic file systems and maintained electronic and paper files.
- Acted as team leader in group projects, delegating tasks and providing feedback.
- Gained extensive knowledge in data entry, analysis and reporting.
Program Support Specialist
USAID Coastal Sustainable Landscapes Project (CSLP) implemented by- United States Forest Service
Takoradi
2015.04 - 2017.09
- Facilitated 8 staff recruitment processes including interviews, onboarding, staff orientation, staff operations, etc.
- Liaised with vendors over 20 service providers and contractors and conducted all procurement and logistics for field trainings, events and activities.
- Maintained key relationships with statutory bodies and fulfilled all statutory regulations and requirements such as SSNIT, GRA, Pension Funders, Insurance Agencies, Lawyers and Ghana Immigration Service, etc.
- Liaised with contractors and coordinated all service and contract agreements including outsourced services, maintenance works and grants.
- Prepared monthly payroll and bank reconciliations.
- Drafted and updated operating and training manuals for staff, equipments, fixtures and fittings while updating procedures for review and checks. Trained and supervised employees on office policies and procedures.
- Ensured regular maintenance and servicing of all vehicles and other office equipment.
- Drafted administrative templates and managed data collection and correspondence to secure information across organizational departments and complex landscapes.
- Updated and conducted monthly reviews and checks on all asset inventory
- Handled stakeholder relationship and management, planning and executing daily operations to ensure quality service, complaints and feedbacks mechanisms and customer satisfaction
- Maintained detailed administrative and procedural processes to improve accuracy and efficiency.
- Successfully established effective systems for record retention by creating database and filing system for daily correspondence tracking.
Consultant - Grant Management
• UKAID Western Region Coastal Foundation, DAI-Ghana
Takoradi
2016.03 - 2016.06
- Provided technical assistance and knowledge on financial management and capacity support on grants to 4 NGO Conversation Managers.
- Evaluated grant processes with 4 grantees with regards to inputs and results on outputs and outcomes in administration of grants
- Conducted due diligence procedures and checks on all grantees and facilitated capacity training sessions to all grantees on managing grants .
- Developed 3 data templates in collecting data and tracking results on grant indicators and provided guidance on use of Tamis to record all procurement procedures.
- Provided technical guidance on good expenditure record keeping.
- Created and developed detailed work plans to meet business priorities and deadlines
- Implemented practices and procedures to reduce expenditures and increase savings
- Prepared presentations to explain revisions, enhancements and process improvements of organization's systems and programs
- Analyzed problematic areas to provide recommendations and solutions
- Supported 4 grantees with business analysis, documentation, and data modeling
- Collaborated with teams to define, strategize, and implement financial strategies and policies for effective grant management
- Delivered outstanding service to clients to maintain and extend relationship for future business opportunities
Consultant Trainer - Data Entry and Analysis
UKAID Western Region Coastal Foundation, DAI-Ghana
Takoradi
2015.01 - 2015.05
- Provided technical assistance and capacity building trainings to 4 NGO Conversation Managers (Local NGO's) who serve as sub-grantees to project) on facilitation of data collection processes, data analysis and reporting on data.
- Built capacity of sub-grantees on creation of templates and tools for data collection with extensive details on both quantitative and qualitative data
- Provided technical knowhow of database softwares for data collection, entry and analysis such as ArcGIS, INViVO, Excel and Picktocharts.
- Extensively led team on data reporting and communication tools and templates through working in groups and collecting data on field
- Worked well in team setting, providing support and guidance
- Demonstrated respect, friendliness and willingness to help wherever needed
- Demonstrated high level of initiative and creativity while tackling difficult tasks
Project Assistant
Goldfields Ghana Limited (Tarkwa Mine, Project Department)
Tarkwa
2011.09 - 2015.01
- Scheduled and facilitated meetings between 20 project stakeholders to discuss deliverables, schedules and conflicts.
- Coordinated field activities and visitor logistics.
- Handled administrative duties, filing, and errands.
- Prepared monthly timesheets for payroll.
- Provided timely project reports and minutes.
- Conducted monthly requisition of office supplies for department
- Prepared and updated all asset inventory database
- Prepared field data entries and office correspondence
- Worked with senior leadership to complete complex projects on time and under-budget.
- Developed schedules for site meetings between 5 contractors and company and performed work according to project schedules and established quality standards.
- Completed multiple tasks simultaneously to optimize project completion.
- Tracked and recorded open and closed orders and change requests to prevent errors, keeping all team members aligned with current demands.
- Provided assistance with preparation of project-related reports, manuscripts and presentations
- Provided technical support to project stakeholders to help meet project objectives.
- Facilitated workshops and meetings between company (GFGL), contractors and service providers to collect project requirements and user feedback.
Education
Post Graduate Diploma - Monitoring And Evaluation
Ghana Institute of Mgt. & Public Administration
Accra07.2018
MBA - Business Management
University of Coventry, UK
UK04.2016
Bachelor of Science - Land Economy
Kwame Nkrumah University of Science And Technology
Kumasi05.2011
Skills
- Facilities management
- Change management
- Inventory control
- Staff development
- Operations management
- Policy/program development
- Skilled negotiator
- Supervision, coaching and training
- Database administration
- Benefits administration
- Computer-savvy
- Travel administration
- Schedule management
- Deadline-oriented
- Spreadsheet development
- Payroll administration
- Education administration
- Training administration
Skills
- Proven written and oral communication skills
- Proficient in managing business correspondence
- Ability to organize personal work priorities
- Knowledge of filing and updating records
- Ability to make travel and accommodation arrangements
- General office procedural knowhow
- Ability to work independently and as part of a team
- Excellent organizational skills
- Expert in handling office equipment
- Internet savvy with expertise in Microsoft Office Suite (Word, Power Point, Excel, Access)
- Strong ability to use standard business software, database and applications (QuickBooks, SAP, Tamis, Excel, SPSS, STATA, MS-Project Infographic-Piktochart, etc.)
- Proficient knowledge of electrical, mechanical and HVAC systems
- Excellent customer service orientation
- Excellent presentation skills
- Excellent Training, Coaching and Mentoring
- Ability to research and analyze data effectively
- Exceptional attention to detail and interpersonal skills
- Flexible in working hours
Accomplishments
- Documented and resolved vendor conflict issues which led to preferred vendors by contract.
- Achieved 80% of expenditure tracking by creating and documenting templates with accuracy and efficiency.
- Collaborated with team of 10 in the development and update of employee manual for Coastal Sustainable Landscapes Project.
- Used Microsoft Excel spreadsheets to develop 3 templates for inventory tracking.
- Supervised team of 3 staff members.
- Prepared quarterly financial reports by introducing quantitative and qualitative financial data analysis using Microsoft Excel Pivot Tables and InViVo.
- Achieved 90% productivity through effectively accomplishing task ahead of time
- With knowledge in Finance and Monitoring and Evaluation, collaborated with team of 7 in the development of tools for administering and managing grants.
Affiliations
- International Association of Administrative Professionals
- Project Management Institute
- African Evaluation Association (AFREA)
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
There is a powerful driving force inside every human being that, once unleashed, can make any vision, dream, or desire a reality.
Tony Robbins
Timeline
Manager- Administration & Facilities Manager
USAID Integrated Resource and Resilience Planning (IRRP) Project implemented by ICF (Macro)
2017.10 - 2021.05
Consultant - Grant Management
• UKAID Western Region Coastal Foundation, DAI-Ghana
2016.03 - 2016.06
Part-Time Lecturer - Business School
Ghana Technology University College
2016.01 - 2018.09
Program Support Specialist
USAID Coastal Sustainable Landscapes Project (CSLP) implemented by- United States Forest Service
2015.04 - 2017.09
Consultant Trainer - Data Entry and Analysis
UKAID Western Region Coastal Foundation, DAI-Ghana
2015.01 - 2015.05
Project Assistant
Goldfields Ghana Limited (Tarkwa Mine, Project Department)
2011.09 - 2015.01
Post Graduate Diploma - Monitoring And Evaluation
Ghana Institute of Mgt. & Public Administration
MBA - Business Management
University of Coventry, UK
Bachelor of Science - Land Economy
Kwame Nkrumah University of Science And Technology
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