Tulakela Lupembe
Summary
Resourceful Program Management Assistant recognized for high productivity and efficient task completion. Skilled in project coordination, resource allocation, and process improvement, with adeptness in utilizing software tools to enhance operational efficiency. Excel at communication, teamwork, and problem-solving, ensuring seamless project execution and stakeholder satisfaction.
Overview
30
30
years of professional experience
Work History
Program Management Assistant – Budget
UNITED STATES FOR INTERNATIONAL DEVELOPMENT (USAID
Dar Es Salaam
06.2018 - Current
- Successfully redesigned the Quarterly Financial Review (QFR) process in collaboration with the Program Office and Office of Financial Management, leading to budget teams presenting detailed and accurate financial information to technical staff, thereby enabling technical managers to gain a comprehensive understanding of their finances.
- Successfully managed the health office portfolio budget of approximately $300 million, collaborating closely with the Budget Specialist to oversee planning, budget execution, and tracking of Implementing Partners' spending for both PEPFAR and non-PEPFAR.
- Developed and maintained an obligations tracker that provides real-time status of all health office funds (PEPFAR, PMI, Family Planning, Maternal and Child Health, TB, and Global Health Security), ensuring millions of dollars are correctly allocated to each Implementing Mechanism and obligated on time for activity implementation, in alignment with the work plan.
- Successfully streamlined the monitoring process by sharing quarterly disbursement status reports of implementing partners using Phoenix, enabling AOR/CORs to track spending against performance, and significantly reducing the large pipeline at the end of the fiscal year.
- Successfully saved significant amounts of funds from losing them by working closely with the Program Office and the Office of Financial Management as the point of contact for canceling and expiring funds, while also serving as a trusted advisor and providing well-thought-out solutions on reprogramming.
- Successfully obligated all old funds that had been sitting in the Health Office finance systems for many years, working closely with the Program Office to resolve the issue.
- Successfully identified Health Office funds for inclusion in the DOAG to support the Mission's request to the GoT for a bilateral agreement, applying in-depth analysis and sound financial judgment to determine which funds could be withheld from obligation to IPs for two months while awaiting the completion of the process.
- Conducted a thorough analysis to allocate a portion of pipeline funds to implementing partners, enabling them to continue implementation at the start of the year while awaiting the receipt of COP funds at the mission.
- Effectively collaborating with the AOR and OAA to close out an underperforming implementing partner with complex financial issues.
Administrative and Financial Assistant
AMERICAN EMBASSY, Plan for AIDS Relied
04.2014 - 06.2018
- Successfully managed information flow, maintained key databases, handled correspondence, organized meetings, assisted with scheduling, processed access requests, and collected media briefs for the PEPFAR Coordination Office and interagency team.
- Successfully supported the day-to-day operations of the PCO by maintaining office supplies, coordinating travel, facilitating logistical support for TDY staff, managing calendars, ensuring audiovisual and internet needs, and assisting with guest lists and participant contacts.
- Coordinated administrative and logistical needs for external PEPFAR conferences, events, and meetings, including acquiring pro forma invoices, verifying expenses, ensuring coverage of audiovisual and internet needs, meals, refreshments, and participant materials, and assisting with guest lists and participant contacts.
- Supported the PCO in all aspects of budgeting by establishing and maintaining a tracking process for monitoring PEPFAR funds, maintaining an up-to-date database and reports on the HIV/AIDS budget, analyzing budget requirements, preparing relevant documents with the PEPFAR Country Coordinator and Budget Analyst, and convening monthly meetings to communicate budget updates.
- Provided program support by performing data collection and entry to assist the PCO with submissions required by the USG Mission in Tanzania and the U.S. Office of the Global AIDS Coordinator, including the country operational plan and program results reports, while also supporting other USG offices in processes that contribute to effective PEPFAR/Tanzania program management.
LABOUR, Finance and Administrative Assistant
ORGANISATION
06.2010 - 12.2011
- Analyzed and maintained an overview of the Women Entrepreneurship Development and Gender Equality (WEDGE) Project to ensure timely administrative and financial support.
- Advised and assisted senior staff with project management, including full participation in preparing the project work plan and budget.
- Coordinated and supervised administrative and financial activities, providing logistical support for project meetings, seminars, and workshops.
- Prepared administrative and financial briefing materials for the project manager and senior staff for official missions and special matters.
- Maintained policy, personnel, financial, and general administrative files.
- Participated in meetings and discussions on administrative and financial matters related to ILO projects at the duty station.
- Managed project assets, travel, and seminar advances, and ensured accurate records and reconciliation of expenditures.
- Prepared and submitted monthly, quarterly, and annual accounting and financial reports.
- Verified the accuracy and integrity of seminar and financial reports prepared by project staff and partners before submission to the Imprest Account Office.
- Maintained financial records and monitoring systems to reconcile expenditures, balances, and allocations.
- Played a key role in organizing and coordinating the annual Month of Women Entrepreneurs (MOWE) exhibition.
Finance and Administrative Assistant
Aga Khan Foundation
01.1999 - 06.2010
- Developed and maintained registers for exemption applications, equipment management, suppliers, and contractors, while creating templates for staff work plans and an electronic contracts system.
- Facilitated immigration procedures, managed visa renewals, and ensured tax exemptions for equipment and services.
- Successfully developed and maintained comprehensive registers for exemption applications, equipment management, and contracts, while creating templates for staff work plans, and fostering efficient record-keeping systems across Aga Khan Foundation offices and projects.
- Led key HR initiatives, including the development of staff contracts, the establishment of a comprehensive staff database, the implementation of an HIV/AIDS workplace program, and facilitated monthly staff meetings to promote open communication and ensure compliance with labor laws.
Personal Secretary, Branch Manager
Tanzania Postal Bank
01.1995 - 01.1998
Education
Masters - Business Admin
University of Dar es Salaam
Tanzania01.2017
Bachelor - Business Admin
University of Dar es Salaam
Tanzania01.2007
Diploma - Business Admin
CBE
Dar es Salaam - Tanzania01.2004
Diploma - Secretarial
Uhazili Secretarial College
Tabora, Tanzania01.1992
Certificate - Typing
Uhazili / Secretarial College
Tabora, Tanzania01.1991
O’Level Secondary Certificate -
Usagara Secondary School
01.1989
Skills
- Resource allocation
- Project documentation
- Report preparation
- Problem-solving
- Documentation and recordkeeping
- Teamwork
- Process improvement
Awards
Christian Gama’s Award, College of Business Education, 01/01/04, In recognition of exemplary performance in Finance Management
References
- Mr. Francis Kilapilo, Finance and Budget Consultant, Dar es Salaam, Dar es Salaam, fxkilapilo@gmail.com
- Mr. Rahim Pardhan, Finance Officer, Aga Khan Foundation, Canada, Rahimp@hotmail.com
- Dr. Onesmo Shuma, Consultant, Arusha, oshuma01@gmail.com
- Ms. Halima Yassin, Development Assistance Specialist – Budget, USAID, hyassin@usaid.gov
Hobbies and Interests
- Reading
- Travelling
- Working with society
- Learning new things
- Listening to gospel songs
- Helping others
Training
- Financial Management for Donor funded Project, African Training Institute – Pretoria
- Financial Analysis – Basic Training, Frankfurt - Germany
- Travel Policy, Charleston, United States of America
- Accounting II Training, Charleston, United States of America
- Accounting, I Training, Bangkok, Thailand
- Seminar on Labour laws, HR Solutions - Dar es Salaam, Tanzania
- Dispute Prevention and Resolution Mechanisms and Techniques to Improve Harmonious Labour Relations at the Workplace - Arusha, Tanzania
- SCALA - Accounting Package – Training, Zanzibar, Tanzania
- Accounting Package – Training, Zanzibar
- HIV/AIDS in Workplace, Nairobi, Kenya
- CBE, Dar es Salaam, Tanzania, Diploma in Business Admin, 01/01/01, 12/31/04
- Uhazili / Secretarial College Tabora, Tanzania, Certificate in Typing
- Certificate in Word Perfect 5.1,
- Certificate in Intermediate Practical Spreadsheet Processing, Pitman London
- Certificate in Intermediate Practical Data Processing, Pitman London
Languages
- Excellent written and spoken English
- Kiswahili
Languages
English
Professional
Swahili
Native/ Bilingual
Timeline
Program Management Assistant – Budget
UNITED STATES FOR INTERNATIONAL DEVELOPMENT (USAID
06.2018 - Current
Administrative and Financial Assistant
AMERICAN EMBASSY, Plan for AIDS Relied
04.2014 - 06.2018
LABOUR, Finance and Administrative Assistant
ORGANISATION
06.2010 - 12.2011
Finance and Administrative Assistant
Aga Khan Foundation
01.1999 - 06.2010
Personal Secretary, Branch Manager
Tanzania Postal Bank
01.1995 - 01.1998
Masters - Business Admin
University of Dar es Salaam
Bachelor - Business Admin
University of Dar es Salaam
Diploma - Business Admin
CBE
Diploma - Secretarial
Uhazili Secretarial College
Certificate - Typing
Uhazili / Secretarial College
O’Level Secondary Certificate -
Usagara Secondary School
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