Veronique Mboyekunda Okito

• Coordinator of Matrix VPs Secretariat(MVP) and SMD corporate meetings including scheduling, material distribution, record-keeping, and Events related to MVP meetings: Forum, retreat, coordination of meeting material process
• Monitoring SMD corporate account
• Support to the Special Advisor in charge of AI
• Core member of the Annual/Spring Meetings coordination team, and overall organization
• Support to Portfolio Assistants to the SMD: cross-coordination with VPUs on meeting materials
• Worked under Director Strategy, Operations and Portfolio Assistants to organize high level meetings and retreat
• Backup to Special Assistant
• Annual meetings and Spring Meetings scheduling and logistics coordination
• Onboarding of new Staff

• Providing wide-ranging executive assistance in setting and managing priorities and the workflow of the Program Manager.
• Coordinate the Program Manager’s schedule of meetings and appointments to ensure effective time management; screen, track, prioritize and follow-up all incoming email and documents, preparing responses as requested. Monitor and ensure timely response to requests from the Senior Director and other senior management.
• Update the team on data related to the refugee portfolio
• Ensure relevant documents and papers are available for meetings, deadlines are met, and documents requiring signature are of high quality and adhere to administrative and operational guidelines.
• Prioritize and channel telephone calls and mail; monitor and follow-up on issues and priorities, ensuring that appropriate consultations take place.
• Initiate and coordinate travel arrangements for the Practice Manager, staff and consultants as necessary, including visas, tickets and hotels.
• Ensures smooth coordination of administrative support within the unit and in coordination with the Program Assistant.
• Process new and extension contracts for consultants in Admin Portal
• Review and initiate purchase orders for local and international vendors and hotels for events and workshops as needed and under supervision of the responsible TTL
• File relevant and appropriate documents in WB Docs in accordance with the WB’s Access to Information Policy
• Assist task teams with research and data retrieval such as budget reports, Trust Fund inquiries, Image Bank and WB Docs
• Ad hoc administrative duties to back up the Senior Program Assistant in the Front Office and Program Assistant as needed.

• Assistant to the Country Director (CD), Front Office focal point
• Managing of the Team of Assistants and Program Assistants (± 11 ACS)
• Recruit, trains, oversee and mentor Administrative Client Support (ACS) staff effectively.
• Mentor, train and support new recruited ACSs
• Managing the travel security system
• Participating to the recruitment of others Country Office Staff
• Work closely with the Resource Management (RM) and Human Resources (HR) on issues related to the Office organization
• Review of job posting/grading/selection/communication processes, and follows up on contract expirations, extensions, salary increases and other personnel actions
• Work closely with the Country Management Unit (CMU) at the Head Quarter to manage the Front Office workflow.
• Coordination of Programs and Activities at the Front Office
• Ensure that tasks among ACS are dispatched equally.
• Support the team of Assistants in their career development.
• Maintain the office data base including contacts one.
• Follow up on the CD’s calendar, scheduling meetings with Authorities, Donors…
• Keep the Assistants team and all office Staff informed on reports and updates related to operations or related.

• Administrative support to teams
• Logistics support to missions
• Logistics support to Task Team Leaders : Coordination of Logistics for Forums, workshops, international workshops : Coordinat with Ressource Management on perdiem, Vendor and invitations
• In charge of organization of events such high level meetings and workshop
• Support to the Lead Operations Officer
• Support to the World Bank Country Program Performance Revue team (CPPR)
• Back up to the Front Office (including, managing the CD ‘s agenda)
• Co-ordinates with Operational Team and other service units, and liaise frequently with team members at headquarters and in the Country Offices, as well as external counterparts and also responsibility for the aspect of the unit’s administrative functions as well as an assistant to sector staff on mission

• In charge of the Projects Administration
• Manage the team’ s agenda
• Drafting meetings reports
• Maintain the project data base and filing
• Project Focal point
• Logistics support to Missions
• Follow up on pending actions during the Task Team Leader’s absence
• Contributed to team goal-achievement by collaborating with staff to develop customer service improvement initiatives.

N/A

• Distribute adverts to notice boards and over the camps
• Distributes and regularly follow up on telephone bill and HR pouch
• books and follows medical appointment for employees (400 Staff)
• Updating and circulating HR bookings calendar
• Supports in different recruitment Process
• Co-ordinates register attendance and training course arrangements
• Follow up on issues related to contractors and others related matters
• Ensure that all procedures and updated policy are enforced in De Beers field
• Having accurate data physical and soft data on field employees
• HR field focal point

• In charge of the entry and exit of the Goods in the Store,
• Follow up of the Supply Chain by the ACPAC program,
• To hold the monthly inventory of all the articles.
• Work closely with the procurement team.
• Follow up of all administrative cases at Kananga base during company closing period
• In charge of the disposal of Kananga camp’s items

• To analyze samples from the field (different backgrounds and countries).
• In charge of laboratory procedures, capture laboratory data.
• Laboratory’s local team leader.
• Distribute of tasks to Laboratory local team

• In charge of Office Administration
• Human resources: to overview recruitment of 250 candidates to polishing diamond and payroll, managing conflict.
• Make report of meetings and close working with HR on matters related to Staff
• Follow up of General manager decision into all services
• Overview over procurements
• Dealing with appointments

• Administration
• Human resources: payroll, conflict management, etc.
• Logistics: Stocks check and replenishment
• Accounting
• Procurement

• Interpreting for speakers of other languages in my community, - Home office, Social Services, and Housing…
• Writing report of each service made.

• Verify budget accounts, keep documents files,
• Carried out day-to-day duties accurately and efficiently.

• Computing of inflation index of local goods;
• Tax counselling to small enterprises.
• Organizing forums, meetings, and conferences regarding medium and small enterprises