Procurement and Administration Officer
Technoserve
Total years of experience :10 years, 5 Months
• I actively manage supply chain operations to maintain procurement, assets, transportation and fleet running costs levels and operational efficiency.
• I am in charge of consolidating procurement plans from all projects to ensure timely provision of goods and services. My skills in consolidating the plans have made TechnoServe achieve a reduction in its costs by 20% in four months.
• Fleet management, supervising drivers, fleet performance, fuel usage, logbooks and insurance documentation.
• Managing all assets, by ensuring that asset register is always up to date. Making sure that the bin cards are filled whenever an asset or materials are being moved in and out of the warehouse. Ensuring that fixed asset reports reflect adequate control and records, and ensured that all TechnoServe assets have adequate insurance cover
• Event Management, conference and accommodation booking, logistics coordination.
Provide project support in delivery of all project's procurements. Preparation of Requests for Proposals (RFP), Requests for Quotations (RFQ) and the Bidding Documents. Plan, organize and lead bid solicitation processes including drafting and issuing RFQ, RFP and facilitating the bid evaluation process.
•Managing all aspects of supply chain management operations for all assignments that were above the Program Area threshold i.e., $30, 000 and above.
•Applying strong leadership talents towards consolidating all procurement plans resulting in multi-million kwacha savings for Plan International Malawi.
•Actively leading evaluation and reporting systems for smooth implementation of project through contract administration and sourcing of national and international vendors.
•Working closely with finance team in ensuring thorough documentation of all procurement activities, and timely submission to the Finance Department for payments. Following up to ensure that suppliers were paid within 10 working days as per Plan International Malawi policy. Following up on procurement-related audit actions in the country.
•Chair and lead tender procurement meetings and prequalification at the country level. Actively managing the pre-approved supplier database and making sure it is always up to date.
•Training and providing guidance to partners and their procurement staff regarding procurement procedures.
•Provide a monthly procurement tracker to the Procurement Manager showing the number of procurements done in a month, the status of the procurements and reasons, if any, why a procurement has delayed.
•Work With the technical team on Terms of Reference for consultants, requesting for expression of interest from potential consultants, evaluating proposals and chairing debriefings.
Notable Achievements
•Most of the procurements at Plan International Malawi require the market determined tender, as they are usually greater than Thirty Thousand Euros (EUR 30, 000). Collaborated with procurement staff to evaluate high volume tender bids for different goods and services - each operation worth above EUR 30, 000. For instance, led the awarding of a EUR 90, 000 tender on an InPATH Project where IEC materials for use in two districts were needed. Earned a recommendation from the Project Manager for the quality of materials delivered. Personally, led preparation of bid document, advertisements, bid opening, evaluation and awarding of the contract and contract management.
•Leadership of data cleansing operations in the system Applications and Products in data processing (SAP) especially the procurement module as part of the organization's transformation process.
Provide project support in delivery of all project’s procurements. Preparation of Requests for Proposals (RFP), Requests for Quotations (RFQ) and the Bidding Documents. Plan, organize and lead bid solicitation processes including drafting and issuing RFQ, RFP and facilitating the bid evaluation process.
• Managing all aspects of supply chain management operations for all assignments that were above the Program Area threshold i.e., $30, 000 and above.
• Applying strong leadership talents towards consolidating all procurement plans resulting in multi-million kwacha savings for Plan International Malawi.
• Actively leading evaluation and reporting systems for smooth implementation of project through contract administration and sourcing of national and international vendors.
• Working closely with finance team in ensuring thorough documentation of all procurement activities, and timely submission to the Finance Department for payments. Following up to ensure that suppliers were paid within 10 working days as per Plan International Malawi policy. Following up on procurement-related audit actions in the country.
• Chair and lead tender procurement meetings and prequalification at the country level. Actively managing the pre-approved supplier database and making sure it is always up to date.
• Training and providing guidance to partners and their procurement staff regarding procurement procedures.
• Provide a monthly procurement tracker to the Procurement Manager showing the number of procurements done in a month, the status of the procurements and reasons, if any, why a procurement has delayed.
• Work With the technical team on Terms of Reference for consultants, requesting for expression of interest from potential consultants, evaluating proposals and chairing debriefings.
Notable Achievements
• Most of the procurements at Plan International Malawi require the market determined tender, as they are usually greater than Thirty Thousand Euros (EUR 30, 000). Collaborated with procurement staff to evaluate high volume tender bids for different goods and services - each operation worth above EUR 30, 000. For instance, led the awarding of a EUR 90, 000 tender on an InPATH Project where IEC materials for use in two districts were needed. Earned a recommendation from the Project Manager for the quality of materials delivered. Personally, led preparation of bid document, advertisements, bid opening, evaluation and awarding of the contract and contract management.
• Leadership of data cleansing operations in the system Applications and Products in data processing (SAP) especially the procurement module as part of the organization’s transformation process.
Provided comprehensive office support for senior executive staff—including heavy calendar management, scheduling, records maintenance, fleet tracking, fuel management, and database development—while ensuring optimal office performance.
•Supported projects delivery by making sub granting payments in form of LPOs to partners.
•Arranged accommodation and transportation for staff and visitors. Prepared invitation letters for international visitors to be used for visa applications.
•Providing Security and Safeguarding Children and Young People and Gender Equality and Inclusion policy briefing to visitors, partners and staff, ensuring that they are responsible for their own and other colleague's safety. A declaration form is filled by the visitors, staff or partners to acknowledge the briefing.
•Led the application process of visas for international visitors.
•Managed all assets, by ensuring that asset register is always up to date. Made sure that the bin cards are filled whenever an asset or materials are being moved in and out of the warehouse.
Executed a range of administration and human resource functions including, fleet management, fuel management, logbooks, and asset management. Coordinated and administered recruitment of personnel, unemployment compensation and maintained all recordkeeping and administrative files. Increased safety and security at the premises by coordinating building renovations and hiring well-trained security personnel.
Notable Achievements
CIAT operated in an old government building. The security state of the building was not good. The building had broken doors and windows which gave intruders easy access into the building. Many laptops had been stolen before I joined the institution. When I joined the company, and saw the state of the building, I made it a priority to meet the administration of the government to allow us to renovate the building. I also had a meeting with CIAT management for approval to recruit or outsource security guards to guard the premises day and night.
The building was renovated and security guards recruited on the premises eliminating the risk of loss of company and staff properties. Management recommended me for the job well done.