Maryanne Kigera- Mwiti

Team Co-ordination

• Coordinate operational activities in the regional office working with a team of Operations associates handling Procurement and Logistics, Fleet, Protocol, Asset Management, Office administration and Security management under my supervision
• Ensure Operational Key performance objectives are monitored through use of Dashboards and reports, team meetings to track progress and ensure team is well aligned while identifying areas of improvement
• Manage collaboration with Internal and external stakeholders to ensure efficient operational support is provided in the various functions through effective communication, conflict management and constant engagement.

Procurement

• Responsible for Managing the entire procurement process for local and international purchases‐includes procurement planning, short‐listing of vendors, solicitation and evaluation of bids, contract award and contract management
• Provide Procurement Policy guidance and advice in the regional office and provide corrective action where applicable
• Provide procurement policy guidance to researchers during project implementation hence ensure they remain compliant to guidelines and donor regulations on procurement
• Compliance and risk management- Supports grants teams in review of donor grants on matters related to procurement processes
• Vendor Management- Ensure strategic, competitive broad supplier base to support supply of various goods and services and a prequalified list of suppliers is maintained.
• Follow up with Procurement Associates regarding Procurement activities from Internal stakeholders and external stakeholders- vendors, contractors, bidders
• As the chair of the Procurement committee, lead the annual Procurement review of supplier evaluation and processes in ensuring efficiency in processes and strategic contract management
• Coordinate and manage the operations of the Procurement Committees in the region, and lead the Negotiation process for all major purchases.
• Provides guidance and strategic contract management for outsourced services in ensuring policy compliance and standards maintained
• Support the audit process by providing information to auditors related to procurement and logistics matters.
• Approves Purchase Orders in the system as per delegation of authority

• Collaborates with Finance docket responsible for Financial Planning and forecasting to ensure donor requirements are met in procurement to avoid disallowed expenses.
• Managing good supplier relations working together with Accounts payable and Treasury to ensure all paperwork is submitted for payment and payments are done promptly.
• Supports Grants Management Unit in ensuring research projects and programs adhere to donor rules and regulations in their procurement.
• Works with Project financial analysis in ensuring donor compliance and providing timely and meticulous procurement information that is critical for effective decision making and corrective action.

• Support station audit processes in liaison with the Operations Manager by continuously monitoring documentation and processes and ensure implementation of audit.
• Ensure sufficient internal control systems are in place for operational processes, ensuring proper documentation, segregation of duties and internal checks.

• Work closely with finance team to ensure compliance of Operations Unit petty cash, payments/budget approvals and office shared cost distribution matrix.

Conference Logistics

• Co-ordinate regional and international conference support with logistics requirements- Transportation- Flight and road, Accommodation, conferencing materials and budget management.
• Successfully lead a team in coordinating the first ever Science Week 2024 in Nairobi Kenya bringing together over 250 delegates composed of researchers, non-researchers and partners

Fleet and logistics Management

• Oversee Fleet Management and take a lead in office vehicle acquisitions, registration, vehicle utilization, maintenance, reporting and disposal as well as allocation of pool vehicles for use by internal stakeholders.
• Manage logistics operations, ensuring efficient and timely delivery of materials to the field and regional offices using the most logical and efficient means.
• Oversee freight logistics in collaboration with assigned Clearing and Forwarding Agents to ensure optimal freight movement during import and export of goods and duty exemption documentation is processed

• Coordinates application of import and export permits through KEPHIS system necessary for freighting of agricultural research materials such as seeds inputs, Seeds, Plants and agro inputs

Protocol Management

• Provide responsive communication and travel advice to all staff regarding protocol at the country level- Work permits, visas and renewal processes.
• Oversee and actively support applications for work permits and diplomat Identity Cards for expatriate staff and their dependents liaising with the Ministry of Foreign Affairs for approval.
• Coordinate relocation support of international staff in freighting their personal effects and provision of exemption documentation to facilitate duty exemption.
• Liaison officer with the Ministry of Foreign affairs on protocol affairs Country host agreement matters
• Ensure VAT returns are processed through the Ministry of Foreign affairs system IPMIS and necessary approvals done by Kenya Revenue Authority remaining complaint to the host agreement
• Monitor relevant host government laws and regulations in the country (tax, levies, hosting, etc.) continuously and keep management updated.
• Administer diplomatic privileges for both The Alliance and eligible staff, including duty‐free purchases, VAT exemption certificates, acquisition, and registration of vehicles.
• Preparation of annual returns to the Ministry of Foreign Affairs and manage regular communication with Government ministries related to hosting relationships.

Office Administration

• General office administrative matters- including office arrangement seating plan, cleanliness, repairs and maintenance, orderly arrangement of facilities, security installations and provision of office operational supplies.
• Manages facilities budget covering shared expenses and liaison with host organization in two campuses where the offices are located
• Oversee renovation projects in the office through supervision of contractors to ensure success

Security Management

• Focal point for institutional security for Kenya through implementation of policies and procedure that provides assurances of secure and conducive environment for The Alliance and its affiliates to operate.
• Constantly monitoring insecurity and recommending preventive and mitigation measures on impending security challenges that may be faced from time to time.
• Oversees internal Security communication methods to staff through warden groups and group messaging

Fixed Assets

• Manage Fixed Assets ensuring purchases are purchased as per procurement policy.
• Oversee fixed asset reports and database is properly updated and reconciled both in the Africa Region and at HQ.
• Manage the tagging and assignment of Fixed assets, including re‐assignments due to staff/asset movement.
• Manage disposal of fixed assets, including donations, sales, etc., ensuring that disposal certificates and appropriate support documents are generated.
• Oversee annual Fixed asset verification in the Africa region and manage the regional fixed asset registry

Training and capacity building

• Facilitate trainings and workshops related on operational functions to support Project teams in remaining compliance to operational processes
• Provide on-site support and train countries operations teams to ensure adherence and Compliance to Host Country Requirements, Alliance Policies & Procedures in supporting Projects & General Administration.

Data analysis and management

• Review of data within operations unit from the ERP system such as Procurement Data, Fleet, Asset Management data is accurate and reports generated are accurate
• Safeguarding data in Operations unit to prevent unauthorized access.

• Company Overview: South Sudan Project

Project Finance support

• Preparation of monthly budgets and requests for funds for the support office.
• Manage and run monthly Support Office Petty Cash Book and Online Banking System.
• Processing and analyzing invoices for payment to contractors and vendors ensuring accuracy and payment as per terms agreed hence maintaining a good rapport.
• Responsible for processing purchase orders, payments and generating regular financial report.
• Work with finance team throughout the procurement cycle to assist with forecasting and budgeting.
• Maintenance of all supporting project financial documents for audit and review processes.
• Supporting Finance Manager on Budgeting and Forecasting.

Procurement and Logistics Support

• Purchase inventory and high volume items by sourcing items from approved vendors while maintaining positive working relationships with strategic suppliers.
• Sourcing, and negotiating with new and existing suppliers to improve business ensuring the company obtains value for money and that the five rights of procurement are met.
• Review supplies, works and services to ensure compliance with company procedures and best procurement practice.
• Work closely with the projects team to understand procurement request specifications and offer guidance in standardization where possible to avoid product proliferation.
• Work together with the Project team advising and implementing on process improvements that are lean and agile in order to achieve competitive advantage for the organization.
• Solving delivery and order problems to expedite the receipt of supplies, including back orders, incorrect shipment and incomplete shipments; resolving accounting discrepancies monitoring invoices for making sure that contract prices are obtained.
• Organizes packing and freighting of consignments and supervises the day to day activities of the organization-appointed clearing agent.
• Monitoring and tracking of incoming international and local supplies and ensuring deliveries are as per specifications.
• Assist in preparing tender documents- Invitation to Bids, Request for Proposals, requests for quotation based on the nature of requirements and cost of procurement involved.
• Analyze market and supply chain trends so as to offer guidance in development of procurement processes and technology that support those trends.
• Resolve logistics issues that arise with shipments or orders are incorrect or late. I have built strong relationships with key contacts with suppliers, working with them closely to fix problems as quickly as possible.
• Perform administrative tasks like preparing and forwarding invoices, updating databases, filing, and organizing documents for accounts.
• Serve as focal point for coordination, monitors and expedition of project implementation activities.
• Provide support for preparation of project audits, ensuring all necessary documentation is completed and approved.
• Maintain transparent administration both soft and hard copy of requests, contracts, status of contracts, status of funds, obligations and commitments.
• Assist the Team with general administrative support such as preparing for project visits, booking meetings, and arranging visits logistics for project partners and staff.

Travel Logistics support

• Assist the Team with travel arrangements related to the program.- Organizing for hotel bookings, airport transfers and ticketing for staff.
• Overseeing processing of Visas for staff and research of travel needs required in different countries.
• Coordinates and makes travel arrangements for mobilization and demobilization of staff.
• Coordination of emergency travel such as Medevac, emergency evacuation due to country instability

Achievements

• Introduced endorsement procedure in the company as a cost minimization strategy during exportation.
• Introduction of lean and agile procurement process within the organization hence creating value addition for the organization.
• Set up reliable administrative systems ensuring support office efficiently supports project team in the field.
• Managing the office in Nairobi for over 10 years offering efficient support to the project team in South Sudan under minimum supervision and a high sense of integrity.
• Introduced efficient financial systems that enabled smooth running of operations with participants in different countries.
• Maintained a reliable network of suppliers across the world for diverse items within the supply chain that is efficient and effective.

• Product Development support-marketing packages.
• Product promotion-involved in company exhibitions, Advertisement development.
• Research Project support-monitoring customer satisfaction at all points.
• Data base management.
• Merchandizing Support-collateral development & management.
• Marketing coordination & ensure continuity of marketing & Promotional activities.
• Offered administrative support in the department.
• Kids' club coordinator.
• Research support for the club.
• Incentive management-Development of animation & recreation tools.
• Event management.

Achievements

• Revamped the Kid's club and increased membership hence increased revenue base.
• Organized fun quarterly birthday parties for over 30 children in the club that increased the number of repeat customers.
• Spearheaded Ozone kids club participation in the Safe steps Expo.
• Liaising with the advertising agency to develop collateral for the kids club- fliers, banner.