Pia Njiru

I am be responsible for providing comprehensive support to the Managing Director, I also coordinate facilities management activities, implementing effective processes, and managing vendor relationships to achieve cost savings and maintain well-maintained office spaces. Additionally, I streamline vendor account reconciliation processes, initiating timely payments, implementing proactive follow-up systems, and reviewing vendor invoices to improve financial accuracy and compliance.

Executive Support

• Acted as liaison between the Managing Director and other departments, as well as external stakeholders, providing timely and effective communication and support.
• Successfully managed travel arrangements for Managing Director, including visa preparation, hotel bookings, and ticket bookings, resulting in smooth and efficient travel logistics and minimized travel-related disruptions.
• Accurately prepared and submitted expense reports for Managing Director, ensuring compliance with company policies and timely reimbursement, resulting in efficient financial management and minimized delays in expense reimbursements.
• Effectively managed the calendar of Managing Director, coordinating and scheduling appointments, meetings, and events, and following up on their deliverables, resulting in improved time management and enhanced productivity.
• Set up and organized all Managing Director’s meetings, including coordinating with key attendees, preparing agendas, and ensuring quality outcomes through effective follow-up and coordination, resulting in efficient decision-making and improved governance processes.
• Provided support for company retreats and events, by coordinating logistics, managing invitations, and ensuring smooth execution, resulting in successful events.
• Acted as reliable contact person for the company, assisting teams with invitation letters, recommendations for hotels, and office repairs, providing timely support and ensuring smooth operations, resulting in improved team efficiency and satisfaction

Facilities Coordination

• Coordinated facilities management activities, including maintenance, repairs, and office renovations, resulting in well-maintained and functional office spaces.
• Implemented effective facilities management processes and maintained accurate records of all facilities-related activities, resulting in improved efficiency and cost savings.
• Successfully managed relationships with vendors and service providers, negotiating favorable contracts and achieving cost savings on facilities-related expenses.

Finance

• Streamlined vendor account reconciliation process, resulting in a 20% reduction in discrepancies and improved accuracy in tracking services/goods delivered, resulting in smooth tax document (VAT/WHT) filing.
• Initiated payments for all approved claims, maintaining a100% on-time payment record, and ensuring timely disbursement to vendors, which strengthened vendor relationships and reduced payment delays.
• Implemented a proactive follow-up system with third-party vendors for payment confirmations, reducing delays and disputes, and providing timely updates to distributor contact persons in East Africa, improving communication and collaboration.
• Successfully reviewed vendor invoices, validating service delivery with POs and invoices as per Procurement SOPs, resulting in a 95% reduction in billing errors, improving financial accuracy and compliance.

I am responsible for coordinating logistics operations, building vendor relationships, managing procurement processes, analyzing data, maintaining customer and vendor relationships, and assisting in budgeting and financial management activities. I also oversee all aspects of fleet management, including vehicle purchase and disposal, insurance, maintenance, reporting, defensive driver safety, fuel card program, and accident/incident reporting.

Logistics and procurement

• Coordinated logistics operations, including delivery scheduling, transportation management, fleet management and inventory control, to ensure timely and efficient delivery of goods
• Coordinated third-party contracts, vendors on-boarding, and process/registration, resulting in streamlined procurement processes and improved vendor management.
• Successfully created and registered suppliers on payment platform, ensuring timely and accurate payment processing.
• Implemented effective vendor management practices, resulting in improved supplier performance and timely delivery of goods and services.
• Analyzed data and prepared reports on logistics operations and expenditures, providing regular updates to management on status of logistics activities
• Assisted in budgeting and financial management activities, including tracking expenditures and forecasting future expense.

Fleet Management

• Successfully managed purchase and disposal of vehicles for the company, resulting in more efficient and cost-effective fleet management system.
• Implemented insurance tracking system, resulting in 20% reduction in insurance premiums and improved coverage for the fleet.
• Implemented proactive maintenance schedule and established relationships with reliable maintenance vendors, resulting in 15% reduction in vehicle breakdowns and associated costs.
• Implemented comprehensive reporting system to track vehicle usage, maintenance expenses, and fuel consumption, resulting in improved data-driven decision making and cost savings.
• Organized and conducted defensive driver safety training for the companies’ drivers, resulting in 30% reduction in accidents and improved driver safety awareness.
• Implemented and maintained fuel card program for the companies’ vehicles, resulting in improved fuel cost tracking, reduction in unauthorized fuel expenses, and streamlined fuel reimbursement process.
• Ensured timely reporting of accidents/incidents, conducted root cause analysis, and implemented corrective actions to prevent recurrence, resulting in 50% reduction in accidents/incidents and improved safety culture within the fleet.