Samson W. Maata
Procurement & Logistics Specialist
Nairobi
Summary
I am a Master’s of Science degree holder in Procurement & Logistics management from Jomo Kenyatta University of Agriculture & Technology (2018). I have also attained a Bachelor of Business Administration in Entrepreneurship degree from Kenya Methodist University. Besides, I am a member of Chartered Institute of Purchasing and Supply- MCIPS, UK and Kenya Institute of Supplies management-KISM. I am an astute procurement personnel member with keen interests in procurement and contracting in private, public and humanitarian sectors. I am I have vast experience in Purchasing and Supplies Management in the Humanitarian Sector handling multiple and complex project in East Africa, central west Africa and middle east Asia, funded by USAID, UKAID, ECHO, CIDA, CHF among others. I have also worked with various donor rules and regulations for different donors. I am an excellent communicator, fluent in verbal and written English and Kiswahili. Among many other skills, I also have strong attention to detail and sound technical and analytical skills gained in various organization’s such as HJF, KCCB, Save the Children, Medical Emergency Relief International and Action Contre la Faim. I practice the articles of ethics and have high standards of integrity that I have built for over fifteen years (15) years, good time management skills and the ability to prioritize work and tasks, with the ability to take self-initiative and solve problems.
Diligent procurement & logistics expert with proven background in leading logistics teams and optimizing supply chain processes. Successfully managed team operations to ensure timely and efficient delivery. Demonstrated ability to streamline workflows and foster collaborative environment to achieve organizational goals.
Overview
22
22
years of professional experience
Work History
Procurement & Logistics Team Lead – Nairobi Regional Office
HJF Medical Research International, Inc – (HJFMRI)
12.2019 - 02.2025
- Reports to Senior Contracts & Awards Manager based in Washington DC with a dotted line to Regional Operations Director based in Nairobi Kenya while working hand in hand with program managers and Primary Investigators (PMs & PIs).
- In compliance with supply chain rules and procedures, support the related supply activities to facilitate HJFMRI end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Prepare plans for delivery of medical supplies and other non-pharmaceutical items according to the operational needs and regularly update the information in HJFMRI IT systems.
- Apply HJFMRI’s sourcing & procurement strategy when planning for purchase of important commodities such as sensitive lab reagents and contracting services. Ensure timely customs clearance of consignments and inland shipments to point of consumption.
- Maintain accurate and comprehensive records on supply activities and provide timely reports and updates both periodically and on request.
- Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order and allocate to program lead buyers.
- Draft out Sourcing Strategy to the HJFMRI country buyers and a core SCA/Buyer to guide all buyers during RFx project creation, evaluation, award, contracting and implementation and prepare proposals for award of POs and contracts.
- Prepare/Review Purchase Orders in Oracle and send confirmations, requests for inspection and other correspondence, and expedite for all ordered goods/services to ensure timely delivery to various program Laboratories for research work.
- Provide guidance and advice on HJFMRI procurement policies and procedures to support and assist requesting operations, HQ entities and others, as applicable.
- Provide asset management reports, customized reports, and gathers information on all assets and provides in-depth reports periodically and when requested.
- Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will assist in decision making and share weekly and other periodic reports.
- Disseminate and promote HJFMRI’s global policies, standards, and guidance on supply chain management.
- Track the progress of specific operations and provide guidance that ensures timely implementation and delivery of purchased goods and hired services.
- Assist in coaching and advising individuals as requested – Regional trainer of trainers.
- Track global Supply KPIs for the region and assist in devising regional ones, as required.
- Monitor all periodic Supply exercises such as monthly reconciliations, quarterly physical inventory exercises, and year-end accounts closure procedures and ensure that they are implemented throughout the region and provide relevant reports to senior managers.
- In the Country Operations:
- Ensure local liaison with partners to effectively support the supply activities. Keep track of shipped consignments and share relevant clearing documents with warehouse staff.
- Review requisitions and share to the respective country senior procurement managers, receive analyzed bids for approval and run monthly open commitment reports in Oracle.
- Coordinate supply activities of HJFMRI Partners and/or contractors performing supply related activities and ensure that they understand and adhere to relevant HJFMRI rules and procedures.
- Implement effective asset and fleet management that regularly monitors the asset/fleet pool, saves cost and safeguards the investment of the organization including receipt, inspection, registration & marking of new Property, Plant and Equipment (PPE), organization of the physical verification of PPE, ensure that PPE agreements are properly issued and signed, and preparation of disposal forms and cases for the Asset Management Board, and organize the disposal of PPE according to Asset Management Board decisions.
- Achievements:
- Created and headed procurement department to support the African region and the middle east.
- Reduced the lead time from the usual four weeks to two weeks for supply of general essential items.
- Optimized the distribution of purchase requisitions (PRs) to procurement staff to improve overall workflow efficiency and productivity.
- Mentored junior team members in best practices related to procurement planning, execution, and reporting – ultimately contributing to their professional growth within the company.
- Negotiated favorable shipping contracts with carriers, reducing transportation costs while maintaining service quality.
- Facilitated effective communication between the procurement & logistics department and other key stakeholders within the organization, ensuring seamless coordination of efforts towards common goals.
- Implemented a continuous improvement program, encouraging team members to share ideas for optimizing processes and reducing waste.
- Enhanced team communication, resulting in improved collaboration and faster problem resolution.
- Implemented safety protocols to reduce workplace accidents, promoting a culture of safety awareness among team members.
- Spearheaded the adoption of newly introduced enterprise resource planning like qiuck books, e-procurement, synertrade etc, solutions for better tracking of procuremet, shipments and real-time updates on delivery status.
- Coordinated cross-functional teams to address complex supply chain challenges, fostering strong working relationships across departments.
- Built and established relationships with staff and vendors.
- Analyzed customer requirements and provided customized logistics solutions.
- Created reports to provide insights into procurement and logistics operations and performance.
- Negotiated contracts to secure favorable rates and terms.
- Managed daily shipping schedules, prioritizing tasks for timely order fulfillment and customer satisfaction.
- Championed sustainability initiatives within the organization by identifying opportunities for reducing waste and optimizing resource utilization.
- Developed comprehensive training programs for new hires, ensuring smooth onboarding and skill development.
Senior Procurement & Logistics Officer
Kenya Conference of Catholic Bishops - Kenya AIDS Response Program (KARP) & DREAMS Commissions, USAID Funded programs in Kenya.
11.2017 - 11.2019
- Reports to the HR & Administration manager with a dotted line to Program Director, I coordinate, plan and implement with the relevant field staff all Procurement and Logistics activities.
- Consulting with those involved, develop, establish, disseminate, and continually improve procurement systems which are well-tailored to KCCB commissions and aligned with donor policy, and meet trade standards. This includes, but is not limited to staff movement planning, driver and fleet management, warehousing, transport of goods, procurement, facilities management, communications systems, IT systems, distribution planning, and others.
- Ensure good documentation for all such systems, using and upgrading existing tools where possible, and creating new tools where needed by conveying procurement and logistics procedures to staff while supervising their implementation in the 9 counties.
- Build staff capacity on logistics management, through direct training, on-the-job coaching, and seeking opportunities for external training where appropriate.
- Participate in the capacity building of local partner(s) for logistics management by facilitating and promoting effective communication and coordination mechanisms between program staff and donors.
- Uphold and promote understanding of the KCCB policy by providing trainings and briefings for all field staff, both KARP/DREAMS staff and site owners, by making sure that staff understand and apply the guidelines.
- Lead tender committee processes for all procurements and review and improve procurement documentation, building the capacity of logistics staff to record and file procurement processes clearly as the committee secretary.
- Oversee the contracting and management of the two commissions, by advising staff directly involved in each location, including offices and guest houses and ensuring documentation is in place. Work closely with procurement and business functions at clients to clearly define and execute procurement strategies that align with the director’s agendas.
- Assess procurement & administrative functions, processes and information/data, understand gaps to best practices and develop procurement strategies and solutions.
- Manage execution of procurement strategies including supplier engagement during RFI/ RFP processes and supporting supplier negotiations.
- Create and deliver consultancy presentations throughout the Help to identify, sell and deliver challenging strategic sourcing & administrative engagements for Bendix Enterprises Ltd and its suppliers and other stakeholders.
- Set procurement strategic planning and operating model, sourcing and category strategies, supplier relationship management and procurement enablement and processes to ensure smooth flow of activities while monitoring gaps.
- Train client procurement professionals and facilitate benefits delivery and implementation, including necessary change management and communications required to support contracting including agreeing SLAs and key business terms for the contract and adapt methods and good practice to deliver innovative solution.
- Providing technical support on procurement activities to Program Managers and updating them on the progress of their requisitions and orders.
- Drafting, reviewing, finalizing and distribution of both internal and external RFQs to commence procurement processes for work and supply of goods.
- Implementing organizational procurement policies, procedures and guidelines and providing solutions to problems in the supply chains for commodities/services and works.
- Developing the Project Procurement plans in reference with the logic frameworks for timely implementation of project activities.
- Liaising with Finance, Project management units and budget holders in ensuring procurement requests are fully compliant with donor and organizational guidelines.
- Drafting and finalizing contracts for the supply of goods and services.
- Participating in the tendering processes and award activities until contract signature, implementation and completion.
- In charge of contract administration and ensuring adherence to contractual agreements, variations, rights and obligations and completion certifications.
- Achievements: established and maintained productive partnerships with clients by gaining their trust and respect by, identifying their needs and matching them to appropriate solutions; monitored ongoing developments inside and outside the clients’ environment to keep them informed and anticipated problems and their solutions and kept clients informed of progress or setbacks in projects and meeting timelines for delivery of goods and services to requesters.
Procurement Officer
Save the Children- UK, (Kenya Program)
01.2014 - 07.2014
- Planning, developing and managing procurement and logistics activities of the organization including external contracting with potential vendors.
- Sharing the Procurement tracker reports to users and requesters on weekly basis to inform them on the status of their requests.
- Organize and manage transport for incoming expatriate’s movement and book for accommodation.
- Collect external data on security situations and update the line manager on current security status.
- Monitor internal fleet management and allocation of duties to drivers and the mechanic.
Procurement & Logistics Officer
Medical Emergency Relief International -MERLIN UK, (Kenya/ Somalia Missions)
11.2011 - 12.2013
- Receiving procurement request (PR’s), reviewing and processing them.
- Entering all the PR data into the procurement tracker and updating regularly.
- Liaising with program managers to plan on procurement schedules.
- Distributing RFBs, RFPs and RFQs; receiving bids, proposals and quotations.
- Analyzing the bids, proposals and quotations on a comparative bid analysis and sharing the outcome with the Program Managers.
- Jointly with the storekeeper, receiving goods, inspecting them for quantity, quality and defects and updating the procurement tracker.
- Processing all invoices and forwarding them to the finance department for payment.
- Carrying out regular checks on all deliveries with proper delivery handling mechanisms for delicate and fragile goods within the warehouse /stores to ensure their safety.
- Ensuring all documentation related to procurement are correctly serialized and properly filed & archived for future audits as may be required for the next 10+ years.
- Representation of logistics department in stakeholders’ forums as may be assigned from time to time by my line manager.
- Planning on all logistics activities relating to transport from Nairobi to the Horn of Africa while mitigating on travel risks, brainstorming on possible solutions while comparing the outcomes visa vee the planned routes.
Purchasing Officer
Action Contre la Faim, ACF International, Somali Mission, Nairobi (Kenya)
07.2007 - 06.2011
- ACF works in Nutrition, Medical, Food Security and Livelihoods, Water, Sanitation and Hygiene and Cash for Work sectors.
- As the purchasing in-charge, I managed the sourcing of pharmaceutical and veterinary drugs, vaccines, diagnostics equipment, devices and surgical equipment.
- Ensuring that goods and services are competitively procured and in compliance with ACF and donor(s) policies, rules and regulations.
- Ensuring value for money is achieved through effective and efficient procurement and sourcing processes.
- Ensuring timely procurement of project materials and services according to ACF terms and conditions while being responsible for maintenance of accurate, up to date and complete records in required formats for all procurement.
- Ensuring that all invoices are properly supported and reviewed before submitting to the Finance and Administration Coordinator for payment.
- Preparing procurement plans together with budget holders for all new projects and consolidating them in one Annual Supply Plan for implementation.
- Ensuring that procurement processes are conducted following the Kit log policies and procedures and donor regulations. Preparing Request for Proposals (RFPs), Request for Quotations (RFQs, Invitation to Bids (ITBs) complete with evaluation criteria, terms and conditions, performance parameters and technical requirements. Ensuring compliance to ACF and donor policies.
- Preparing weekly procurement reports and updates through SitReps, procurement Follow-up Update (PFU) and Stock Follow up Updates SFU), Contracts Follow-up Update (CFU).
- Drafting Call for Expression of Interest (EoI), screening new suppliers, prequalifying them, categorizing them and making a final Supplier shortlist in a Vendor Database.
- Managing supplier relationships to ensure good business practice and efficiency in delivery of project materials.
- Using the Procurement Follow-up Update (PFU) tracking orders and reporting on lead times, delivery dates, costs and overall performance of suppliers/vendors until closure of the purchase orders.
Supplies Officer
ACK Church Maseno Mission Hospital
07.2003 - 06.2007
- Reporting to hospital administrator, sourcing for all hospital goods and services including equipment’s, pharmaceutical and non-pharmaceutical items.
- Involved in joint procurement planning of hospital’s needs with donors i.e. Catholic Medical Missions Board-CMMB, Reproductive Health Output Based Approach, RH- OBA, Christian Health Association of Kenya, CHAK among others, warehousing the equipment and stock coding/tagging.
- In charge of Inventory management including capital assets (hospital machines & vehicles) and procurement of goods and services as per the laid down policies.
- Liaising with couriers for delivery of purchased goods to the hospital Managed suppliers’ contracts to ensure all the procurement activities are executed in a competitive manner.
- Received, stored, and issued goods and with the assistance of the procurement & disposal committee disposed of obsolete items and commodities as per requirements.
- Ensured documentation and maintained all records related to procurement processes through filing Secretary to Tender Board Committee & represented admin. in the Pharmacology Committee.
Education
Master of Science - Procurement and Logistics Management
Jomo Kenyatta University of Agriculture & Technology
Nairobi 04.2001 -
Bachelor of Business Administration - Entrepreneurship
Kenya Methodist University
07.2012
High School Diploma -
Chartered Institute of Purchasing & Supply - UK
CIPS, UK. 04.2001 -
Diploma - Project Management
Kenya Methodist University
11.2009
Advanced Diploma - Purchasing and Supply Management
Chartered Institute of Purchasing and Supply - CIPS, UK
07.2006
Diploma - Purchasing and Supplies Management
ICM UK
09.2004
Kenya Certificate of Secondary Education - undefined
Kenya National Examinations Council
11.1992
Skills
Mother tongue(s) Swahili
Other language(s) UNDERSTANDING SPEAKING WRITING
Listening Reading Spoken interaction Spoken production
English C1 C1 C2 C2 C1
French A1 A1 A2 A2 A1
Levels: A1 and A2: Basic user - B1 and B2: Independent user - C1 and C2: Proficient user Common European Framework of Reference for Languages
Job-related skills Project Management, Operations Management, Finance and Administration: I am well experienced in project planning, implementation and administration - from conceptualization, planning, monitoring & evaluation, and execution Good leadership skills with team management experience
ICT and Communication Skills: I have good IT skills and I am conversant with Microsoft Office Suite
Digital competence SELF-ASSESSMENT
Information processing Communication Content creation Safety Problem solving
Proficient user Proficient user Proficient user Proficient user Proficient user
Logistics planning
Shipping coordination
Distribution management
Performance metrics analysis
Cost reduction strategies
Purchasing strategies
Supply chain coordination
Verbal and written communication
Strategic planning
Procurement
ERP systems proficiency
Vendor management
Team guidance and management
Budget management
References
Jeniffer Shea, Program Support, jshea@hjf.org, HJF, HJFMRI & HJFMRI Ltd/Gte
Dr. Milton Omondi, Program Director, milton.omondi@karp.or.ke, Kenya AIDS Response Program, PO BOX 13475-00800, Nairobi, Kenya. Tel +254715836353
Sylvan Ojalla, Procurement Specialist, sylvan.ojalla@undp.or.ke, United Nations Development Program, PO BOX 29679-00506 Gigiri Nairobi, Kenya. Tel: +254720768524
Fredrick Omondi, Program Manager, fomondi@hjfmri.org, HJFMRI, PO BOX 37758-00100 Nairobi, Kenya.Tel. +254721229831
ADDITIONAL INFORMATION
EXPECTED SALARY / WAGE
Hiking
Life is more interesting in hiking boots
Timeline
Procurement & Logistics Team Lead – Nairobi Regional Office
HJF Medical Research International, Inc – (HJFMRI)
12.2019 - 02.2025
Senior Procurement & Logistics Officer
Kenya Conference of Catholic Bishops - Kenya AIDS Response Program (KARP) & DREAMS Commissions, USAID Funded programs in Kenya.
11.2017 - 11.2019
Procurement Officer
Save the Children- UK, (Kenya Program)
01.2014 - 07.2014
Procurement & Logistics Officer
Medical Emergency Relief International -MERLIN UK, (Kenya/ Somalia Missions)
11.2011 - 12.2013
Purchasing Officer
Action Contre la Faim, ACF International, Somali Mission, Nairobi (Kenya)
07.2007 - 06.2011
Supplies Officer
ACK Church Maseno Mission Hospital
07.2003 - 06.2007
Master of Science - Procurement and Logistics Management
Jomo Kenyatta University of Agriculture & Technology
04.2001 -
High School Diploma -
Chartered Institute of Purchasing & Supply - UK
04.2001 -
Bachelor of Business Administration - Entrepreneurship
Kenya Methodist University
Diploma - Project Management
Kenya Methodist University
Advanced Diploma - Purchasing and Supply Management
Chartered Institute of Purchasing and Supply - CIPS, UK
Diploma - Purchasing and Supplies Management
ICM UK
Kenya Certificate of Secondary Education - undefined
Kenya National Examinations Council