Virginia Maina
Nairobi
Summary
Focused and enthusiastic Business Operations Associate actively seeking an opportunity in Operations Management. Brings efficiency, attention to detail, and a knack for building strong client relationships and providing support to senior management. Expertise lies in sourcing products, vetting vendors, and managing the bid process. Skilled problem-solver with a methodical approach and excellent verbal and written communication skills. Additionally, possesses a deep understanding of procurement needs and processes.
Overview
11
11
years of professional experience
Work History
Business Operations Associate
Microsoft Research & Development Center
2022.12 - Current
- Managing and monitoring contracts to ensure compliance with terms and conditions.
- Documentation of formal Pre-qualifications process in line with company policy and procedures.
- Develop and maintain Vendor database
- Registering the approved suppliers in the payment central tool system once vetted.
- Identify potential local and international suppliers abroad for future needs .
- Manage procurement of hardware and set up hardware refresh schedules.
- Follow up with suppliers for all orders.
- Negotiate contracts with vendors and clients.
- Liaise with Legal team in preparing of statement of works.
- Working with accounts team in approving and processing invoices.
- Suppliers/Manufacturers facility visits to ensure quality assurance control according to applicable standards.
- Raising the purchase orders and single payment requests.
Business Administrator
Microsoft Research & Development Center, ADC
2021.03 - 2022.12
- Reviewing and evaluating submitted tenders based on predefined criteria.
- Checking procurement needs with internal departments to understand their requirements.
- Coordination and preparation of international travel and site visits.
- Manage expense reports for Leadership in compliant manner
- Establish close partnership closely with Business Managers and Finance teams on budgets available.
- Participating in on-boarding of new hires and acting as essential contact for questions
- Supporting planning and coordination of events.
- Ensuring procurement documentation is accessible for audits and compliance reviews
Administrative Executive
Microsoft Research& Development Center, ADC
2019.02 - 2021.02
- Ensuring adherence to legal, ethical, and organizational standards throughout the procurement process.
- Submit Statement of Work via Buy Center and create corresponding.
- Raise purchase orders for vendors as needed.
- Collaborate closely with extended management team on various operational activities; build strong working relationships with Support.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for directors
- Managed special projects as assigned; delivered results within established deadlines while meeting objectives.
- Negotiated contracts with vendors to secure favorable terms and pricing for goods and services procured by company
- Oversaw inventory management, maintaining optimal supply levels while minimizing waste and unnecessary expenses.
- Served as liaison between executives and clients or stakeholders; maintained strong relationships through effective communication
- Facilitated communication between departments, maintaining open lines of dialogue for better collaboration on projects.
- Reduced operational costs with thorough budget analysis and expense tracking, optimizing resource allocation
- Organized company events and conferences, resulting in increased employee engagement and networking opportunities.
- Led, directed, managed and mentored two administrative staff members.
Marketing Service Desk
Wunderman for Microsoft
2016.09 - 2019.02
- Process/submit purchase orders requests for team while maintaining all compliance policies to prevent any illegal conduct.
- Reviewed Local Purchase orders submitted by Marketers
- Teamed with legal team CELA GCO on getting all statement of works, statement of marketing activities or sponsorship agreements approved for signature
- Vendor validation/creation on internal tools
- Gather and centralize all proof of executions, and as necessary, collaborate with compliance department to identify potential areas of compliance vulnerability and risks
- Sent all invoices to account payable team and following up on all due payments
- After fact monitoring to ensure 100% compliance
- Tracked and managed marketing budget spending by partnering with initiative owners and Business Program Managers.
Procurement Assistant
LABCRS Medical Supplies
2015.06 - 2016.08
- Managed contract negotiations with vendors to secure favorable terms for company, balancing cost considerations with quality assurance requirements
- Managed over 50 customer calls per day.' or, "Increased sales by 10%
- Enhanced supplier relations through consistent communication, fostering positive working relationship and securing better pricing options
- Maintained accurate records of purchase orders, invoices, and inventory levels, supporting smooth business operations and effective financial management
- Oversaw supplier performance reviews to ensure adherence to contractual obligations and identify areas for improvement.
- Conducted thorough market research to identify potential suppliers, leading to expanded vendor network and more competitive quotes
- Supported procurement team in executing bid evaluations, identifying most cost-effective solutions while maintaining quality expectations.
- Provided purchase information to support budget planning, expenditures and financial commitments.
- Maintained monthly procurement plan to support timely supply and delivery of quality supplies and equipment.
- Negotiated policies and contracts with vendors to achieve optimal pricing and consistent availability
- Tracked inventory shipments and prepared spreadsheets detailing item information
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.
Procurement Trainee
National Hospital Insurance Fund, NHIF
2013.07 - 2013.10
- Opened Local purchase orders
- Completed thorough market research to identify potential new suppliers,paving way for expanded product offerings or lower costs
- Analyzed historical spend data to identify trends and opportunities forecast reduction within procurement process
- Supported development of robust procurement strategy, aligning it withoverall business objectives
- Supported implementation of new procurement software, contributing to improved visibility into purchasing data and streamlined decision-making processes
- Contributed to increased supplier performance by consistently monitoring their adherence to contractual terms and conditions
- Managed database of 1000 vendor details and pricing information to maintain organization
- Performed yearly store audits in collaboration with managers, designers,and sales associates to provide feedback
- Reduced lead times for key materials by improving communication between internal stakeholders and external suppliers
Education
Bachelor of Commerce - Procurement And Supply Chain Management
University of Nairobi
Nairobi12.2014
Kenya Institute of Supplies
01.2014
Diploma - Aeronautical Engineering, Airframes and Engines
KNEC) Trans-Eastern Airlines Aviation College
09.2009
Kenya Certificate of Secondary Education -
South Tetu Girls High School
11.2004
Skills
- Relationship management: The ability to leverage interpersonal skills to establish rapport and develop relationships with all key stakeholders Business partners & colleagues.
- Communication Skills: I am an excellent communicator who effectively conveys information both verbally and in writing.
- Planning and Organizing: Refined planning and organizational skills that balance work, team support and ad-hoc responsibilities in a timely and professional manner.
- Tech Savvy: Ms Windows, Word, Excel, Access, PowerPoint, Publisher, Internet, Email, Adobe page maker, Teams App,Google suit and Social media web platforms.
Accomplishments
- Helped the Business achieve 100% compliant key indicators in Fy 23 &24.
- Collaborated with a team of 20 in the planning of launch of Microsoft Africa Development Center in 2019.
- Achieved significant cost reductions by negotiating better terms with suppliers, resulting in a 15% decrease in procurement costs of hardware for over 500 engineers.
References
Referees Chumba Limo, Principal Software Engineering Lead, Microsoft Research& Development Center, +254702096824,
chepchumba.limo@microsoft.com
Lawrence Muthoga, Account Executive Amazon Web Services (AWS) +254726691880, lawrence@muthoga.com
Lydiah Karanja, Garage Lead Africa, Microsoft Research& Development Center, +254718380470, lkaranja@microsoft.com
Timeline
Business Operations Associate
Microsoft Research & Development Center
2022.12 - Current
Business Administrator
Microsoft Research & Development Center, ADC
2021.03 - 2022.12
Administrative Executive
Microsoft Research& Development Center, ADC
2019.02 - 2021.02
Marketing Service Desk
Wunderman for Microsoft
2016.09 - 2019.02
Procurement Assistant
LABCRS Medical Supplies
2015.06 - 2016.08
Procurement Trainee
National Hospital Insurance Fund, NHIF
2013.07 - 2013.10
Bachelor of Commerce - Procurement And Supply Chain Management
University of Nairobi
Kenya Institute of Supplies
Diploma - Aeronautical Engineering, Airframes and Engines
KNEC) Trans-Eastern Airlines Aviation College
Kenya Certificate of Secondary Education -
South Tetu Girls High School
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