Virginia Maina

• Point of Contact for UR candidate placement in various HR and GTA systems
• Identify potential local suppliers in Kenya and abroad for future needs on swag etc.; work with procurement to place necessary documentation to be compliant
• Monitors team/organization health and supports leaders in responding to team culture issues, as well as promoting culture initiatives (e.g., Diversity and Inclusion [D&I], hiring, onboarding) while partnering with Human Resources to do so
• Manage organizations distribution lists that relate to employee experience of over 500 Engineers and onboarding of new hires.
• Manage procurement of hardware and set up Hardware refresh schedules
• Follow up with suppliers/ procurement for all orders
• Managing Leadership calendars, travel and expenses in compliant manner.

Calendar management supporting both team and global teams

• Coordination and preparation of international travel and site visits
• Manage expense reports for Leadership in compliant manner.
• Establish close partnership closely with Business Manager and Admin Team on support of rhythm of
• Participating in on-boarding of new hires and acting as essential contact for questions.
• Supporting planning and coordination of events, as well as help determine other
• Maintain up-to-date space-management processes and team spaces.

• Event Management, calendar / scheduling, leadership meetings, all-hands meetings, (logistics such as room reservation and catering).
• Assist with maintaining team aliases, space allocations; create, post and communicate necessary administrative documents and policies for organization
• Submit Statement of Work via Buy Center and create corresponding Purchase Orders for vendors as needed.
• Maintain open door policy and strong time management skills for email, communicator, and in person walk-ups.
• Collaborate closely with extended management team on various operational activities; build strong working relationships with Support Professionals within team, exercise sound judgment, tact, diplomacy, integrity and professionalism in all transactions to include communicating and working with confidential and sensitive information.
• Being collaborative and dependable team player-working well alongside other divisional business administrators is must.
• Ensure compliance of administrative operational policies and procedures.
• Handled logistics, catering, agendas and travel arrangements for meeting and event planning for of directors.
• Coordinated travel arrangements for executives, ensuring seamless itineraries and reducing expenses
• Supported executive decision-making by preparing detailed reports on various business metrics and trends
• Managed special projects as assigned; delivered results within established deadlines while meeting objectives
• Handled confidential information with utmost discretion, ensuring sensitive data was protected from unauthorized access
• 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
• Streamlined office procedures by implementing efficient systems and tools, resulting in improved workflow
• Managed high-level executive calendars, prioritizing appointments and meetings to optimize time management
• 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
• Optimized office space utilization through strategic rearrangement of furniture and equipment; created comfortable and functional work environments
• Reduced operational costs with thorough budget analysis and expense tracking, optimizing resource allocation
• Delivered top-notch administrative support to office staff, promoting excellence in office operations
• Scheduled appointments and meetings, organized materials and prepared rooms
• Identified communication channels to set roadmap to distribute information
• Organized company events and conferences, resulting in increased employee engagement and networking opportunities
• Led, directed, managed and mentored two administrative staff members.

• 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.

• 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
• Collaborated with cross-functional teams to develop budgets for materials and equipment purchases, promoting fiscal responsibility across departments
• Prepared detailed purchase requisitions and documentation for approval by senior management, expediting procurement process while maintaining transparency throughout all stages of decision making
• 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
• Facilitated timely delivery of goods by closely monitoring orders and addressing any delays or discrepancies promptly
• Provided purchase information to support budget planning, expenditures and financial commitments
• Exercised discretion when dealing with confidential and sensitive matters
• Participated in committee meetings, prepared minutes and submitted to leadership for approval
• Maintained monthly procurement plan to support timely supply and delivery of quality supplies and equipment
• Assisted with preparation of purchase orders and letters of agreement (LOA)
• Collected and analyzed current market information to procure inputs and supplies from variety of sources
• Maintained complete documentation and records of all purchasing activities
• Created purchase orders to monitor stock levels, verify purchase requisitions, and expedite customer orders
• 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
• Solved diverse supply chain problems involving numerous sources, logistics, and scheduling factors
• Employed expert inventory management and oversight skills to formulate business metrics and meet corporate goals
• Managed database of vendor details and pricing information to maintain organization
• Provided accurate and up-to-date records of leading procurement procedures
• Maintained effective and lasting vendor relationships through dynamic communication, collaboration, and intelligent questioning skills

• 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 for cost reduction within procurement process
• Supported development of robust procurement strategy, aligning it with overall 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