Vivian Khaoma Mutambi

Travel & Logistics Management

• Coordinate hotel accommodations, conferences, transport, outside catering, team-building activities, end-year parties, and other organizational events to support Jacaranda Health's program activities, while providing logistical support to program coordinators and managers to ensure smooth implementation across Kenya
• Follow up with program coordinators to ensure timely submission of reports regarding activities conducted after meetings and conferences organized by the operations teams.
• Ensure timely arrangement and booking of local and international travel arrangements with travel agents.
• Develop and manage relationships with transport, hotel, and conference service providers and relevant stakeholders where applicable to allow good networking and information on market situation for Jacaranda Health’s logistical efficiency.
• Follow up and escalate robust complaints and response mechanisms (CRM) and ensure that any feedback or complaints from stakeholders are handled in an appropriate and timely manner.

Procurement & Supply Chain Management

• Lead procurement of goods and services in accordance with organizational policies and procedures.
• Develop and implement procurement plans aligned with budgetary constraints.
• Establish and maintain a network of reliable suppliers for operational supplies
• Manage and negotiate supplier contracts to ensure cost-efficiency and compliance.
• Conduct market assessments to stay updated on trends and pricing.
• Oversee procurement tracking systems and prepare cost analysis and monthly updates
• Supervise tender processes, ensuring transparency and best-value procurement.

• Contract Management-Establish high quality contracts for frequent and critical procurement needs.
• Demand Planning and Procurement Forecasting-Work with internal departments to forecast procurement needs.
• Supplier Performance Management-Identify and address supplier performance gaps.
• Process improvement-Execute cost-saving opportunities.
• Stakeholder management-Represent a procurement team with external stakeholders and suppliers.
• Procurement of goods and services-Locating key suppliers, negotiating the company's purchasing agreements and making sure their materials and products meet the company's specifications

Completed a comprehensive rotation program across key departments

Purchasing and Supply Chain Management Department (Nov 2021 – Aug 2022)

• Purchase of goods and services, analyze purchase requisitions, and create new and update existing bid
• Vendor Database Management: Maintains a database of vendors.
• Market Analysis: Continuous monitor market trends, competitor strategies, market suppliers to ensure alignment with procurement objectives.
• Reports: Prepare and submit procurement reports in agreed format and time frame.
• Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services.
• Perform audits and analysis of procurement purchases to identify problem areas and or high usage commodities where pricing agreement may benefit the organization.
• Participate in the evaluation of quotations, tenders and proposals, inspection and acceptance of goods and services.

Human Resources and Administration Department (Aug 2022 – May 2023)

• Coordinate onboarding for new hires, including paperwork, equipment orders, and orientation scheduling.
• Provide general administrative assistance to staff , including scheduling meetings, preparing agendas, taking minutes and follow up actions.
• Contributed to building inclusive workplace practices and team cohesion.
• Support staff transitions and departures.
• Employee relations resolving workplace conflicts

Finance Department – Accounts Payables (May 2023 – November 2023)

• Handled invoice processing, vendor payments, and conducted reconciliations.
• Ensured accuracy and compliance in financial operations.
• Supported audits and financial reporting.
• Assist with project budget tracking and monitoring to ensure compliance with policy

Commissioned by The General Board of Global Ministries (Atlanta, GA-USA) to serve at Youth Dialogue Zimbabwe, Mutare, Zimbabwe as a Global Mission Fellow.

Duties as a global Mission Fellow

• Engage with local communities.
• Connect the church in mission.
• Grow in personal and social holiness

Duties as a Monitoring and Evaluation officer

• Checking compliance of all programs to the objectives of a project.
• Ensuring compliance with commitments and with donor and government requirements.
• Planning for and managing the Programs department. Participate in developing monitoring tools for the projects. Supporting fundraising with compliance and MEAL specific issues.
• Plan, coordinate and hold regular mentoring and support meetings with staff and partners.
• Facilitate networking of project partners and sharing of information among stakeholders.
• Represent the organization at provincial and district levels on matters relating to Youth development issues.
• Facilitate linkages and information sharing between organizations within the district.

• Implement improvement processes and systems to optimize inventory, minimize costs and maximize working capital.
• Ensure that all item codes are active and correctly captured in terms of cost price, selling price, description, warehouse code and unit of measure.
• Ensure integrity and accuracy of the stock management system.
• Reporting monthly on slow moving stock and redundant stocks in terms of quantity, values and their requisite remedial action plans.
• Manage control measures to ensure to ensure mistakes, inaccuracies and discrepancies are highlighted, addressed and resolved.
• Accepted delivered packages, verified products and checked delivery totals to keep system records current and accurate.
• Received, sorted and processed damaged goods with vendors or manufacturers.
• Kept all documentation and records accurate and up-to-date with latest data to prevent errors in processing or delivery.
• Recorded information, shortages and discrepancies to keep records current and accurate

• Stores-stock taking, issuing, receiving and inspecting stock items, physical stock taking and maintaining store records.
• Tender –preparation of tenders, tender opening, selling of tenders and issuing of quotations, evaluation of tenders and the activities in the tendering department.
• Purchasing – preparation of agendas, LPO'S and LSO'S, reconciling purchase orders and other purchasing activities.