Auma Patricia Odoki

Procurement

• Coordinating and supporting project procurements through compiling all procurement requirements from line departments and collecting all required approvals prior to procurement of

goods & services.

• Identifying, negotiating and implementing contracts &framework agreements which result in efficiencies in line with financial and forecasting requirements.

• Preparing purchase Orders and drafting contracts for approval by the procurement committee.

• Ensuring that support procurement documentation for all requests are attached in an accurate, complete and timely manner ie LPOs, waivers, justifications, analysis and all approvals.

• Pre-qualification of suppliers and compiling a supplier data base.Sharing all support documents to top management to support the selection of suppliers.

• Handling supplier correspondences about procurement procedures and updates.

• Ensuring timely payments to suppliers by liaising with relevant departments.

• Establishing, maintaining and updating procurement filling systems, records and supplier data base.

• Maintaining accurate auditable records of all procurement process for compliance purposes including sensitive information that must kept confidential.

• Ensuring weekly procurement reports/status updates are shared to budget holders to enable close follow up of procurement status.

• Conducting efficient procurements through doing research and data collection to enable informed decision making and sharing consistent information with all stake holders.

Fleet:

• Monitoring all MSUG fuel usage through quarterly analysis and monthly fuel reporting which has helped in proper fuel management.

• Ensuring timely repair and serving of MSUG vehicles which has helped avoid vehicle break downs while in the field.

• Supervising and allocating hired vehicles to our stake holders to ensure continues service delivery and support to our field team.

• Monitoring vehicle movements, fuel consumptions, night driving, over speeding through use of our fleet system to ensure continues service delivery and avoid breach of the fleet policy.

• Ensuring the fleet vehicle hire trackers are shared to stake holders to help in monitoring our vehicle hire usage and expiries which has helped in proper

planning.

• Ensuring that all our hired vehicles have framework contracts and help with turn around time of all our procurements.

• Ensuring all hired vehicles before they are dispatched to the field and onboarding stakeholders on how to file in the vehicle Log sheets while in the field in order with fuel accountability of all the vehicles.

• Ensured that all MSUG vehicle insurance policy is renewed yearly on time to avoid inconveniences of the team while on the road doing service provision.

Achievements

• I have successfully identified potential competent suppliers through conducting transparent pre-qualifications with all clear documentation to support the selection and shared with management.

• Undertook day to day review of purchase requests, prioritizing and supporting user departments to acquire the best quality goods at the lowest prices possible.

• Actively participated in negotiations with service providers to get best terms and conditions and sharing with top management on the outcome.

• Prepared purchase orders and contracts for approval by our Manager and approved those within my authority which has enabled quick purchase of goods and services.

• Developed a supplier database which can be accessed by all our stake holders.

• Managed to process quick requests for payments to vendors through collaborating with other user departments especially finance by fully

submitting all necessary documents thus creating good relationships with vendors.

• Ensured effective and transparent procurements which has made commitments faster and more effectively.

• Periodically engaging with the project teams to understand their requirements and advising accordingly. Get quick approvals to avoid delays prior to the procurement, this has reduced on the lead time.

• Resolved issues related to delivery of project goods by involving all stakeholders and ensuring that they are all resolved in a timely manner.

• Conducted supplier research, maintained effective relationships with service providers and created framework contracts with some to avoid delays in delivery especially for urgent requests.

• Carried out successful bidding processes, tendering and contracting by following all Marie Stopes Uganda processes and systems.
• Assisted in requesting for domestic and international flight schedules, itineraries, bookings, and tickets from local travel agents for efficient and cost-effective travel.

• Supported the team with general administrative tasks like making minutes and appointments for meetings.

Logistics

• Ensuring a robust fleet management system and reporting any damage/accident immediately and necessary follow ups-made.

• Ensuring Paper Trail Limited assets are safeguarded through asset tagging, insurance.

• Implementing asset management strategies ie monthly updating of asset register, physical asset verification and annual insurance of all assets.

• Ensuring that all procured items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.

• Continuously organizing vehicle, motorcycle and equipment maintenance/repairs schedules.

• Ensuring that all stock and consumable transfers are captured accurately and timely.

• Monitoring and keeping record of motorcycles/vehicle/generators fuel consumption through weekly reports.

• Monitoring of use of purchased goods and materials to protect Paper Trail Limited from incurring losses by minimizing fraud and waste.

• Overseeing security of all Paper Trail Limited premises.

• Managing all office supplies at the organization like stationery and distribution to other offices.

• Supporting and organizing workshops and training for the organization.

Achievements

• Monitored/tracked all company fleet performance and ensured effectiveness.

• Prepared operations budgets and ensured full approval from top management.

• Updated insurance contracts with service providers and ensured that all cars were under full comprehensive cover.

• Driver management and continuous orientation to make sure cars are well handled and maintained. Assigning drivers to different departments and laying out clear route plans to help in monitoring

drivers and tracking fleet movement.

• Coordinated all procurements, drafted committee meeting minutes,Evaluation of bids and sharing reports with management.

• Successfully prepared and issued purchase orders for approval.

• Ensured that purchase requests were clear/specific by liaising with user departments and manufacturers to avoid any errors.

• Any other duties assigned.

Achievements

• Verification of goods to make sure they are of the same quality and quantity and this was done through random sampling of goods.

• Working with user department to evaluate and appraise suppliers against performance.

• Answering supplier and customers inquiries about order changes or cancellation and check requisition order for accuracy.

• Implementing of Procurement projects of moderate complexity like issuing tenders, evaluate offers and negotiate/award contracts.