VIOLA NAKYAGABA

· Reviewed and approved purchase orders and invoices for accuracy and completeness.

· Scrutinized purchasing data to identify areas for improvement and cost savings, which reduced costs by 10%.

· Utilized market intelligence to identify opportunities for savings and cost reduction, which reduced costs by 15%.

· Prepared procurement past performance weekly, monthly, quarterly and annual reports on purchasing activities to support management decisions.

· Established and maintained accurate records of purchases, pricing, and payment terms.

· Prepared annual procurement plan based on user department’s needs, annual school work plan, strategic plan and project /grant proposal to help solicit funds for the construction of an O’level Mega dormitory, which yielded a grant of 2.5 billion.

· Devised and implemented strategies to optimize purchasing processes and reduce costs by introducing prequalification processes, which were, ran for the period of five years based on supplier rotation basis which reduced the annual cost of advertising.

· Prepared negotiation parameters and negotiated contracts with suppliers to obtain favorable terms and pricing.

· Prepared contract documents including Notice of award, Best Evaluated Bidder notice, contract agreement and entered awarded contracts into contract awarded register/system.

· Arranged and organized pre bid meetings/orientations to address issues concerning the bidding/solicitation document and post award orientations/meetings to forge away forward on how best the contracts could be executed.

· Resolved invoice and payment issues to facilitate prompt payment to suppliers.

· Maintained and up-dated contract awarded files, which helped in proper record keeping hence improving operation efficiency with 20%.

· Evaluated supplier quotations based on purchasing procedures and competitiveness in quality, price, and timely delivery.

· Created purchasing policies and procedures that complied with institutes standards and regulatory requirements based on Local government and Authority’s (PPDA) regulations/practices.

· Led sourcing process for new vendors to get quality products and services and mitigate risk.

· Facilitated resolution of contractor's disputes and discrepancies

· Monitored and managed procurement budget to control costs.

· Reviewed all documents, which required the supervisors’ signatures to avoid errors, and mistakes, which could bind the institute into problems

· Enforced and implemented procurement policies and procedures to enhance compliance with Local government and PPDA Regulations/standards.

· Prepared and presented reports to management Administrators and BOG on purchasing trends and cost savings to aid in decision-making

· Developed and maintained relationships, trained staff and new department members to equip them with procurement policies and procedures and guided them on procurement policies, procedures and action plans and ensured that they were followed which improved efficiency in operations.

· Organized procurement meetings and prepared minutes ready for presentation to the Administrators and BOG

· Completed paperwork, recognizing discrepancies and promptly addressing resolution.

· Developed and maintained courteous and effective working relationships.

· Demonstrated a high level of initiative and creativity while tackling difficult tasks.

· Strengthened communication skills through regular interactions with others.

· Prepared and organized meetings.

· Kept and maintained land committee records.

· Took minutes and made them ready.

· Recording and issuing of call off orders to the prequalified suppliers to participate in the construction of a 10-stance pit latrine at two primary schools and collection of market dues from parishes and town councils.

· Issuing bidding documents for prequalification of service providers, contractors and suppliers.

· Receiving of bids from over 100 applicants

· Opening and recording of bid opening results during the bid opening session

· Preparing minutes of bid opening meeting

· Filing procurement documents and referencing of procurement files.

· Attached to the district engineer’s office and was involved in preparation of technical specifications for contracts, work plans and budgets.

· Maintained complete documentation and records of all purchasing activities.

· Reviewed proposals, and qualified suppliers, and recommended optimal suppliers.

· Assisted with the preparation of purchase orders (PO) and letters of agreement (LOA).

· Monitored payments by closely comparing purchase orders and contracts to delivered services and inputs.

· Maintained monthly procurement plan to support timely supply and delivery of quality supplies and equipment.

· Built and maintained professional relationships with clients and co-workers.

· Assisted in evaluating and analyzing offers received from suppliers and service providers.

· Computed and created purchase orders to monitor stock levels, verify purchase requisitions and expedite customer orders.

· Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.

· Prepared rosters of suppliers and service providers to elicit quotes and bid information for supplies, inputs, and services.

· Provided purchase information to support budget planning, expenditures, and financial commitments.

· Performed monthly reconciliation of open purchasing orders

· Participated in committee meetings, prepared minutes, and submitted to leadership for approval.

· Exercised discretion when dealing with confidential and sensitive matters.

· Communicated with vendors regarding inventory needs and negotiated prices to maintain profit margins.

· Managed students’ electronic bio-data.

· Dispatched mails to end route Soroti-Lira and Soroti- Mbale -Kampala

· Managed purchase requisitions and orders for box numbers and locks.

· Prepared dispatch notes and way bills.

· Reconciled stock, prepared goods received notes, and balanced the sales daybook /journals.