VIOLA PAULYNN AKUMA
Kampala
Summary
Results-driven Operations Manager with over 15 years of experience in streamlining processes, driving organizational efficiency, and achieving strategic goals. Proven expertise in optimizing operations, enhancing productivity, and delivering exceptional results. Possesses a keen eye for identifying opportunities for process improvement and implementing innovative solutions. Committed to delivering excellence and driving continuous growth within the organization.
Overview
23
23
years of professional experience
Work History
PROGRAMME COORDINATOR
United Nations Capital Development Fund Uganda
2021.05 - Current
- Prepare implementation action plans and monitor their progress on a regular basis;
- Ensure implementation of the programmme in compliance with UNDP/UNCDF policies and guideline;
- Assist the respective Team Leader in identifying relevant sources of expertise for project/activity implementation;
- Supervise delivery and implementation of all activities provided by the project and ensure quality and timelines for donor reporting;
- Ensure that work plans are prepared and updated on time and reflect project objectives and outputs;
- Ensure timely coordination and implementation of project activities which include: grants monitoring and their performance
- Ensure the establishment and maintenance of complete financial/accounting records of all project activities (budget, commitments, expenditures, income);
- Support with the resource mobilization drive and actively participate in the design and development of related programmes/projects;
- Provide support to the Programme Manager in all administrative, budgetary, technical and programmatic aspects of the Programme;
- Develop various work plans for the components of the Project and be responsible for the monitoring of plan’s implementation;
- Acted as a team leader in group projects, delegating tasks and providing feedback.
- Used critical thinking to break down problems, evaluate solutions and make decisions.
- Assisted with day-to-day operations, working efficiently and productively with all team members.
PROJECT ANALYST
United Nations Global Pulse, Pulse lab
Kampala
2017.07 - 2021.04
- Conducted programming processes for project implementation, according to Organization standards and policies;
- Managed support activities for the smooth implementation of the project including procurements, recruitments and financial oversight
- Liaised with other UN Agency and Government entities for potential collaborations and similar initiatives;
- Represented the project in joint UN initiatives including presenting the project work, achievements and progress to partners and colleagues;
- Prepared, monitored and maintained project agreements, budgets and cash flows for achievement of project deliverables;
- Supported partnerships with government representatives, development partners and donors and stakeholders;
- Participated in resource mobilization activities including providing inputs for the proposals, identifying potential funding opportunities and contributing to the research works for the project;
- Recommended capacity building opportunities to enhance the project team performance abilities;
- Documented project processes through project briefs, progress reports, donor reports and Annual reports;
- Monitored the project milestones and deliverables against funds, to ensure compliance to organizational and donor guidelines and procedures;
- Managed day to day running of the project, supporting administration, procurement, HR, Finance, communication, monitoring and evaluation.
- Reported project cost analyses to enhance workflow and increase profits.
- Advocated for ways to streamline ongoing projects, prioritizing shorter turnaround times and consistent development quality.
PROJECT ASSOCIATE
United Nations Global Pulse, Pulse lab
Kampala
2014.01 - 2017.06
- Handled all general administrative activities including office security, travel coordination, events organization and general office operations;
- Supported the project procurements, including collecting quotes, participating in evaluation of bids and managing contracts;
- Maintained staff records like leave forms, contracts, assist in recruitments from requesting for job advertisement to shortlisting;
- Supported the management of project budgets in relation to operational expenses;
- Coordinated travel and workshops, organized for venue, accommodation, flights, DSA/per diem for staff and partners;
- Asset management including asset tagging, annual physical inventory, preparing reports and cost analysis, and recommending replacement/disposal of equipment and supplies;
- Compiled and prepare budget submissions and performance reports for submission to Project Director through ATLAS;
- Ensured compliance with all UN rules and regulations regarding operational systems and procedures and establishing relevant internal controls;
- Contracts administration including supporting the process for identification, selection, supervision and payment of appropriate vendors;
- Managed and coordinating administrative and human resource processes according to UN guidelines and regulations;
- Ensured office security and compliance with UN security requirements.
CONSULTANT- ADMINISTRATION SPECIALIST
John Snow Inc
Kampala
2013.05 - 2013.08
- sProvided leadership and direction for smooth project start up;
- Provided orientation to all new project staff including providing training on Project Administration and Operations manuals;
- Participated in drafting and operationalizing the Project security plan and manual including training staff on application;
- Involved in recruitment of support staff (Finance, procurement, logistics, administrative assistants and drivers) including drafting job descriptions, selections and interview process, organizing and updating personnel files;
- Handled staff medical insurance scheme, recommending service providers with better benefits;
- Initiated the process of prequalifying vendors and supplier including preparing the bid documents, evaluation of bids and contract management;
- Prepared and maintained vendors database for the project;
- Participated in monitoring and evaluation assessment visits by the donors and Government officials;
- Ensured all project assets were tagged, registered and introduced asset tracking forms for asset movement from one project office to another;
- Trained new staff on procurement procedures and guidelines for the donor and the organization.
OPERATIONS MANAGER
John Snow Inc
Kampala
2010.05 - 2013.01
- Managed the administrative activities of the project offices in Kampala and Nairobi including performance management and training;
- Facilitated in trainings for the partners in Donor compliance guidelines, policies and regulations and Organizational Capacity assessment activities;
- Oversaw project procurement including bid documents, evaluations, vendor selection and contracts management;
- Oversaw events coordination, trainings, workshops including venue, a accommodation, airport pick ups and per diems
- Led the process of prequalification of vendors and suppliers and supervised the database maintenance of vendor information;
- Supervised support staff including Administrative Assistant, Office Assistant and Procurement Officer
- Participated in recruitment, selection, interviews and contracts administration including providing job descriptions for support staff and performance evaluation, handling staff files;
- Oversaw asset management including asset registration, tagging, asset movement and recommendation for asset disposal;
- Maintained and updated communication tree for the office including providing security briefs to all project visitors and partners;
- Maintained and updated the operations budget, monitoring operations related expenses and advising accordingly;
- Managed and monitored movement of personnel to and from field offices including organizing travel, accommodation, flights and per diem
- Managed the project closure.
OPERATIONS MANAGER
Mercy Corps Sudan
2007.06 - 2009.10
- Managed multifaceted administrative tasks (e.g., management of procurement, Human Resource Management including recruitments, trainings, appraisals, office operations);
- Assisted program management and support staff in identification of staffing needs, advised and participated in recruitment, selection, service contracts and remuneration of personnel;
- Reported on program and administrative activities and security situation to Country Director;
- Provided program support, coordination, supervision and monitoring activities designed to meet program objectives;
- Participated in UNDSS weekly meeting, provided security updates to the staff and expatriates;
- Briefed drivers and guards on immediate security threats including providing security briefs to all new staff and visitors and advising on current security phases in the field office;
- Coordinated the transportation of staff and cargo on UN flights to and from the field offices;
- Supervised the support staff ensuring the smooth running of the office and programs to facilitate the program implementation;
- Acted as focal point person for the Organization in the area of operation representing it at Government functions and other NGO Forum;
- Ensured proper management of assets and warehouse including monitoring the asset registers, asset tracking forms, stock cards and release forms;
- Supervised Finance to ensure timely payment of service providers and vendors and ensure a constant cash flow in the field office;
- Managed field operations budget, participated in budgeting process for the field office
- Liaised with local government officials, UN and other international agencies, local NGOs and civil society organizations, local leaders and other community members to foster coordination and ensured support for and acceptance of Mercy Corps activities.
LOGISTICS MANAGER
Mercy Corps Uganda
2006.06 - 2007.05
- Worked collaboratively with customers and staff at various levels in procurement
- Created and enforced policies and procedures for entire logistics team.
- Maintained high standards of internal and external customer service from vendor and service providers payments to staff payments.
- Reconciled shipment data between multiple systems to maintain alignment
- Led and managed projects to support logistics efforts and plans in vehicle usage and hire.
OFFICE MANAGER
Labour Based Contractors’ Association of Uganda
2004.01 - 2006.05
- Handled office administration, procurement, travel, Human Resources and organized meetings and events.
LOGISTICS ASSISTANT
Norwegian Refugee Council
2001.01 - 2003.09
- Handled procurement and fleet, including asset management.
Education
MSc - Project Management
Cavendish University Uganda
01.2012
Supply Chain Management Chartered -
Institute of Purchasing and Supply (CIPS)
01.2007
Diploma - Purchasing And Supply Chain Management
CIPS
01.2007
BSc (Hons) - Food Science and Technology
Makerere University
01.2000
PRINCE2 professional -
Skills
- Project Management
- Strategic Planning
- Project Coordination
- Program Management
- Office Administration
- Training Coordination
- Staff Development Expertise
- Staff Evaluation
- Pipeline Maintenance
- Financial Administration
- Human Resources Understanding
- Problem-Solving
- Critical Thinking
- Attention to Detail
References
REFEREES: provided on request
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Quote
Even if you are on the right track, you’ll get run over if you just sit there.
Will Rodgers
Timeline
PROGRAMME COORDINATOR
United Nations Capital Development Fund Uganda
2021.05 - Current
PROJECT ANALYST
United Nations Global Pulse, Pulse lab
2017.07 - 2021.04
PROJECT ASSOCIATE
United Nations Global Pulse, Pulse lab
2014.01 - 2017.06
CONSULTANT- ADMINISTRATION SPECIALIST
John Snow Inc
2013.05 - 2013.08
OPERATIONS MANAGER
John Snow Inc
2010.05 - 2013.01
OPERATIONS MANAGER
Mercy Corps Sudan
2007.06 - 2009.10
LOGISTICS MANAGER
Mercy Corps Uganda
2006.06 - 2007.05
OFFICE MANAGER
Labour Based Contractors’ Association of Uganda
2004.01 - 2006.05
LOGISTICS ASSISTANT
Norwegian Refugee Council
2001.01 - 2003.09
MSc - Project Management
Cavendish University Uganda
Supply Chain Management Chartered -
Institute of Purchasing and Supply (CIPS)
Diploma - Purchasing And Supply Chain Management
CIPS
BSc (Hons) - Food Science and Technology
Makerere University
PRINCE2 professional -
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