Operations, Procurement & Executive Support SpecialistOperations, Procurement & Executive Support Specialist

Key Achievements:

Project Coordination, Implementation & Monitoring: 1. Collaborated with Peace and Livelihoods Program Leads across 3 major project portfolios (Circular Economy, DIPAK II, and Peace through Livelihood) valued at $1.2M+, drafting activity concept notes, coordinating implementation, and preparing consolidated progress reports. 2. Provided supportive supervision during field implementation, managing oversight of 15+ external facilitators to ensure quality delivery and 100% alignment with project objectives. 3. Mapped input and service providers across target regions and built a centralized database of 80+ vetted suppliers, streamlining regional service delivery and reducing procurement turnaround time by 25%. 4. Organized logistics, workshop venues, and distribution of project materials for 20+ field trainings, successfully mobilizing over 500 community participants and beneficiaries. 5. Facilitated community sensitization sessions on FCA’s Complaint Response Mechanism (CRM) and managed feedback engagements across 10+ local community groups to strengthen donor accountability. 6. Conducted quarterly field monitoring visits, documenting lessons learned and collaborating with communications teams to produce 12+ impact case studies and success stories. Budgeting, Procurement & Financial Administration: 1. Monitored procurement requisitions and processed 30+ monthly program purchase requests in close coordination with central procurement teams to eliminate supply bottlenecks. 2. Tracked project expenditures against approved budgets, contributing to monthly Budget Variance Analysis (BVA) reviews and managing $15,000+ in petty cash imprests with zero audit discrepancies. Executive, Front Office & Remote Operations Support: 1. Managed high-volume front office operations, handling switchboard inquiries, visitor reception, and drafting 50+ official administrative letters and policy memos quarterly. 2. Coordinated multi-calendar scheduling for senior management, booked conference facilities, and produced detailed meeting minutes for 40+ executive and regional staff sessions. 3. Orchestrated travel logistics for 100+ domestic and international trips annually, including commercial and UNHAS humanitarian flight bookings, taxi dispatches, hotel accommodations, and visa support letters. 4. Maintained facility operations and fleet maintenance for 10+ organizational vehicles and IT assets, enforcing strict key control and physical asset security.

Key Achievements:

Executive Triage & Workflow Optimization: 1. Challenge: Supporting 3 C-Suite Partners across EST, PST, and GMT time zones resulted in high email volumes (150+ daily communications) and administrative bottlenecks. 2. Action: Re-engineered executive inbox triaging routines, synchronized multi-time-zone calendars, and established cloud-based document structures in Google Workspace and MS Office 365. 3. Result: Accelerated client document retrieval speed by 35% and completely eliminated scheduling conflicts across global teams. Invoicing & Financial Accuracy: 1. Challenge: High-volume monthly client billing required strict verification against executive search contracts and expense reports. 2. Action: Generated client invoices, compiled executive expense logs, and executed account reconciliations using QuickBooks Online and MS Excel. 3. Result: Processed $80,000+ in monthly client billing with 100% financial accuracy and zero reconciliation errors. International Vendor Logistics & SLA Tracking: 1. Challenge: Distributing corporate assets and managing vendor service agreements across 4 geographic regions presented risk of cross-border delays. 2. Action: Monitored vendor SLAs, managed order fulfillment, and coordinated international shipping logistics. 3. Result: Achieved a 100% on-time delivery rate for all multi-region vendor orders and corporate gift distributions.

Key Achievements:

Procurement Execution & Compliance: 1. Challenge: Sourcing goods and services under strict international NGO regulations required transparent vendor evaluations and strict compliance. 2. Action: Floated 50+ Requests for Quotations (RFQs), evaluated comparative bid analyses, and generated 45+ monthly Purchase Orders (POs). 3. Result: Achieved 100% compliance with threshold policies and ensured transparent, cost-effective vendor selection. Asset Tracking & Inventory Control: 1. Challenge: Tracking high-turnover IT equipment and office supplies across facility locations risked inventory discrepancies and stock-outs. 2. Action: Maintained digital asset registers covering 250+ IT and office assets valued at $150,000+ and conducted quarterly physical stock reconciliations. 3. Result: Maintained a zero stock-out and zero discrepancy record across all inventory audits. Facilities Continuity & Logistics: 1. Challenge: Ensuring uninterrupted office and utility operations for 60+ staff members and international visitors. 2. Action: Managed workspace allocations, vendor maintenance schedules, and verified incoming goods against PO specifications prior to finance disbursement. 3. Result: Maintained 100% operational continuity for facility infrastructure while streamlining vendor payment approvals.