Irene Kinkoro Kilango
Dar es Salaam
Summary
Experienced with managing and optimizing office operations to enhance productivity. Utilizes strong organizational and communication skills to ensure smooth workflow and efficient task completion. Knowledge of team collaboration techniques and adaptability in dynamic work environments.
Overview
5
5
years of professional experience
Work History
Procurement and Administrative Officer
RTI International
10.2022 - 03.2025
- Procurement Responsibilities:
- Serve as a Procurement Officer for the project, assuring all sub-contracts, consultant and other service contracts, and purchase orders awarded by the project are in compliance with RTI Procurement Policy for international offices and USAID rules and regulations
- Identify vendors for office lease, utilities, furniture, equipment, programmatic supplies and other necessary office services in accordance with RTI procurement procedures and in consultation with RTI’s regional and head offices
- Receive, review and process incoming requests ensuring sufficient clarity on specifications given for goods and services
- Confirm any other relevant information from requestors and seek recommendation from regional or head office IT support team members for related IT goods
- Coordinate and ensure that all project related purchases are reviewed and approved in accordance with the purchase authorization matrix
- Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, procurement process, copies of records of expenditure, receiving reports, receipts, local order forms, etc
- Are kept accountable and easily accessible by managers
- Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the Purchase Orders/Service Agreements
- Furthermore, ensure quality and opportune delivery of purchased goods/services
- Administrative:
- Oversee payment preparation and documentation and liaise closely with the finance team concerning payment of purchased and delivered goods and services
- Assist with processing and maintenance of encumbrances (Fee for Service Contracts, Lease Agreements, Rental Agreements, etc)
- Coordinate logistics planning and administration for travel, accommodation, and per diem for in-country conferences, meetings, and study tours
- Support in-country project meetings, workshops, and surveys
- This may include booking rooms, air ticketing, coordinating schedules, issuing and tracking meeting invitations, preparing meeting agendas and supporting materials, and preparing meeting notes, as well as dispersing funds in the field
Receptionist and Secretary
University Research Co. LLC (URC)
11.2016 - 08.2017
- Front Office Management
- Receive, direct or support visitors and mails on daily basis at the project front office
- Monitor all entrances and directs delivery personnel, guest to appropriate destination
- Logs incoming courier documents shipments and notifies staff for pick up
- Manage project mails, invitation letters and confirmations
- Arrange and maintain official appointments for senior officers
- Finance/ Administration duties
- Act as Executive Assistant to the Chief of Party
- Making Budget on stationery and kitchen supplies
- Focal Person for URC staff and assets safety
- To ensure the Dar es Salaam Office is organized (e.g., Supervising clean office environment respond to all business inquiries, handle procurement of goods and services appropriately)
- To assist travel processes and procedures including ensuring proper authorization, booking, car log and driver logs
- Assist on arranging Meeting and Logistic issues
Administrative Assistant and Office Assistant
Tanzania media women’s association (TAMWA)
05.2015 - 11.2016
- Administration Roles
- Sort and distribute incoming mail
- Answer telephone enquiries from customers, attend to visitors and assist other staff
- Taking Minutes in the staff meeting
- Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information
- Maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to workstation
- Maintains equipment by completing preventive maintenance; troubleshooting failures; calling for repairs
- Maintains office schedule by picking-up and delivering items using automobile
- Serves customers by backing-up receptionist; answering questions; forwarding messages
Education
Bachelor’s degree - business administration
CBE
01.2020
Diploma - Human Resource Management
Tanzania Public College
01.2014
Advance Certificate - Secondary Education
Ebonite Teacher’s College
01.2012
Ordinary Certificate - Secondary Education
Parane Sec School
01.2008
Certificate - Primary Education
Umoja Primary School
01.2004
Skills
- Microsoft packages ie word processing, spreadsheet, access, power point and publisher
- Event coordination
- Customer service
- Time management
- Documentation and recordkeeping
- Inventory systems
- Confidential document control
- Documentation and control
- Records management
- Scheduling and calendar management
- Office management
- Computer skills
Accomplishments
- Awarded "Employee of the quoter" for delivering outstanding administrative support.
- Event Planning - Successfully planned and executed corporate meetings, lunches and special events for groups of 100+ employees.
- Travel Planning - Booked heavy domestic and international travel for RTI and Non RTI Staff.
- Advanced from administrative support to Procurement and administrative assistant
References
Davis, Rumisha, Country representative, 0765 253 407, University Research CO. LL (URC), P. O. Box 71561, Dar es Salaam
Leah Mrabu, Procurement Officer,RTI International. Email: lmrabu@maliasili.rti.org, Mob: 0768 501 671
Desmond Mgongolwa, Human Resource Manger, People Operations, Room to Read, Email: desmond.mgongolwa@roomtoewad.org Mob: 0767 916 048
Timeline
Procurement and Administrative Officer
RTI International
10.2022 - 03.2025
Receptionist and Secretary
University Research Co. LLC (URC)
11.2016 - 08.2017
Administrative Assistant and Office Assistant
Tanzania media women’s association (TAMWA)
05.2015 - 11.2016
Diploma - Human Resource Management
Tanzania Public College
Advance Certificate - Secondary Education
Ebonite Teacher’s College
Ordinary Certificate - Secondary Education
Parane Sec School
Certificate - Primary Education
Umoja Primary School
Bachelor’s degree - business administration
CBE
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