Wilson Wilbard Kalokola

Work History

Supply Chain Advisor

World Vision Tanzania

Arusha

08.2022 - Current

Facilitating annual procurement plans for cluster offices and grants projects and ensuring that the planned activities are recorded in the provision system for easy execution and strategizing sourcing methods.
Formulating of various sourcing strategies for the planned procurements, communicating priorities and expediting the plans stake holders for implementation.
Execute the Market Assessment and Supplier Pre- Qualification process as per the set guidelines and supervise Assessments at all filed areas of operation.
Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework and supervise the process at field areas of operation.
Leading negotiations for the assigned contracts and awards to suppliers and contractors and guide negotiation strategies for the categories assigned to procurement officers.
Monitor and complete contract close-out, extension or renewal, as appropriate for the assigned commodities.
Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.
Develop supplier Key Performance Indicators based on guidelines / category and monitoring process. Monitor performance of key indicators, conduct root cause analysis of low performing areas and develop plans to improve those indicators.
Conduct regularly reviews of procurement policies, processes and guidelines to measure their effectiveness and applicability, including customer satisfaction and report to management.
Develop risk identification & assessment tools, registers and other tools and assess Supply Chain related risks. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
Day to day management of organization provision software to ensure that all system stake holders have accessibility to the system, approvers are well placed in proper approval chains and open to any queries arising from the provision system.
Analyzing data through PowerBI and escalating such reports to the management for follow ups and decision making.
Drafting and managing the execution of contracts for all services and works requiring contracts and other long-term services to be provided between the supplier/contractor and the organization.
Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement.
Acting roles on behalf of the supply chain manager where needed so for business continuity of the supply chain department.

Procurement Coordinator

World Vision Tanzania

Arusha

04.2021 - 07.2022

Procuring of goods and services through system-based software and ensuring that purchase order is executed on time for delivery in respective clusters for all contracted items.
Support grants procurement as per donor requirements and advising on the same to proper coordinate donor requirements and WVT requirements.
Facilitating annual procurement plans for cluster offices and grants projects and ensuring that the planned activities are recorded in the provision system for easy execution and strategizing sourcing methods.
Prepare reports basing on supply chain requirements and finance requirements. The reports relating to supplier spending, pending requisitions for souring, LPOs which have not been closed for long time, contracts due dates and supplier information.
Maintain an up to date and easily accessible supplier information database for the organization through creating new suppliers in the system, update their information and reactivating or deactivating depending on the requirements.
Day to day management of organization provision software to ensure that all system stake holders have accessibility to the system, approvers are well placed in proper approval chains and open to any queries arising from the provision system.
Providing a one to one and group trainings and capacity building to potential provision users on how to go about challenges in provision system and providing new features as per provision supply chain directives.
Sourcing and negotiating with suppliers on fairly market prices through sending system RFQ events, following up of the responses and performing bid analysis or preparation of evaluation reports for presenting to procurement committee for award.
Management of stores ensuring organization goods are well received, inspected with quality and store is well kept and stock is organized and reconciled for enhancing constant supply of materials in the office and in the field.
Drafting and managing the execution of contracts for all services and works requiring contracts and other long-term services to be provided between the supplier/contractor and the organization. The process goes in hand with uploading and updating contracts in the provision system.
Supervising and impacting skills to interns and field volunteers on the whole process of procurement for their skill development.
Reconciling with finance department to ensure on time payment to vendors by ensuring all documents necessary are available such as invoices, delivery notes and other related documents after delivery is done or construction works are implemented.
Planning and discussing with the supply chain manager on different challenges, achievements and way forward to various supply chain activities. Discussions are part of the development of the supply chain.
Act as secretariat of the procurement committee where needed to clarify on the recommendations for award of contracts to contractors and other service providers.
Reduced procurement of works cycle time to achievable contract times and within a particular financial year.
Through securing contracts for goods and services I managed to cut down long lead times for procuring process especially for commonly used items and services.
Saved organization funds through intensive negotiations with vendors and contractors which have been used to secure other services that are potential to organization clients.
Managed to resolve contractor-organization misunderstanding to some projects which were under conflict for the good image of the organization.

Administration cum Procurement Officer (Southern Highland Zone)

JOHN SNOW INC RESEARCH AND TRAINING INSTITUTE

11.2016 - 06.2020

Company Overview: (USAID- Community Health and System Strengthening Programme; CHSSP)
Receiving and preparing of procurement documents such as Purchase Orders, Goods Received Notes, Requisition Forms and Bid analyses for evaluation of large procurements.
Maintain an up to date and easily accessible filing system for all admin and program documents together with updating on monthly procurement pipeline status report for both admin and finance use.
Sourcing and negotiating with suppliers on fairly market prices through sending bid invitations/quotations, following up of the same and coordinating bid analysis meetings whilst ensuring all sourcing paper work is adhered.
Ensuring office inventory and assets are well managed through proper tagging of items and quarterly reconciliation. To ensure stock is well kept and reconciled for enhancing constant supply of materials in the office and in the field.
Drafting and managing the execution of contracts for hotel conference and accommodation services, cleaning services, security services and other long-term services to be provided between the supplier and the organization.
Supervising drivers through planning and managing monthly fleet for monthly zonal project activities, in hand with making sure services for vehicles and other maintenances are done in time and all necessary documents pertaining vehicles such as log sheets, fuel receipts, insurance cards are well kept and submitted timely to central office for top up.
Reconciling with finance department to ensure on time payment to vendors by ensuring all documents necessary are available such as invoices, delivery notes and other related documents after program field activities are well signed and also participants during meetings are paid.
Assist Program Officers in preparing all necessary documentation related to program activities such as Travel Advances, Expense reconciliation, budget reallocations and project field reports.
Participating in program activities during planning for procurement budget and cash flow projection and determining priority activities to be implemented for both program and administration.
Coordinating logistic issues for staffs on conferences venues, catering services, accommodation and travels (book flights or any other related transport required by the staff).
Supervising outside services like cleaning and security of office environment and staff property to ensure all surroundings are well maintained for human health.
Providing capacity building to CSOs anticipating for USAID funds for projects on administration and procurement issues such updating procurement manuals, policies &guidelines, also provide soft training on general procurement process and arranging documents as per procurement sequence.
Working closely with MOHCDGEC and TRA for timely processing of VAT Exemptions for anticipated high value purchases.
Act for Zonal director and other program staff on their absence in dealing with project issues such as, representing them at routine meetings and debrief them upon their return, reporting any immediate issue requiring their presence.
(USAID- Community Health and System Strengthening Programme; CHSSP)
Saved part of project funds through processing exemptions not to pay for VATs which could cost the project funds.
Through securing contracts for goods and services I managed to cut down long lead times for procuring process especially for commonly used items and goods of low-priced value.
Contracts for hotels on accommodation eliminated the bureaucracy of staffs missing accommodation when travelling to field areas where there is a struggle of securing proper accommodation places.
CSO such as IRDO has a well-functioning procurement manual, policies and guidelines which are compatible with USG donor needs after supporting them on drafting these policies.
Vendors have been paid on time as I ensured all requirements for payment from their side such as invoices and delivery notes are intact with the project field report, LPO and procurement requests from the program staff.

Summary

Overview

Work History

Supply Chain Advisor

Procurement Coordinator

Administration cum Procurement Officer (Southern Highland Zone)

Education

Masters of Business Administration - Procurement and Supply Chain Management

CERTIFIED PROCUREMENT AND SUPPLIES PROFESSIONAL (CPSP) - undefined

Bachelor Degree - Science in Procurement and Supply Chain Management

Advanced Certificate - Secondary Education

Certificate - Secondary Education

Certificate - Primary Education

Skills

Languages

Knowledge Skills Ability

Disclaimer

Certification

Software

Timeline

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