CHALI MULENGA
Lusaka
Summary
A Results Driven and Experienced professional in Program Management support with skills in Procurement, Communications, Administrative and Logistical support. Adept at Program and Project Support with a proven record of enhancing workflow productivity, managing vendor relationships, negotiating contracts, and streamlining procurement processes that resulted in 15% savings in procurement budgets and a 30% increase in supplier reliability owing to prudent vetting and reducing operational expenses and time through proper planning and implementation of project activities. Demonstrated ability to work in cohesion with varying departments and teams to improve the achievement of organizational objectives not to mention know-how of monitoring and evaluation concepts to help track project performance and improve project life cycle.
Overview
9
9
years of professional experience
Work History
Operations Manager
Wuchi Wami Limited
06.2024 - Current
- Overseeing the Conceptualizing and drafting of external and internal communications and other requests, such as letters and email correspondence, talking points for external engagements, etc
- Execute, monitor and evaluate action plans that support the implementation and operationalization of the project and program priorities
- Management and maintenance of Wuchi Wami platforms, website, and social media profiles
- Led the formulation of various policy documents from concept to adaptation
- Took lead in formulation of departmental Key Performance Indicators to drive targeted change and allow for proper forecasting
- Operational support to various teams for current and future project activities building on the above priority areas
- Cooperative and project tracking systems and support the definition and implementation of internal working procedures
- Provision of Leadership and guidance to various departments including finance, production and projects
- Project planning and provision of direction for company meetings, events and conversations led by the company CEO or other stakeholders at key events, both in-person and virtual
- Provision of technical support for virtual events
- Review departmental Budgets while monitoring expenditure justifications
- Led the generating of bid analysis for various procurements
- Took lead in contract formulation and review of performance for Wuchi Wami and any external stakeholders both local and international.
Project and Advocacy Officer – REACH Project
Sightsavers Zambia
04.2023 - 10.2023
- Collaborated with the country project management team and varying partners to monitor implementation of activities and the sharing of valuable lessons learned
- Was pivotal in specific aspects of the project cycle, as assigned by the Project Manager (PM) and Country Director (CD), including meticulous planning, project initiation, execution, monitoring, evaluation, financial management, asset oversight and documentation thus increasing project efficiency generally
- Acted as a liaison with Global Technical Leads in Eye Health and Refractive Error, as well as other internal experts when necessary, to ensure alignment and optimization of project objectives therefore improving the monitoring and evaluation of the project
- Took Lead in the development and adaptation of various data collection tools (such as baseline questionnaire for project site), communication databases, surveys, feedback forms, and participant activity forms, to enhance project efficiency and effectiveness
- Play a pivotal role in creating correspondence with media outlets to highlight Sightsavers’ project in varying project sites, increasing organizational visibility
- Led advocacy reporting to Sightsavers Global Leads, informing them of monthly advocacy updates from the Country Office
- Conducted follow-ups with partners to address and resolve any actions stemming from audits conducted by the finance team or external auditors, maintaining a high standard of financial accountability
- Effectively represent Sightsavers in project-related meetings and advocate for the organization's philosophies and policies within the project area
- Provide valuable support to Other People with Disabilities (OPDs) in their advocacy efforts, contributing to the overall success of advocacy initiatives within the project.
Communications Officer
Catholic Relief Services
11.2021 - 02.2023
- Served as the designated focal point for all social media activities, working closely and collaboratively with the Regional Information Officer
- Maintained a consistent flow of updates and information to CRS' Regional Information Officer regarding critical communications events, programmatic advancements, success stories, and high-profile visits
- This information was subsequently communicated to CRS Headquarters and potentially the U.S
- Media
- Ensured that all project-related communications were meticulously aligned with the country program's (CP) strategy, identity, and the evolving operational landscape in Zambia
- This encompassed various elements, such as CRS' project sites, project documents, video content, visual materials, and media products
- Led the alignment of all project communications with CRS' branding and publications guidelines, adhering to global best practices and donor-specific requirements
- Spearheaded the conceptualization of innovative ideas and strategic directions, leading the pre and post production of motion and still images for varying audiences for the CRS Country office
- Provided substantial support to project teams in the development and maintenance of project fact sheets and one pagers, which served as crucial communication tools for diverse audiences and targeted campaigns
- Managed the archival process for photos, videos, fact sheets, training materials, and other communications documents, ensuring their accessibility on CRS' SharePoint platform
- Additionally, generated and curated content for social media platforms
- Played an instrumental role in coordinating and orchestrating major events for CRS projects (Including the launch of the electric vehicle), knowledge-sharing events, significant donor visits, and milestone anniversary celebrations
- Took lead in Orienting varying project staff on Success and Impact story capturing and documenting as guided by CRS branding requirements
- Assisted in the meticulous coordination of delegations from Headquarters and donor organizations to CRS programs
- Proficiently captured and edited still images (Over 1,000) and videos (Over 20), utilizing tools such as Adobe Premiere Pro, Kdenlive, and Canva to produce high-quality project materials tailored to diverse audiences
- Provided Level of Effort to Emergency project, backstopping the Emergency coordinator in planning and implementation in 7 project sites.
Project Associate (FASTER Project)
Catholic Relief Services
08.2020 - 11.2021
- Rendered logistical and administrative support to FASTER Project (Paediatric HIV focus) Mentors' activities across Eastern, Western, and Southern Provinces improving project activity tracking, planning and implementation
- Facilitated and managed all procurement processes for FASTER staff, ensuring meticulous tracking of goods and services
- Spearheaded the preparation of end-user requisitions for goods and services, effectively initiating procurement procedures
- Played a pivotal role in the processing and thorough review of Mentors' Expense and Expense Reports (EERs) before their submission into the finance department for liquidation thus improving EER report rate
- Collaborated closely with the finance department thus facilitating the efficient processing of financial requests and ensuring the submission of requisite documentation
- Proficiently prepared detailed meeting minutes to capture critical discussions and outcomes ensuring apt follow-ups on pending tasks to staff
- Demonstrated proficiency in reviewing and monitoring project budgets and activities throughout various phases, including before, during, and after activities, this increased efficiency by over 40%
- Effectively monitored project spending through the utilization of Excel tools, ensuring adherence to budgetary constraints
- Collaborated with the warehouse and procurement teams to reconcile supply chain requests and maintain accurate inventory balances therefore ensuring project procurements are over 80% accurate and accounted for
- Provided invaluable support to the compliance officer during monitoring visits, ensuring adherence to regulatory and procedural requirements.
Program Management Specialist
Catholic Relief Services
02.2017 - 11.2020
- Supported 15 projects’ program management, logistical and administrative support including HIV programming focused projects such as Epic3-90
- Facilitated all procurements for programming staff and ensured that goods and services were acquired efficiently and was key in cross-departmental coordination
- Prepared end user requisitions for goods and services thus leading the Supply Chain Coordination between departments
- Processed payment requests in accordance to policy guidelines and finance lead times accordingly, improving departmental efficacy
- Prepared meeting minutes for various meetings ensuring appropriate follow-ups on pending tasks to staff
- Reviewed and monitored project budgets and activities during budget meetings with the various project teams and helped track spending
- Assisted in data collection for surveys conducted for various projects - this included Baselines, Midline and Endline Evaluations to projects in Agriculture, ECD, Microfinance and Nutrition
- Provided support in Knowledge, Attitude, and Practices Surveys under WIN, as well as other program support activities.
Procurement and Grants Associate
Elizabeth Glaser Pediatric AIDS Foundation
01.2016 - 11.2016
- Conducted meticulous bid analysis for procurements exceeding designated thresholds, ensuring cost-effective and compliant procurement processes improving departmental efficiency
- Provided timely and expert procurement advice to end-user departments, facilitating informed decision-making and adherence to procurement regulations
- Orchestrated the submission of all essential documents to the accounts department, expediting the payment process to vendors and upholding financial transparency while keeping within policy guidelines
- Managed the reception of purchase requisitions from various departments, ensuring a streamlined flow of procurement requests
- Efficiently processed and generated Local Purchase Orders (LPOs) in preparation for the procurement cycle, maintaining accuracy and timeliness by well over 80%
- Conducted supplier vetting ahead of selection and addition to the Approved Vendor List
- Demonstrated proficiency in processing and issuing ZRA (Zero-Rated Approval) Purchase Orders upon vendor requests, ensuring compliance with regulatory requirements by over 90%
- Skillfully prepared comprehensive contracts between vendors and the Foundation, defining terms, conditions, and expectations to safeguard mutual interests thus ensuring proper grants management.
Procurement Intern
Catholic Relief Services
05.2015 - 11.2015
- Ensure the documents where filed in accordance to the projects that where being undertaken
- Tracking of payments and filing proof of payment made to the suppliers
- Receipt of all purchase requisitions from various departments
- Updating the Procurement Tracking Tool in readiness to be sent to the global office
- Assist immediate supervisors with administrative activities e.g travel arrangements, perdiems, petty cash photocopying, filing binding, etc
- Raise local purchase order (LPO) in preparation for the buying process
- Distribute work to respective individuals once the manager had allocated the scope of work
- Sourcing of quotations for low valued items and generating bid analysis for various procurements
- Preparing bid registers for various bid openings that took place from time to time
- Ensure that documents where signed according to span of control.
Education
Post Graduate Diploma - Monitoring And Evaluation
Cavendish University Zambia
AQskill TA Digital Concepts Ltd
01.2022
University of Zambia (UNZASEDA), Lusaka
01.2020
University of Zambia (UNZASEDA), Lusaka
01.2020
Bachelor of Science - Purchasing And Supply
LIUTEBM, Livingstone
01.2015
Purchasing And Supply
Chartered Institute of Purchasing And Supply (CIP)
01.2010
Purchasing And Supply
Chartered Institute of Purchasing And Supply(CIPS)
01.2009
GCSE O Level
Examination Council of Zambia
01.2008
Skills
- Problem-Solving
- Flexible and Adaptable
- Critical Thinking
- Organizational Skills
- Organization and Time Management
References
- Ms Harriet Buleya, Project Coordinator – REACH, Sightsavers Zambia, 0977651511/ 0966951511, hbuleya@sightsavers.org
- Ms Bertha Mpepo, Program Director Inclusive Family Strengthening, Catholic Relief Services, 0979743868, bertha.mpepo@crs.org
- Mr Ignatius Mukamba, Technical Advisor Microfinance, Catholic Relief Services, 0971165976, ignatius.mukamba@crs.org
Timeline
Operations Manager
Wuchi Wami Limited
06.2024 - Current
Project and Advocacy Officer – REACH Project
Sightsavers Zambia
04.2023 - 10.2023
Communications Officer
Catholic Relief Services
11.2021 - 02.2023
Project Associate (FASTER Project)
Catholic Relief Services
08.2020 - 11.2021
Program Management Specialist
Catholic Relief Services
02.2017 - 11.2020
Procurement and Grants Associate
Elizabeth Glaser Pediatric AIDS Foundation
01.2016 - 11.2016
Procurement Intern
Catholic Relief Services
05.2015 - 11.2015
Post Graduate Diploma - Monitoring And Evaluation
Cavendish University Zambia
AQskill TA Digital Concepts Ltd
University of Zambia (UNZASEDA), Lusaka
University of Zambia (UNZASEDA), Lusaka
Bachelor of Science - Purchasing And Supply
LIUTEBM, Livingstone
Purchasing And Supply
Chartered Institute of Purchasing And Supply (CIP)
Purchasing And Supply
Chartered Institute of Purchasing And Supply(CIPS)
GCSE O Level
Examination Council of Zambia
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