Diana Kyalo

Detail-orientated Procurement specialist with maximum experience for more than ten years in providing first class results, adept at making critical decisions, managing deadlines and conducting team reviews. With expertise in analysis and quantitative problem-solving skills, dedicated to company growth and improvements.

Import-Export Administrator at MUTSIMOTO MOTOR COMPANY (2024-01 – Present)

• Coordinated import and export operations, liaising with customs agents to facilitate smooth clearance of goods.
• Managed documentation for international shipments, including bills of lading, invoices, and certificates of origin.
• Worked with international regulators and logistics partners to enable cargo movement between different areas.
• Used logistics systems to record cargo status, shipping activities and transactions for audit and consignment tracking purposes.
• Planning most efficient and effective routes for imports and exports, designed to reduce expenses and transport time.
• Reviewing contracts and agreements with service providers to ensure compliance with organizational standards.
• Managing orders, import-export information and transportation records safely stored on Palladium EPR, in-line with company's regulations.
• Managing delivery schedules by assigning work with staff and organizing delivery times.
• Managing tender process timelines to guarantee timely submissions and compliance with deadlines.
• Analyzing tender documents to identify key requirements and assess potential risks.
• Drafting and reviewing contracts, ensuring accuracy and alignment with tender proposals.
• Facilitating tender review meetings, presenting findings and recommendations to senior management.
• Monitoring procurement portals for new tender opportunities relevant to the organization's services.
• Maintaining up-to-date knowledge of procurement legislation and compliance requirements.
• Negotiating terms and conditions with suppliers to secure favorable agreements.
• Preparing and process export documents, ensuring they comply with the EAC requirements.

Import Export Coordinator at TAYLOR REMOVALS LIMITED (2022-01 – 2024-06)

• Local and international removals marketing and sales
• Sourcing and negotiation of rates for both origin and destination, destination virtual discussion
• Best use of apps (movers PEO, google for movers, removal trends, logistics world) and google for sourcing removal and logistics companies at destination and round the world.
• Monitoring and maintaining import and export tracking systems for delivery of accurate and up-to-date records of shipments.
• Developed strategies to reduce overall shipping costs while maintaining high-quality service.
• Enquiring and following on sales leads, official visits to leads and arranging for scope of work
• Opening new leads through marketing on all platforms (digital, physical visits, through potential facilitators)
• Site visit for training and arranging of logistics, preparation of the team for projects
• Sourcing best shipping rates from different shipping companies and agents
• Build working relationships with clients to foster loyalty and encourage repeat business.
• Coordinated import and export of goods for multiple clients, providing accuracy and timely delivery.
• Negotiated and arranged transport of goods with shipping or freight companies.
• Checked import and export documentation to determine cargo contents and classified goods into different tariff or fee groups.
• Bargained terms and rates with vendors and carriers for favorable shipping conditions.
• Prepared shipping documentation, maintaining compliance with US Customs and international regulations.
• Coordinated with internal teams to enable timely ordering, shipping and receipt of goods.
• Negotiated freight rates with carriers for international transportation of goods.
• Follow up, tracking, and updating shipment status for ongoing orders, day to day updates to clients on the status of their cargo to delivery date.
• Follow up on transit licenses for cross border shipment, drivers passports, EAC COMESA clearance are up to date
• Import export documentation- provision of consignee details, shipping details as advised by client, approval of all imports and export declaration documents, (way bills, bill of lading, and airway bills, invoices packing list marine debit notes)
• Processing quotations, proformas, invoices, supplier contracts.
• Entered shipping information into the computer system and estimated freight and courier rates.
• Analyzed shipping reports to identify opportunities for cost savings.
• Assist with problem resolution and dispute management relating to import and export activities.
• Prepared and submitted reports on import and export activity to management.
• Investigate discrepancies in shipping documents and resolve issues with vendors.
• Establish and build positive relationships with vendors and carriers, promoting competitive shipping rates and service.

Procurement Officer at VICTORIA COURTS TRADING LIMITED (2017-06 – 2020-12)

• Local and international purchasing, processing, and LPOS RFQs processing.
• Import documentation (BL, invoices, packing list, certificates of origin, marine debit notes, LCs) processing.
• Coordinating on overseas payments and credit terms.
• Pre-preparation of estimated and landed costs, prices of items, and publishing the price list.
• Staff training on new inventory, handling, and selling points.
• Updates of shipments, follow-up of import documents.
• Coordinating with clearing agents for expedition clearance.
• Reporting damages and following up with the supplier for replacement and insurance claims.
• Importing, filling, updating data, answering all queries concerning all items, and staff training.
• Input, analyzed, and reported on data covering all aspects of procurement operations.
• Preparing tenders and the bidding process, and following up until we are awarded.
• Filling in the prequalification PPQ, ITT, and online portals.
• Build relationships with vendors to negotiate ideal terms for purchase.
• Set up and negotiate contracts to obtain favorable pricing and delivery structures.
• Negotiate contracts with vendors, securing the best prices and terms for materials, equipment, and services.
• Maintained effective and lasting vendor relationships through dynamic communication, collaboration, and intelligent questioning skills.
• Reduced production downtime by overseeing quality control and assembly.
• Managed a database of vendor details, pricing information, and organisation to maintain order.
• Provided accurate and up-to-date records of leading procurement procedures.
• Made valuable contributions to the planning of promotions, pricing, and inventory levels, enhancing inventory flow, revenue, and profits.
• Implemented policies and procedures for optimal purchasing methods, and cost control.

Procurement/ Imports Coordinator at CLIQUE LIMITED (2012-02 – 2016-11)

• Monitor and coordinate the safe and efficient delivery of goods from origin to destination, ensuring compliance with all international shipping regulations.
• Liaise with shipping lines, freight forwarders, customs brokers, and government agencies to ensure timely and cost-effective shipment of goods.
• Manage the preparation and documentation of export and import shipments.
• Analyze and assess the risks involved in export/import operations in order to ensure compliance with regulations.
• Obtain an accurate checklist and check all shipping documents to avoid errors, identify missing documents, and identify potential issues. Opening of Form LC application for import.
• Handling timely order execution and documentation, such as pre- and post-shipment documents.
• Manage customs documentation for clearing, and forwarding.
• Coordinating with an accredited clearing agent for the clearing of goods at origin.
• Liaising with the shipping company on all issues with the consignment.
• Administering import procedures and documentation, and effective liaison with customs agents and logistics.
• Managing demurrages, port charges, and other costs within specified norms.
• Liaising with port authorities and customs officials, monitoring compliance with regulatory requirements, and maintaining requisite papers and documents.

Bachelor of Science in Supply Chain Management – MOUNT KENYA UNIVERSITY (2021-01)

Diploma in Supply chain Management – MOUNT KENYA UNIVERSITY (2021-01 – 2021-01)

Certificate in Procurement Management – MOUNT KENYA UNIVERSITY (2017-01 – 2017-01)

Diploma in Customs clearing and forwarding – NAIROBI AVIATION COLLEGE (2012-01 – 2012-01)

Certificate in Secretarial training, computer packages and accounting packages – ZEARS TECH COMPUTER (2008-01 – 2008-01)

Kenya Certificate of Secondary School – NDUMBERI HIGH SCHOOL (2007-01 – 2007-01)

Kenya certificate of Primary School – ST. JOSEPH PRIMARY SCHOOL (2002-01 – 2002-01)