Senior Administration Officer KP
Save The Children Early Childhood Care and Education Project
Total years of experience :10 years, 11 Months
• Be responsible for ensuring all type of admin support to the project.
• Supervise the work of admin staff for the efficient working of the department.
• To ensure the implementation of SC policies and maintain office decorum ensure clean safe and comfortable working environment.
• General administration, (implementing Sop’s, documentation, reporting, )
• Manage team of logisticians at field level assuring maximum support to program needs.
• Ensure that appropriate procedures pertaining to each logistics function are in place, adhered to and logistics staff received adequate orientation on essential standards, procedures, tools and guidelines.
• Prepare and monitor all lease agreements, service agreements, Janitorial contract and other relevant records and liaison with concerned entities (Government functionaries, vendors, land lords etc) and maintain agreements tracker.
• Liaison with the government departments regarding registration and janitorial issues. (PDMA, Interior ministry, WAPDA, PTCL, SUI GAS, Telecom companies, Local Authorities).
• Ensure that fleet tracking system and internal controls are in place to remove and minimize the risks associated with improving efficiency, productivity and reducing overall cost.
• Ensure that “fuel to fuel” monitoring is done and monthly fuel consumption reports are prepared making possible the analysis of relative efficiency of vehicles.
• Ensure the supervision of record keeping and up to date records of vehicles road tax, insurance expiry dates and other relevant taxes.
• Ensure packing/transportation of furniture, equipment to other locations.
• Supervise overall inventory.
• Responsible to review and compile monthly stock reports in detail before submitting them to head office authorities.
• Make sure that assets register is updated and any change in assets register is highlighted before sharing it to central inventory department at country office.
• Ensure that assets are tagged, verified and possibly protected.
• Ensure that procurements are made in line with the approved policy, data base for potential suppliers is maintained and documentary records are kept in a safe possession.
• Ensure that admin related tasks are done effectively and staff deployed for support services is working under the systems assuring work gets done effectively with minimum time, effort and money.
• Organize domestic and international travel for expatriates and national staff
• Arrange hotel and guest house bookings for expatriates and national staff
• Provincial accounts (budgeting, billing, ledger and account, book keeping, reconciliations, banking procedures)
• Districts accounts reconciliations and reporting to head office
• Verify overtime claims and travel expenses of admin staff/support staff.
• Procurement for districts and provincial office
• HR (procedures handling and implementation)
• Event management (trainings/meetings/seminars/logistics/boarding lodging arrangements etc.)
• Supervision/ Coordination with fleet department for pickup and drop of staff and guests
• Ensure all utility bills are received, checked and paid timely without surcharge
• Supervise kitchen/refreshment supplies and maintain proper records
• Assign duties to gardeners to ensure that gardening work is taken care of
• Assign cleaning duties to outsourced cleaners and check cleanliness of premises
• Maintenance of proper filing and retrieval system
• Prepare time sheets for all support staff and assign overtime duty as and when required
• Perform outdoor duties when required
• Roll out sub-grant agreements and contracts clauses with Partners to ensure that they fulfill donor’s/legal requirements with subsequent financial monitoring
• Support team in assessment of partner capacity to address all related risk.
• Establish good working relationship with all partners.
• Support partners in building their capacity for efficient financial management.
• Be responsible for ensuring all type of admin support to the project.
• Supervise the work of admin staff for the efficient working of the department.
• To ensure the implementation of SC policies and maintain office decorum ensure clean safe and comfortable working environment.
• General administration, (implementing Sop’s, documentation, reporting, )
• Manage team of logisticians at field level assuring maximum support to program needs.
• Ensure that appropriate procedures pertaining to each logistics function are in place, adhered to and logistics staff received adequate orientation on essential standards, procedures, tools and guidelines.
• Prepare and monitor all lease agreements, service agreements, Janitorial contract and other relevant records and liaison with concerned entities (Government functionaries, vendors, land lords etc) and maintain agreements tracker.
• Liaison with the government departments regarding registration and janitorial issues. (PDMA, Interior ministry, WAPDA, PTCL, SUI GAS, Telecom companies, Local Authorities).
• Ensure that fleet tracking system and internal controls are in place to remove and minimize the risks associated with improving efficiency, productivity and reducing overall cost.
• Ensure that “fuel to fuel” monitoring is done and monthly fuel consumption reports are prepared making possible the analysis of relative efficiency of vehicles.
• Ensure the supervision of record keeping and up to date records of vehicles road tax, insurance expiry dates and other relevant taxes.
• Ensure packing/transportation of furniture, equipment to other locations.
• Supervise overall inventory.
• Responsible to review and compile monthly stock reports in detail before submitting them to head office authorities.
• Make sure that assets register is updated and any change in assets register is highlighted before sharing it to central inventory department at country office.
• Ensure that assets are tagged, verified and possibly protected.
• Ensure that procurements are made in line with the approved policy, data base for potential suppliers is maintained and documentary records are kept in a safe possession.
• Ensure that admin related tasks are done effectively and staff deployed for support services is working under the systems assuring work gets done effectively with minimum time, effort and money.
• Organize domestic and international travel for expatriates and national staff
• Arrange hotel and guest house bookings for expatriates and national staff
• Provincial accounts (budgeting, billing, ledger and account, book keeping, reconciliations, banking procedures)
• Districts accounts reconciliations and reporting to head office
• Verify overtime claims and travel expenses of admin staff/support staff.
• Procurement for districts and provincial office
• HR (procedures handling and implementation)
• Event management (trainings/meetings/seminars/logistics/boarding lodging arrangements etc.)
• Supervision/ Coordination with fleet department for pickup and drop of staff and guests
• Ensure all utility bills are received, checked and paid timely without surcharge
• Supervise kitchen/refreshment supplies and maintain proper records
• Assign duties to gardeners to ensure that gardening work is taken care of
• Assign cleaning duties to outsourced cleaners and check cleanliness of premises
• Maintenance of proper filing and retrieval system
• Prepare time sheets for all support staff and assign overtime duty as and when required
• Perform outdoor duties when required
• Roll out sub-grant agreements and contracts clauses with Partners to ensure that they fulfill donor’s/legal requirements with subsequent financial monitoring
• Support team in assessment of partner capacity to address all related risk.
• Establish good working relationship with all partners.
• Support partners in building their capacity for efficient financial management.
The second milestone of my carrier which polished me and my personality to have a target oriented approach with team work and gave me self reliance formula of hard work and responsibility.
KEY AREAS OF RESPONSIBILITIES:
• Administration, (implementing / documentation/ reporting of SOPs)
• Accounts (budgeting/ billing/ ledger and account/ book keeping/ reconciliations)
• Logistics (planning and allocation of transport, POL, R&M )
• HR (procedures handling)
• Procurement handling.
• Coordinate with fleet department for pickup and drop of staff and guests
• Ensure all utility bills are received, checked and paid timely without surcharge
• Supervise kitchen/refreshment supplies and maintain proper records
• Assignment of duties to support staff to ensure that day to day routine work is taken care of
• Assign cleaning duties to outsourced cleaners and check cleanliness of premises
• Maintenance of proper filing and retrieval system
• Perform outdoor duties when required
The job helped me gain confidence and boldness and I think is the building foundation stone of my carrier. my main duties were
Teaching, Examination, Computer Main Lab In-charge.
Subjects Taught:
• Structured/Object oriented programming.
• Multi Media Technologies.
• System Analysis and Design
• Communication and Networking
• Intro to Information Technology
• Microsoft Tools and Programs (word, excel, access etc)
Got A Master in Information technology with a project on networking and hardware technologies.