administrative coordinator
KPBC - UNDP
Total years of experience :21 years, 11 Months
• Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
• Provides supplies by identifying needs; establishing policies, procedures, and work schedules.
• Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
• Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
• Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
• Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
• Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
• * Maintains professional and technical knowledge by attending workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
• Contributes to team effort by accomplishing related results as needed.
Monitored two health projects in FATA, fund allocated by GIZ & UNOCHA, My responsibility;
- Develop social Mobilization Strategies & Training Modules, CBOs assessment tools, Performance Management tools, conflict resolution/grievances mechanisms
- Design & develop M&E frame work/ DIP / planning and inputs in Management Action Plan, tools, protocols and procedures,
- Monitor projects progress against DIP, M&E Plan, Indicators, implementation strategy
- Monitor, evaluate & reports on Social Mobilization & community based Organizations formation, Staff & CBOs’ members Capacity Building,
- Ensure the proper utilization of sub-grants given to Community Based Organizations for the Revitalization & Rehabilitation community social infrastructures i.e. health facilities, WASH & provision of health services
- Ensure the effectiveness in small Enterprise / entrepreneurship development; ensure to develop community & Govt. line department partnership / linkages.
- Design and supervise baseline surveys, analyzes and develop proposals according to the need of the community focusing female & special people of community.
- Identify potential bottlenecks with result oriented solutions.
- Ensure vigilant, timely and proper financial management of the budgeted activities through regular reviews, utilization & monitoring.
- Preparing daily updates and weekly, fortnightly, monthly, quarterly and final reports regarding the progress of project.
Supervise and Manage M&E Officers on compiling relevant and concise information for routine project reports; and special reports as required
Participate in professional training and development activities as necessary.
Schedule and track monitoring activities across the project modalities
Assist, support the Livelihood Coordinator in designing indicators and benchmarks; measure progress towards achieving planned results and measure outcomes for evaluation and program learning;
Draft and adapt appropriate data collection tools, survey questionnaires, user-friendly tracking formats and systems for recording, compiling, storing, processing and reporting information guidelines for Senior Managers and reporting templates;
Conduct impact studies, baseline studies, assessments and surveys to identify new interventions as well as improvement in the existing projects;
Liaise with Management and donor organizations.
In coordination with Management, instruct the M&E Officers to visit field sites to collect qualitative and quantitative information to measure pre-established project indicators on a regular basis, ensuring that they are reliable, up-to-date and accurate
Ensure the data are organized and stored in a way that they are easily accessible and understandable to a composite target audience, including Admin Finance, partners & donor,
Hold regular meetings with program staff and heads to follow up on on-going project;
Drafting case studies, success stories and research papers for donors; and other partners;
Assist the grants unit in developing new proposals, concept note, log frame and work plans
Developed project work plans & revised as appropriate to meet changing needs and requirements
Identified resources & assign individual responsibilities
Managed day to day aspects of the project and scope
Prepared and ensured procedures at office & field level
Managed budgets & complied with the project activities
Assured project supporting documents completed and signed by the relevant staff members
Conducted regular coordination meetings with the team for progress updates
Mitigated team conflict and communication problems
Developed quality progress reports, analytically reports, training reports, case studies etc.
Capacity building of the team members as and when required
Conducted monitoring visits for direction,
complied with & helped to enforce standard policies & procedures
Designed strategies & activities related to enterprise development, including areas for new interventions.
Identification of potential individuals for the approved activities, Verification of training material & Incubation managers as well for potential grantees for in-kind and cash grants and identify other micro enterprise sources for future expansion of business.
Implemented Incubation & placement of individuals in different incubation centers, Budgeting, Assist the finance section
Developed linkages and partnerships with other organizations and entities operating in the project area, and that can provide support to project clients.
Monitored activities regularly as well assisted Monitoring section for monitoring and reporting
Documentation of progress into weekly and monthly reports
TRAINING AND CAPACITY BUILDING
SRSP receives fund from various non / Govt departments for the capacity building. I remained involve in the capacity building of staff and communities through training, exposure visits and strategic planning workshops etc. Before commencement of the training, proper TNA of the staff was conducted. Based on the TNA, training plan was developed in consultation with the management and keeping in view the broad organizational objective. Similarly training papers were also developed for each training event. The services of other individuals and organizations are also contracted on short-term consultancy basis to help us achieve our outputs. I my-self also remain involve in imparting training to the staff and communities’ leader.
PROPOSAL DEVELOPMENT
» Proposal development (preparation & submission of proposals to donors and assist the any section of SRSP relating training in a project.
» To plan (need assessment), design, prepare / organize, formulate, budget, present / implement, monitoring, follow up & evaluate trainings.
LIAISON WITH DONORS AND OTHER NGOS
I remained in touch with the donors and other organizations for HRD related activities. I also keep close liaison with the civil society organizations on behalf of my organization.
ADMINISTRATION
I was responsible for the administration and office management; maintenance and operation of organizational assets; procurement of various items; correspondence and reporting; dealing with the auditors; proper operation/ maintenance and supervision of vehicles.
SYSTEMS AND PROCEDURES
I also involve in working on the development of systems and procedures within the organization. The service rules of the organization have been revised in accordance with the BoD decision to make decentralization within the organization. The training policy has been developed to lay down clear policies and rules for the staff development.
MEMBER GENDER FOCUS GROUP
I am the member of gender focus group in SRSP. The basic objective of gender focus group is to mainstream gender perspective in all Programme activities, including HR.
MEMBER OF THE PROVIDENT FUND COMMITTEE
05% to 10% of the basic salary is deducted from each staff member and an equal amount is added to it on monthly basis. The same is invested and then at the end of service the employees get it. I am the member of the Provident Fund Trust and manage it according to the rules of Provident Fund Trust in consultation with other management members.
COORDINATE, MONITORING & REPORTING:
» Assessment of the Training, Trainers, Course, and Trainees,
» Provide support to other sections in designing of policies and other programme package.
» Coordinate and arranged different type of training for staff and community.
Preparing calendars of the events, Administrative and logistical arrangements,
Maintain update stock of the training material.
Awareness and Advocacy Campaign about children rights,
Capacity Building of Local administration under local Government Ordinance 2001,
Institutional Support for the uplift of Birth Registration,
Formation of Child Rights committees and District Children Forums among the children.
Provided guidance to all Capacity building coordinators (HRDOs)
Formation of Child Rights Committees
Preparation of Quarterly Action Plan with District Children Forums;
Disseminations of information & Extension Education Materials;
Monitoring and Evaluation & Reporting
SCREENING PROCESS
» Conducted eligibility interview of refugees under the International Refugees and Human Rights Law, 1951 UN Refugee Convention and 1967 Protocol, thoroughly but in compassionate manner, using the range of interviewing techniques, in order to gather sufficiently accurate and detailed information to assess eligibility, accordingly to the information of their state of origins.
» Analyzed the information gathered during an eligibility interview with the information of their country of origin, to make an objective recommendation on eligibility based & UNHCR guidelines. Assisted the refugees for the legal status (screen in / out).
RELOCATION EXERCISE
Identified, Verified, Counseled /interviewed the head of family (HOF) to be repatriated and recommended on priority basis to support the serious cases like pregnancies, diseased etc
Verified the family composition i.e. Names, ages, laguges, vulnerability and Provided supportive facilities to solve their problems in relocation
To issue the relocation ticket to HOF & specifically marking the ticket with vulnerability (i.e. Widow, PD, UE, etc), Loading the Refugees convoys
Provision of logistic support in relocation to the newly established camps.
Supervise and Monitor the implementation activities at the field area.
RECEPTION AND REGISTRATION PROCESS
Receiving convoys to the Transit Areas of the newly established Camps in different tribal Agencies / areas (i.e. Khyber, Bajawar & Kurram Agencies).
Arrangements for their remedy food & Protection in the Transit Areas,
Planning for Registration & Informing the Refugees,
Registration of the Relocated Refugees by issuing them temporary cards,
REPATRIATION PROCESS
Facilitated voluntary repatriation of refugees from different camps of NWFP.
Ensure the access of refugee women to programmes for voluntary repatriation, resettlement & to provide information to make them informed for durable solutions.
CAMPS PROTECTION AND ASSISTANCE
To ensure the personal Security of women against any violence, acts, abusive detention, Physical attack, Rape, Abduction, Threats, Sexual harassment, Obligation to grant sexual favours in return for documentation and / or assistance.
Access of women to income- generation, skill training and participation in planning programmes to ensure their ability to support themselves and their families.
To monitor, assist and ensure the participation of women, households’ distribution of Food and Non-Food items, shelter, health care, clean water firewood etc.
I read one of the top colleges of Pakistan. was the third in all Khyber Pukhtun khawa MBA' s Students. I received the top third award and scholarship.
