Inventory Assistant
Government of Pakistan, Ministry of Finance, Central Directorate of National Saving
Total years of experience :14 years, 5 Months
...
Services: Project Management, Coordination & Reporting
Project: General Food Distribution (GFD) for Internal Displace People's (IDP's) funded by United Nation World Food Programme (UNWFP)
Online database management:
Online beneficiaries’ verification from UNWFP website and for any update of beneficiaries’ information edits on UNWFP comment box etc (blood relation, spouse/father/child register, who’s received ration).
Preparation of daily report:
Collect daily food distribution data from each Distribution team; compile the distribution reports and inform the supervisor on daily basis.
Social Mobilization:
Beneficiaries having problems with online verification and their cases could be resolved, referred to complaint/grievance desk mechanism maintained by Save the Children and International Refugee Committee (IRC) in integration.
Updating of record on board:
Update daily Distribution Board with information of warehouse food stock and distribution activities. Compile weekly data for preparing weekly/monthly distribution reports as per the prescribed formats.
Data provision to supervisor:
Provide the supervisor with necessary information in order to prepare monthly/quarterly narrative reports for donors as well as for the country office.
Liaison with Logistic:
Arrange to keep adequate stock of all commodity management and distribution related forms as per SC’s standard commodity management procedures.
Ensure effective office management through:-
• Maintenance and updating of filing system
• Handle standard telephonic, email, letter and walk in queries within standard guidelines set by supervisor
• Answering and directing emails, letters and other forms of communication
• Prepare appropriate replies to standard queries for approval by supervisor
• Ensure adequate levels of stationary, office material supply, hub furnishing and other equipment’s
• Monitoring time and attendance for all departmental staff and collating time sheets for updating in HRMS
• Coordinating departmental member’s diaries
• Arranging logistics of travel itineraries of team members
• Casual labor payments prepared and submit to finance department for compliance and effective payment in timeline.
• BVA (budget vs actual) overlooking under budgeted expense as a focal person and informed food aid coordinator timely if any deviation observed.
• Handling standard communication with other departments as directed
• Coordinating payment requisitions for reimbursement of actual expenses
Assist in smooth running of meetings and conferences by:-
• Arranging venues and availability, preparing and distributing agendas, taking and distributing of minutes and notes
• Circulating relevant information and highlights outstanding issues.
Job Responsibilities:
To collect and create Community Physical Infrastructure (CPI) Schemes detail by each villages for Food for work (FFW).
To create a data base for all the participants by each village. Keep updated all the key persons on day-to-day distribution plan activities at the sub-office level.
To collect the attendance registers of all participants by each schemes.
Collect updated data from warehouse i.e., commodity receiving and dispatching information from the Documentation Assistants on daily/weekly basis.
Collect daily food distribution data for each Village Tract/Township from the relevant Documentation Assistants; compile them by each sub-office/region and submit the same to the Food Security Advisor for his/her review.
Create a data base for all the beneficiaries by each Township.
Keep updated all the key personnel on day-to-day distribution plan activities.
Update daily Distribution Board with information on food stock and Village Tract distribution activities.
Compile weekly/monthly distribution reports received from the Documentation Assistants and summarize them for submission to donors and SC management.
Review/check all SC/WFP incoming/outgoing waybills, outlet distribution reports and muster rolls, loss reports in order to ensure that the weekly/monthly distribution reports submitted by the Documentation Assistants are correct and matched with all the related papers / documents.
Assist and direct the Documentation Assistants in filling necessary documents like 1) Beneficiary lists, 2) Distribution plans, 3) SC/WFP incoming and outgoing waybills, 4) Outlet distribution reports, 5) Muster rolls, 6) Loss reports, etc., in separate files.
Prepare WFP invoices and submit the same to the Food Security Advisor on the 10th of each month for verification and submission to WFP in a timely manner.
Reporting:
To ensure all union council / Tehsil and District level Commodity Dispatch, Delivery, Distribution and Loss Documents are made correctly, in a timely manner, stored properly and submitted to the Food Aid Coordinator and Food Aid Advisor.
To ensure that supervising and monitoring the Documentation Assistants to perform their job as per the expectation of the agency/reported by Food Aid Coordinator.
To ensure each village Tract/Township from the relevant union council for intervention of other programs.
Make daily, weekly, quarterly, Monthly Food Distribution Report (MDR).
Ensure that all commodity losses are immediately and correctly reported to the Food Aid Coordinator and Food Aid Advisor for necessary appropriate and timely action.
The Donor is required to submit a monthly consolidated commodity transaction report i.e.; Invoices, Cooperating Partner’s Report (CPR), Commodities Receipts Report (CRR), Commodity Stock Report (CSR), Commodity Loss Status Report (CLSR), etc.
Assist Food Aid Coordinator to prepare daily / monthly / quarterly food distribution reports.
Proper record check and balance, filing and Documentation of Terms of Partnership (TOP).
Job Responsibilities:
Collect updated data from warehouse i.e., commodity receiving and dispatching information from the Documentation Assistants on daily/weekly basis.
Collect daily food distribution data for each Village Tract/Township from the relevant Documentation Assistants; compile them by each sub-office/region and submit the same to the Food Security Advisor for his/her review.
Create a data base for all the beneficiaries by each Township.
Keep updated all the key personnel on day-to-day distribution plan activities.
Update daily Distribution Board with information on food stock and Village Tract distribution activities.
Compile weekly/monthly distribution reports received from the Documentation Assistants and summarize them for submission to donors and SC management.
Review/check all SC/WFP incoming/outgoing waybills, outlet distribution reports and muster rolls, loss reports in order to ensure that the weekly/monthly distribution reports submitted by the Documentation Assistants are correct and matched with all the related papers / documents.
Assist and direct the Documentation Assistants in filling necessary documents like 1) Beneficiary lists, 2) Distribution plans, 3) SC/WFP incoming and outgoing waybills, 4) Outlet distribution reports, 5) Muster rolls, 6) Loss reports, etc., in separate files.
Prepare WFP invoices and submit the same to the Food Security Advisor on the 10th of each month for verification and submission to WFP in a timely manner.
Reporting:
To ensure all union council / Tehsil and District level Commodity Dispatch, Delivery, Distribution and Loss Documents are made correctly, in a timely manner, stored properly and submitted to the Food Aid Coordinator and Food Aid Advisor.
To ensure that supervising and monitoring the Documentation Assistants to perform their job as per the expectation of the agency/reported by Food Aid Coordinator.
To ensure each village Tract/Township from the relevant union council for intervention of other programs.
Make daily, weekly, quarterly, Monthly Food Distribution Report (MDR).
Ensure that all commodity losses are immediately and correctly reported to the Food Aid Coordinator and Food Aid Advisor for necessary appropriate and timely action.
The Donor is required to submit a monthly consolidated commodity transaction report i.e.; Invoices, Cooperating Partner’s Report (CPR), Commodities Receipts Report (CRR), Commodity Stock Report (CSR), Commodity Loss Status Report (CLSR), etc.
Assist Food Aid Coordinator to prepare daily / monthly / quarterly food distribution reports.
Proper record check and balance, filing and Documentation of Terms of Partnership (TOP).
To collect and create Community Physical Infrastructure (CPI) Schemes detail by each villages for Food for work (FFW).
To create a data base for all the participants by each village. Keep updated all the key persons on day-to-day distribution plan activities at the sub-office level.
To collect the attendance registers of all participants by each schemes.
To collect daily updated data from warehouse i.e. Commodity receiving and dispatch information.
To collect daily food distribution data from each Distribution team; compile the distribution reports and inform the Documentation Officer on daily basis.
To update daily Distribution Board with information of warehouse food stock and distribution activities. Compile weekly data for preparing weekly/monthly distribution reports as per the prescribed formats.
To arrange to keep adequate stock of all commodity management and distribution related forms as per SC’s standard commodity management procedures.
To assist Documentation Officer in preparation of update to be submitted to Donor for each monthly distribution.
To update day to day food distribution way bills and to keep proper procedure of Stock releasing submitting Food Dispatch Authorization Memo (DAM) in time to facilitate the field staff.
Any other project related task assigned by supervisor.
Job Responsibilities:
To collect daily updated data from warehouse i.e. Commodity receiving and dispatch information.
To collect daily food distribution data from each Distribution team; compile the distribution reports and inform the Documentation Officer on daily basis.
To update daily Distribution Board with information of warehouse food stock and distribution activities. Compile weekly data for preparing weekly/monthly distribution reports as per the prescribed formats.
To arrange to keep adequate stock of all commodity management and distribution related forms as per SC’s standard commodity management procedures.
To assist Documentation Officer in preparation of update to be submitted to Donor for each monthly distribution.
To update day to day food distribution way bills and to keep proper procedure of Stock releasing submitting Food Dispatch Authorization Memo (DAM) in time to facilitate the field staff.
Any other project related task assigned by supervisor.
Reporting:
To ensure all union council / Tehsil level Commodity Dispatch, Delivery, Distribution and Loss Documents are made correctly, in a timely manner, stored properly and submitted to the Food Aid Coordinator and Food Aid Advisor.
Make daily, weekly, quarterly, Monthly Food Distribution Report (MDR).
Ensure that all commodity losses are immediately and correctly reported to the Food Aid Coordinator and Food Aid Advisor for necessary appropriate and timely action.
Assist Documentation Officer and PO (Food) to prepare daily / monthly / quarterly food distribution reports.
Proper record keeping, filing and Documentation of Terms of Partnership (TOP).
Managing all the accounts, payables and receivables for the Magazine;
Coordinating with CEO of the magazine regarding daily, weekly working plan.
Managing a team of 40 Field Reporters.
Coordination with Police Department regarding Crime Investigation.
Preparing Reports of Crime Investigation (Murder cases, Street Crime, etc).
Coordination with other Media Partner’s.
Receiving Official Press Releases from Press Club & APMS.
Visits Commercial Organizations for Magazine Adds.
Introduction to computing, Communication skills, Introduction to Public Administration, Principal of Management, Introduction to Sociology, Economics. (In process)
Advanced Financial Accounting, Auditing, Business Communication Report and Writing, Business Law, Business Taxation, Cost Accounting, Economics of Pakistan, Pakistan Studies.
Principle of Accounting, Principle of Economics, Geography, Principle of Commerce, Banking, Business Math/State.
Chemistry, Physics, Biology, Mathematics.
