SENIOR ADMIN OFFICER
Acted Pakistan
Total years of experience :6 years, 5 Months
•Responsible for all Administrative aspects in coordination with Administrative Manager Pakistan.
•Oversee the smooth flow of routine administrative work of the ACTED office at DG KHAN.
•Ensure adherence to ACTED administrative procedures by support staff;
•Coordinate and assist Team Leader/ Administrative Manager in preparing and implementing administrative and management policies and procedures
•Ensure proper functioning and maintenance of the office equipment and other facilities;
•Establish and maintenance of effective working relationship with local authorities, local contracts and businesses, landlords and service providers, etc
•Preparation and implementation of Assets inventory procedures in office and staff houses .
•Proper tracking of used / unserviceable / saleable / discarded items.
•Monthly / quarterly reconciliation of assets, as per physical count, reconciliation of inventory reports and update record keeping.
•Focal person for all ACTED property leases, prepare new agreements, property maintenance and maintain a schedule of contracts and payments.
•Responsible for Inventory of mobiles, Thuraya, computers, photocopiers, fax and all other electronic equipments.
•Coordinate duty rosters of staff at ACTED office and staff houses.
•Responsible for hiring for all types of maintenance related services and contracts.
•Conduct both professionally and personally in such a manner as to bring credit to ACTED and to not jeopardize its humanitarian mission in Pakistan.
•In charge of ACTED internal security or related to ACTED office and Guest Houses.
•Maintain and monitor attendance book; alert supervisors to poor attendance records of relevant staff;
•Conduct himself/herself both professionally and personally in such a manner as to bring credit to ACTED and to not jeopardize its humanitarian mission in Pakistan.
•Maintain Contacts with peer agencies.
•Other duties as assigned by the supervisor
•Responsible for all Administrative aspects in the absence of Administrative Manager.
•Oversee the smooth flowing of routine, administrative work of the ACTED office and program support functions;
•Ensure adherence to ACTED administrative procedures by support staff;
•Assist Team Leader in preparing and implementing administrative and management policies and procedures;
•Prepare and implement guidelines for the operation of programme support functions; in particular, the functions of reception, photocopies, translation services and office maintenance.
•Ensure proper functioning and maintenance of the office equipment and other facilities;
•Preparation and implementation of Assets inventory procedures in ACTED office and field offices.
•Proper tracking of used / unserviceable / saleable / discarded items.
•Monthly / quarterly reconciliation of ACTED assets, as per physical count, reconciliation of inventory reports and update record keeping.
•Focal person for all ACTED property leases, prepare new agreements, property maintenance and maintain a schedule of contracts and payments; including.
•Responsible for Inventory of mobiles, Thuraya, computers, photocopiers, fax and all other electronic equipments.
•Responsible for hire all kind of maintenance related services and contracts.
•Conduct both professionally and personally in such a manner as to bring credit to ACTED and to not jeopardize its humanitarian mission in Pakistan.
•Maintain and monitor attendance book; alert supervisors to poor attendance records of relevant staff;
•Conduct both professionally and personally in such a manner as to bring credit to ACTED and to not jeopardize its humanitarian mission in Pakistan.
•Other duties as assigned by the supervisor.
• Preparing & Posting ads for new post as required in Personnel Requisition Form;
• Resume screening and short listing; and Finalizing Questionnaire;
• Conduct interviews in a panel shape; while using interview questionnaire and grading sheet
• Introduction of new employee with acted employees;
• Orientation of new employee with ACTED policies, rules n regulation specifically related to Human Resources;
• Conduct performance evaluation for employee at the end of probationary period with program manager/team leader and Issue confirmation letter after probation completion;
• Prepare payroll with Finance Department;
• Provide information to Internal and external auditor and fill the gaps;
• Analysis on Performance Evaluation and Finalizing Evaluation;
•Budgeting for Training & Manpower;
•Forwarding all the trainings to the department heads and posts it on notice board;
•Training Need Assessment and coordinating trainings for ACTED employees;
•Keeping record of trainings in employees file and in general;
•Counseling of ACTED employees; & Dispute Resolution
•Making final clearance after receiving the documents;
•Exit Interview
•Planning advocacy project activities in line with the given project frame.
•Implementing field activities with support of project and field teams.
•Arranging and conducting meetings with community, community elders, counsellors, nazims and with district health authorities and DRUs.
•Supporting Project Manager in meetings with ERRA and PERRA.
•Collecting, organizing and analyzing field data.
•Preparing report for submission to the project manager.
•Regulating expenses in line to the budget.
•To submit the project report on monthly and quarterly basis.
•Over all supervise and control all the project activities according to the workplan.
•Conducting meetings with all the stake holders regarding the project achievements.
•Procurement of different materials for the project.
•Making Close contact with Media (Television, Newspaper, Radio and mass media).
•Generating the Health awareness Messages, IEC Material
Assist Program Manager in supervision of MC vocational training/ enterprise development and Brooke project staff in the field.
• Develop and implement strategies for community mobilization to ensure participation in training program
• Supervise the activities of vocational and enterprise development trainings ensuring that these are in line with the work plan.
Coordination role
• In coordination with the Agric. Training Officers, determine training needs and establish a strategy for the establishment of working groups.
• In close cooperation with the Agricultural Training Coordinators/ Officers design and conduct different surveys for the agricultural and MAPS projects.
• Cooperate with the Agric. Training coordinators in the planning and implementation of project activities.
Others responsibilities
Help out Team Leader in the following areas;
• Review budget and time-line requirements for all the Livelihoods activities.
• Maintain all documentation relating directly to Livelihood activities required to ensure accountability to the donor.
• Develop monitoring and evaluation procedures in close cooperation with the M&E department.
• Provide monthly reports to the Program Manager detailing progress of project and issues or difficulties in field.
• Develop and maintain relationships with the NGOS, INGOS, LA and other organizations working in the targeted communities
• Represent Mercy Corps in a professional manner to suppliers, government officials, local and international community members and community groups, suppliers, the UN and others as needed
Responsible for the implementation of vocational project in Siran & konch valley.
Responsible for the coordination with Government Technical college and Trade testing board Peshawar for the registration and examination of trainees.
Responsible to submit the weekly, monthly, Quarterly and annual report to program manager.
To assist the project coordinator to develop the detailed implementation plan for the project activities.
Responsible to coordinate with local line department NGos, INGOs Plan, coordinate & implement the Livelihoods program training component. Assess training needs of the target communities in participatory process.
• Establish & implement planning, reporting systems for subordinates.
• File & document all details in relation to project activities.
• Provide oversight of the beneficiary targeting & distribution to ensure that the process is transparent, accountable & fair.
• Represent Mercy Corps in a professional manner to suppliers, Govt. officials, local & international community members & community groups, the UN & others as needed.
Lead a team of social and engineering staff for construction of shelters, latrines and hand
Assessment planning for social mobilization teams working in earth quack affected areas. Conduct different training's/ workshops for capacity building of staff.
Monitoring and solving the issues arising during the field work.
Coordinate inside office and outside office for development works.
Planning and monitoring of distribution of 480 one room Shelter Materials.Planning and monitoring of distribution of 140 private and communal latrine Materials.
Planning and Monitoring of Engineering team for construction activities.
Planning and Monitoring of Cash for Work Livelihood schemes utilizing skill and unskill man days.
Planning and Monitoring of construction and rehabilitation of hand pumps.
Daily weekly and monthly reporting to project coordinator. Participate in informal social Gatherings.
Ensuring the smooth flowing of routine, administrative work of AGAI office and support unit.
• Ensure adherence to AGAI administrative procedures by support staff.
• In coordination with the managers, Implement guide lines for the operation of program support functions: in particular ensure that the process of reception photocopies and mail services travel and translation services for foreigners, complete coordination with property management.
• Ensure proper management and functioning of office equipments.
• Check out the records of phone logs.
• Ensure that time to time list of staff has been updated liaise with the staff and guest house that contact and staff list is accurate.
• Greet and direct all foreigners and ensure that internal mailbox of all staff has been checked.
• Making of proper duty roasters for all security guards, cooks and cleaners.
• Arranging and maintenance of vehicles coordinate with finance for financial issues related with administration and proper budgeting of equipments.
• Also very close coordination with the Parents of the children’s and the teacher who are part of AGAI for the purpose of transportation as well as security.
• Directly in contact with media and press for any kind of activity
3 Entry (s) Degree Name Master In Business Administration (HRM) Level Attained Masters Degree Institute Sarhad University of Science and Information Technology Peshawar Session 2004 - 2007
Degree Name Bachelor of science Level Attained Bachelors Degree (2-3 Years) Institute University of Peshawar Session 2001 - 2003
Degree Name F.Sc Level Attained Certification Institute Govt. degree College Session 1999 - 2001