Documentation/Program Assistant
Save The Children-USA
مجموع سنوات الخبرة :8 years, 8 أشهر
• Prepare Daily, Weekly and monthly progress report consultation with Senior Project Coordinator
• Maintain and update files including teacher training folders, CLWs/CEs training folders, monthly reports and monthly planning properly and according to checklist and add relevant document for the record.
• Raise TAR for field staff according to the daily planning
• Attend meetings, prepare agenda and distribute minutes with consultation of Sr. District project Coordinator.
• Raise IPRs for Training with consultation of program staff.
• Attend CLWs/CEs monthly lesson learned session and maintain proper record for office use.
• Update and maintain CLW/CE joiners & leavers record for counter check with HR record on regular basis
• Maintain CLW/CE databases for e.g. Contract files, Joiners & Leavers Files & Hiring Records
• Maintain leave record of CLW/CE casual labor staff
• Support education team in conducting of teachers/PTCs & other program related Trainings.
• Provide support to field teams in maintaining records, compiling different activity trackers for project updates.
• Collection of date on Weekly / Monthly / Quarterly or other periodic reporting period.
• Collect commodities request from field staff and coordinate with logistic for its disbursement.
• Maintain photograph of events.
• Keep close liaison with Education teams for collection of required information for developing required reports.
• Comply with the requirement of Save the Children child protection policy to ensure maximum protection for children
• Ensured that the Warehouse is kept clean at all times.
• Arranged to clean from all dirty and dusty.
• Ensured that damaged and/or suspected commodities are segregated from good ones upon detection. S/he shall also immediately report the condition of the suspected commodities to the main office for necessary investigation and eventual disposal.
• Ensued that broken containers are immediately reconstituted, weighted and re-bagged / re-packed properly.
• Ensured that all incoming commodities are received against waybills and proper remarks are made on the waybills stating any irregularity or discrepancy between original condition of the commodities and their conditions at the time of receipt.
• Ensured that commodity dispatches are based on pre-approved Stock Release (SR) from the Food Aid Coordinator.
• Maintained up-to-date commodity stock ledger in which all daily commodity inventories and transactions are accurately recorded.
• Maintained other necessary formats and commodity records such as stack cards, damaged commodity records etc.
• Prepared and submitted to the main office all necessary report as per field office policies and procedures.
• Other all Warehouse related reports, In-charge includes commodity loss reports, security related reports such as break-ins and theft cases, and in case of fire or war.
• Prepared and submitted reconciliation of book and physical balance of reports and explanation of discrepancies.
• Consolidated distribution report.
• Coordinate trucking arrangements and other logistics and material requirement for the planned commodity distributions to ensure timely delivery of commodities to distribution sites/schools.
• Monitors the general situation pertinent to humanitarian assistance such as population movement, security incidents, and any unusual events occurring in the area and reports to the District office. Ensures distribution timetable and informs recipients/beneficiaries through the SMC and other possible means.
• Ensure that the site is clean and adequate.
• Responsible for timely, efficient and effective delivery of a high quality, food aid program. Visit Warehouse to verifying physical inventory for all food held available in warehouses to ensure
• That book/bin card balances match the actual stock and document in case of any variances Documentation assistant and summarize them for submission to donors and SC management. Review/check all SC/WFP incoming/outgoing waybills, outlet distribution reports, receiving forms, loss reports in order to ensure that the weekly/monthly distribution reports submitted by the distribution.
• Assistant to Social Organizer are correct and matched with all the related papers / documents.
• To ensure proper assessment of schools given by the program management.
• Delivery of food in the assessed schools. Check receiving forms to ensure that HEB and Dates has been Delivered to schools and with respect to the passage of time monitor those schools to which food is delivered.
1.4. Documentation Assistant, GFD-Flood (WFP) Effecties Shikarpur/Jacobabad- Sindh.
(Oct 2010 to Jan 2011)
• Coordinate with the FOOD department in order regarding DAM.
• Assist Warehouse Officer in verifying physical inventory for all FOOD held available in warehouses to ensure that book/bin card balances match the actual stock and document in case of any variances.
• Assist in ensuring that proper inventory management system is in place and all stocks are properly received, inspected, stacked, recorded, issued, reported and reconciled in accordance with the policy.
• Ensure that program team has complete documentary record/evidences for all commodities that have been released from the warehouses for onward distribution among the community.
• Ensure that all commodities have been disposed off before the cut date of related grant and inform relevant program staff. To prepare monthly consolidated track report for all locations under direction of immediate supervisor.
• Compile weekly/monthly distribution reports received from the Documentation assistant and summarize them.
• Review/check all SC/WFP incoming/outgoing waybills, outlet distribution reports, muster rolls, loss reports in order to ensure that the weekly/monthly distribution reports.
1.3. Hygiene Promoter (AUSAID Education project) Jacobabad-Sindh.Feb 2011 to Oct 2011
• Ensure that community (Children, Teacher and parents) are mobilized and adequately informed regarding hygiene and health issues related to water supply, sanitation, transmission routes of waterborne diseases, safe waste disposal.
• Develop training materials and modules. Plan, implement, monitors and evaluates the training of selected community activists.
• Report all the activities to Management in a timely manner. Developing hygiene club in schools and train those as a TOT for further training of the beneficiaries.
•. Mobilization of communities toward hygienic practices.
• Conduction of sessions related with hygiene. Conduct session with teacher for the capacity building regarding Hygiene Promotion.
• Make work plan regarding hygiene.
• Assist Education Officer, Community Mobilizer and other staff members.
2. IRC (International Rescue Committee)
Hygiene Officer (DFID Project- Waziristan IDPs - District. DIKhan, KPK (March 2010-May 2010)
• Ensure that community (IDPs & host) are mobilized and adequately informed regarding hygiene and health issues related to water supply, sanitation, transmission routes of waterborne diseases, safe waste disposal.
• Supervise and train selected community activists on Hygiene and Sanitation related issues.
• Develop training materials and modules. Plan, implement, monitors and evaluates the training of selected community activists.
• Develop & manage day-to-day scheduling of local activists and monitor their individual performance. Closely coordinate with technical staff responsible for construction of water & sanitation structures in the camp.
• Report all the activities to senior hygiene officer in a timely manner.
• Developing Water management committees in a camp and train those as a TOT for further training of the beneficiaries.
3. Taraqee Foundation
Social Organizer (WASH project in District Mansehra of Earth Quake effecties (August 2008 to December 2009
• Base line surveys by using PRA, Poverty ranking of the Villages.
• Exchange ideas with management and field staff so as to inoculate the spirit of debate and discussion within TF.
• Act as a liaison between TF and the communities to bridge the communication gap between these two parties and encourage the active participation of both sides in CPI schemes.
• Cluster the activity areas in which the development program/s will be run. Conduct different types of surveys and explore new areas for development activities. Identify and select villages in the Union Councils (U/Cs) on a priority basis.
• Conduct Situation Analysis with regard to the socio-economic situation, resources, constraints and poverty profile and ranking. Identify the potential contact person for disseminating information regarding the relevant CPI scheme. Deliver the conceptual package of a program.
• Assist the Engineer In-charge and Program Manager in developing a plan for the introduction of the program / CPI scheme.
• Arrange participatory workshops at the UC levels.
4. BEST (Basic Education and Employable skill training)
2.1. Social Mobilizer-DRR Project with UNHABBITAT (July 2007 - May 2008)
• Organize field appraisals & surveys through participatory approaches, PRA tools & analyze results, Plan & organize training sessions for VRCs, Artisans and unskilled laborers.
• Conduct focus group discussions for bottom-up planning and effective resource utilization with local representatives, VRCs members and other local influential.
• Organize seminars & raise awareness campaigns for betterment of reconstruction process.
• Ensure local traditions and social needs are taken into Consideration in housing reconstruction.
• Build up community confidence and ensure community participation.
• Establishment of alliance with government in rebuilding of village. Ensure that vulnerable particularly women-headed household; the elderly and informed decision making and transparency.
• Conduct meetings with members and with community.
• Train community on Housing Reconstruction.
• Monitor Compliance of houses. Plan, organize and evaluate reconstruction activities.
• Keep the community involved and informed in reconstruction activities
• Performed additional responsibilities of acting project manager in his absence
2.2. Field Supervisor/Livelihood officer in District Battagram, Kohistan and Tehsil Allai PRRO project with WFP
• Organize field appraisals & surveys through participatory approaches, PRA tools & analyze results, Plan & organize training sessions for VRCs, Artisans and unskilled laborers.
• Conduct focus group discussions for bottom-up planning and effective resource utilization with local representatives, VRCs members and other local influential.
• Organize seminars & raise awareness campaigns for betterment of reconstruction process.
• Ensure local traditions and social needs are taken into Consideration in housing reconstruction.
• Build up community confidence and ensure community participation.
• Establishment of alliance with government in rebuilding of village. Ensure that vulnerable particularly women-headed household; the elderly and informed decision making and transparency.
• Conduct meetings with members and with community.
• Train community on Housing Reconstruction.
• Monitor Compliance of houses. Plan, organize and evaluate reconstruction activities.
• Keep the community involved and informed in reconstruction activities
• Performed additional responsibilities of acting project manager in his absence
(June 2006-April 2007)
FOOD FOR WORK:-
• Ensuring proper assessment of beneficiaries in affected areas.
• Responsible to ensure weekly monthly, quarterly food distribution reports and narrative reports.
• Monitor those activities who is planned under schedule (bridal paths, Water channels, Roads, etc. Supervising a total of about 8 staff members who are working under food sector. Supervising food distribution when 80 % work
• Complete training the staff members on commodity management, distribution, monitoring and reporting activities in according with commodity management manual.
• Implement strategy for distribution of food in Earth quake affected areas.
• Ensuring proper assessment of beneficiaries in affected areas. Keep regular contact with local administration, representative and Community organizations for peaceful distribution of food items provided by WFP.
Major Responsibilities in Schools: • To ensure proper assessment of schools given by the program management.
• Delivery of food in the assessed schools.
• Check receiving forms to ensure that HEB and Dates has been Delivered to schools and with respect to the passage of time monitor those schools to which food is delivered.
• Training of teachers in making registers of daily and monthly reports.
• Collection of monthly reports from the food delivered school
2.3 Distribution Supervisor in district Abbottabad and Mensehra in residual camps of Earthquake effecties, WFP Project (Jan 2006-May 2006
• Food distribution among the residuals camps in district Abbottabad and Mansehra after 8 October Earth Quake in Pakistan.
• Make weekly, monthly and quarterly food distribution report.
MAJOR SUBJECT are:- Cost Accounting, Advance Accounting, Management information system, Business communication, Auditing, Economics, Income tax law