Program Associate - Operation
United Nations Children's Fund
مجموع سنوات الخبرة :9 years, 10 أشهر
Third Party Contract Management and Operational Planning
Implement and ensure program results, activities and program coding are as per annual work plan and makes amendments and alterations;
Drafts project documents, work plans, budgets, proposals on implementation arrangements;
Timely review and follow up of the invoices, inquiry from/to vendors and payment;
Monitor contracts and long term agreements in duration and utilization through SAP;
Contribute in analyzing the institutional contracts budget planning and financials;
Provide overall support to the program by caring out transactions in SAP/ Vision following UNICEF financial rules and regulations;
Liaise and ensure the monthly submission of financial and inventory reports by vendors and follow up as agreed on services contracts;
Coordinate with country office operations (supply, finance, admin) and vendors and effectively address the bottle necks;
Contribute to implement the systematic processes and controls for financial transactions and Institutional contracts utilization for managements;
Monitors and tracks the efficient distribution of supplies that are required for effective program deliver and follows up with vendors on a variety of service contracts.
Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
Generate contract management monitoring sheets (contract validity, open/close status, grants utilization, grant expiry, contract budgeted amount, contract utilized amount, balance available), share the analysis of each contracts with program management;
Timely prepare and submit the monthly contracts planned budget vs. actual reports with my supervisor and then with the vendors for compliance actions.
Monitor contracts and Long Term Agreements budget utilization on monthly basis;
Program Implementation, monitoring and Information Management
Collection of Data of all Humanitarian Organization’s Interventions and prepares Analysis.
Compilation of 4W of diverse type of emergency KP/FATA and Flood.
Assisting the Atlas, GIS mapping, Surveys, Household questionnaires designing.
Assist the Cluster Coordinator to strengthen cluster coordination at the provincial level;
Manage the flow of information for the Cluster (paper and electronic correspondence, website update and newsletter);
Organize the administrative and logistics of the Cluster Coordinator and collaboration with FAO administrators
Developing and evaluating proposals and mapping the progress of program's interventions through efficient monitoring information management tools;
Maintaining and updating the Global Food Security Information Management Tools.
Achievements:-
Integrating Nutrition into Food Security and Livelihood were drafted and prepared by me along with endorsement from National Nutrition Working and FSN and FSC Member as well.
Participated and conducted the field data and initial analysis for Household Economy Analysis Survey;
HCT Strategic Planning - 2015 were prepared by me and first quarter report has been prepared and shared with UNOCHA including efficient HNO exercise for year 2015;
Awarded with Integrated Phase Classification - Food Security for level one training online;
Preparedness and Response Planning - 2015, Food Security Cluster prepared the one of best PRP for food security and livelihood;
Actively involved in humanitarian food security and livelihood assessments (Detailed Food Security Assessment, MIRA, ERAF, )
ADMIN TASKS
Responsible for smooth running of all administrative matters; Check record i.e. office inventories, insurances and maintenance of equipment, procurement etc.
LOGISTICS TASKS
Ensure timely repair and maintenance of QC vehicles & supervise Drivers in using vehicles in the Country Office as well as in Field Offices.
Maintain all official and original records of the vehicles for audit and reporting purposes.
Make sure that safety measures of operating QC fleet are being observed.
PROCUREMENT TASKS
Develop standards and criteria for the evaluation of products, services, supplier capacity, etc.
Develop, implement and regularly review (at least annually) the QC’s strategic approach to procurement & review and update the QC Procurement Strategy, Code, Toolkit and any associated policies and procedures.
Embed existing and new approaches to procurement within the QC’s systems to ensure achievement of best value for money, improved standards of service delivery and efficient and effective use of resources.
Identify and utilize best practices to develop and draft contracts in coordination with the Senior Management Team, Heads of Service and their subordinates & to ensure best value through the strategic procurement of supplies, services and works.
HR TASKS
Provide support to supervisors and staff to develop the skills and capabilities of staff.
Provide advice and assistance with writing job descriptions.
Provide advice and assistance when conducting staff performance evaluations.
Organize staff training sessions, workshops and activities.
Provide basic counselling to staff that have performance related obstacles.
Provide advice and assistance in developing human resource plans and orientation plans
Recommend solutions to resolve chronic attendance difficulties, disciplinary actions, performance related obstacles.
Coordinate staff recruitment and selection process in order to ensure that a timely organized and comprehensive procedure
Conduct Orientation program for new employees of UFone 900 Employees.
Provide feedback on employee performance through team leads/managers on regular basis and conduct Performance Review Sessions.
Recruitment & Selection process specifically for IT and Telecom Professionals.
Provide timely reports throughout the year for standardized and head count report etc.
Monthly employee payroll, compensation and benefits.
Administration of life and health insurance policies, Employee Old age Benefits Institute (EOBI).
Evaluate and formulate HR policies and strategies.
Communicate with existing clients and solve any issues that they are facing currently.
Prepare training development of employees by different training programs.
Responsible for HRTS training planning, budgeting and facilitating.
Advise the line departments on the HR policies to ensure the consistent practice through out the company.
Lead the department in human resource management and social activities.
Coordinate repairs of office equipment from qualified vendors in line with the laid out procedure.
Supervise, coordinate and manage the transports fleet.
Prepare official presentations, reports & official documentations.
Maintain comprehensive documentation and detailed status reports so as to ensure smooth flow of the sourcing process and timely fulfillment of sourcing targets.
Preparation of Payroll (internal & external).
Ensure compliance with accounting deadlines and audits assurance.
Support & Participate in the Recruitment and Selection Processes for personnel
Maintain and report VITAL human resource information reports
Complete and submit on a monthly basis an updated staff payroll and process for Accounts Manager.
Prepare, generate and review reports (leave reports, gender distribution, and staff list) as part of the process of monitoring and communicating human resource information.
Coordinate, manage, assist and monitor the orientation process at CUHQ and follow up at the sub offices.
Maintains effective communication, coordination and working relations with staff and management.
Work with line supervisors on staff probation and implement timely confirmations in their appointments.
Facilitate/explain staff Performance Management systems on a consistent basis.
Track and monitor staff leave accruals in liaison with individuals and their supervisors.
Communicate HR information to the supervisors and PMs and Implement of an accurate and timely CPHQ payroll function.
Communicate information leading changes in the payroll via correct Personnel Action Forms (PAFs).
Implement the policies, procedures and systems as defined in the CARE-Pakistan Operations Manual.
Location: Azad Jumma & Kashmir ( Muzaffarabad)
Ensure an up to date knowledge of all related CRS global policies and procedures regarding, Finance, Security and Personnel.
Ensure timely implementation and adherence to audit recommendations.
Ensure timely and effective recruitment of qualified candidates, according to CRS policies and procedures.
Prepare all personnel and administrative correspondence (job offer letters, employment contracts, promotions, transfers, retirements, resignations, etc
Prepare monthly payroll, records, and forwarded to Finance for effort reporting.
Ensure the annual renewal of Group Life, Medical, and Accidental insurance regularly update list of CRS staff and their dependents.
Assist in security management by obtaining security information, road condition updates and supervising security guards.
Provide guidance and leadership to all program support (administration) staff, which includes administrative, IT, logistics and domestic support personnel, in their daily activities.
Prepare lease agreements for office and accommodation of expatriate staff.
Ensure annual renewal of fire and theft insurance and proper system is in place for timely repair of damaged and broken equipment.
Prepare Payment Vouchers and process and petty cash management.
Coordinating with bank issues and payroll preparation and process
Budgeting verses forecasting and endorsement of budget heads
Preparation of Cash Flow statement & Petty Cash statements.
Prepare financial reports on weekly as well as monthly basis and bank accounts reconciliation monthly basis
Funds utilization at quarterly basis and preparing and depositing tax at source and furnishing tax return.
Ensuring compliance and audit matter according to the organizational rules and procedures.
Location: Azad Jumma & Kashmir ( Muzaffarabad)
Assist with the preparation of advertisements for websites and employment publications.
Assist in preparation for recruitment affairs and exhibitions and attend where necessary.
Conduct selection interviews in the absence of HR officer.
Carry out the initial screening and logging of completed applications and CVs.
Provide support on the development and implementation of policies.
Continually monitor and review HR strategies and plans.
Providing support to HR In charge in development of procedures, policies of IRP.
Comply with the IRP’s Equal Opportunities policy, Code of Conduct and other legislation.
To resolve employee and organizational issues in a proactive and positive manner.
To guide all IRP staff on HR issues Work to resolve employee and organizational issues.
Prepare and Manage HR files and organize and carry out recruitment and selection.
Principles of Management, Principles of Marketing, Financial Accounting, Business Mathematics, Comm. in Management\, Business Ethics, Business Statistics, Organizational Communication , Human Resource Management, Organizational Behavior , Financial Management, Principles of Economics, Project Mgt. Fundamentals, Human Resource Development, Motivation, Leadership, ISO 9000 Quality Systems , Project Appraisal Management of Training, Total Quality Management. Major Projects:- Final Project Human Resource Management of Rastgar Engg. Co. Formulation of Training Program of Rastgar Engg. Co. Project on Marketing Plan and Policies on Nestle Pure (pvt) Limited. Project on Estimating & designing of Water supply Scheme Upper Gehl Murree. Project on Strategic Management of Bank Alfalah. Preparation of Quality Manual and SOP’s at Rastgar Engg. Co. Preparation of Employee Hand Book / HR Manual at Rastgar Engg. First Aid Training Manual at Rastgar Engg. Co.
