Administration and Procurement Officer
GIZ - German Technical Cooperation
Total des années d'expérience :21 years, 1 Mois
• Responsible for organizing administrative and logistical aspects of project activities (meetings, workshops etc.), while meeting the needs of the office independently, with a minimum of intervention;
• Inventory Management: Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines; track of inventory and consumable materials
• Ensures all vehicles are maintained and GIZ policy for vehicle usage is followed and vehicle logbooks are maintained according to GIZ O&R and ensures complete maintenance and recovery & invoicing of private kilometer (KM) Usage, generator and vehicle fuel consumption check
• National and international staff travel coordination
• Supports and monitor the procurement processes that ensure Program effective ability to procure and deliver quality goods and services according to Program needs (within the Program limits defined by the Country Office; negotiates costs, inspects delivery etc.)
• Ensures transparent bidding processes and effective competition in accordance with GIZ PuR
• Liaise with/guide the end users on the development of TOR/Specifications for procurement documents and ensures timely preparation of quality procurement documents
• Review of vouchers, invoices and travel claim settlements and helps prepare programme budget planning, helps monitor expenses in accordance with the budget
• Ensures completeness of vouchers and verifies and requests release of payment
• Carries out cash payments against receipts and maintains cash book in accordance with GIZ rules & regulations and donor agreements (rules & regulations)
• Handling petty cash, income and payments on daily basis
• Ensures proper management of tax deduction/payment according to the legislation of Pakistan; prepares and submits the tax related documents to relevant authorities
• Checking and ensuring fund requests, fund transfers, invoice processing, cash and bank transfers in a timely manner and according to GIZ standards
• Ensuring timely submission of project’s monthly accounts to GIZ Country Office (CO)
Overseeing Office management, compliance with organization’s rule and regulations
Preparing the cash and bank voucher, and proper utilization of petty cash (Cash Management) accordingly the specified budget on monthly basis. Bank correspondence and reconciliation.
Procurement and Warehouse Management (Ensure accurate and proper procurement of all needed material, proper invoices for cash, bank and cheque payment. Check supporting documents etc)
Maintaining the staff attendance and leave records and send to head office for salary disbursement and record
Preparation of health and life insurance claims and records of insurance documents
Maintaining inventory of all office equipment, furniture and stationery
Oversee Fleet management, including check on log of vehicles, timely routine maintenance, reviewing consumption analysis
Logistical arrangements for interviews, meetings and trainings
Maintaining filing system including contract files, in and out correspondence, etc
Booking and confirmation of any travel arrangements for staff
Ensure cleanliness of office at all times and provision of cleaning materials
Responding during emergencies, thefts or any other threat
Information and Communication Technology (Ms. Office, Internet, LAN/WAN, Databases)
Systems and networks analysis, design, configuration and implementation.
Restaurants Administration (Cleanliness, attendance sheet, leave records, filling system, hotel maintenance etc)
Accounts maintenance (Receipt, Payment and Bank Voucher, General, Ledger, Income statement and Balance sheet, Income and sales Tax preparation)
HR Related work (Salary, Hiring of staff and their evaluation)
Maintained the project related Accounts; forecasting, planning and financial reports and maintained inventory in WINPACCS and Responsible for overall office administration.
Managed complete accounts and financial statements as per project requirements like Vouchers, cash book, bank book, bank reconciliation, cash flow statements, ledgers, trial balance, receipt and payment accounts etc.
Compute overtime and TA/DA claims of project staff/counterpart staff as per GTZ rules and regulations.
Managed Project Level procurement of different types of Inventories, stationeries and office supplies.
Management of the filling system of the office, keep control staff attendance sheets and leaves record, also disburse the salaries invoices of staff at the end of each month and send to Head Office. Evaluate Job appraisal/job performance of the staff.
Keep the inventory record for project, taking care and follow up for proper maintenance. Maintain and update list of inventory. Maintain requisitions for procurement of Inventories, office supplies and consumables to the project office.
Supervise the support staff, check and maintain the vehicle scheduling and maintenance log books in all respect.
Handle issues pertaining to GTZ Medical Policy and submit the medical claims in a timely manner.
Assist in training workshop to colleagues in pre work, preparation, logistics arrangements and compilation of reports, workshops findings and feedback etc.
Backstopping Computer Hardware and Software, maintenance of computers (Installation of new hardware and software, Networking problems LAN / WAN, Internet surfing, Graphics Design and composing etc)
Handling the computer and photo-copier (including composing, writing and photo-copying of any work given). To keep the entire office equipment like computers, Laptops, printers, ups and photocopiers, Telephone exchange etc. in working condition and make arrangement for repair and service on due date or asked for.
Responsible for project related budgeting, forecasting, financing and reporting and cash management
Managing complete accounts and financial statements as per project requirements like proper voucher, cash book, bank book, bank reconciliation, cash flow statements, ledgers, trial balance, receipt and payment accounts etc
Calculate TA/DA, Overtime and payment. Maintain petty cash book. Management of the filling system of the office, and control staff attendance sheets and leaves record, also disburse the salaries invoices of staff at the end of each month and send to Head Office Germany. Evaluate Job appraisal/job performance of the staff.
Keep the inventory record for project, taking care and follow up for proper maintenance.
Overall management of the Office, including hotel/ air reservation, vehicle scheduling and maintenance, organize seminar and workshops etc.
Organize and manage logistics for various events relevant to project activities like trainings, workshops, seminars, meetings etc. Budgeted, planned and evaluated Training/Workshop activities like Inventory of Support Learning, PTA, SWOT, TRG and impact chain in Punjab including trainings for DTEs, ADOs, Teacher and Admin-Finance regarding finance and administration.
Responsible for the correspondence with Government, Donors Agencies and internal organization.
Backstopping Computer Hardware and Software, maintenance of computers (Installation of new hardware and software, Networking problems LAN / WAN, Internet surfing, Graphics Design and composing etc)
Handling the computer and photo-copier (including composing, writing and photo-copying of any work given). To keep the entire office equipment like computers, printers, ups and copiers, etc. in working condition and make arrangement for repair and service on due date or asked for.
Accept other tasks assigned by the Team Leader and Training Expert.
Maintained accounting records. Prepared the cash flow and expenditure forecast, trail balances, income & Expenditure statement, balance sheet, on monthly, quarterly and annual basis.
Prepared bank reconciliation statement at the end of the month or when it is needed
Prepared budgets, reports, variances and procurements of organization. Management of the filling system of the office.
Prepared all types of cheques including Salary cheques and prepared salary demand sheet at the end of the month for the staff. Checked and calculate the overtime of all the related staff.
Managed the Database Software
Overseen Purchases and Sales Analysis and reporting
Managed procurement for the organization
Overall management of the organization, including hotel/ air reservation, vehicle scheduling and maintenance.
Checked the vehicles, maintained record and logbooks in the end of the each month.
Trouble Shooting and debugging of the office computers and Maintained Computer Hardware and Software (Installation, Networking LAN / WAN etc)
Maintained the accounts of the office.
Customer Services & Orientation (Customer Problems, Sales of Sims)
Inventory Management (Like Prepaid, Postpaid, Easy load & Blank Sims and Scratch Cards, Posters and other samples.)
Overseen Purchases and Sales Analysis and reporting
Database Management (Records of Sims data and Forms Data and Accounts)
Maintained staff timesheets and leave record and Provide support in recruitment and facilitate the staff and management in the performance management and appraisal process. Supervise clerical staff e.g. Receptionist, computer operator etc.
Overall Administration & Management of the office.
Procurement of computers, accessories, office equipments and stationary.
Trouble Shooting and debugging of the office computers and Maintained Computer Hardware and Software (Installation, LAN / WAN Networking etc).
Served as IT Professional for ICS, DIT, Short Courses (MOUS and Hardware) Student in the following subjects:-
o Algorithm & Data Structure, C, HTML, Java, E-Commerce, Oracle, Visual Basic, Accounting etc
o Operating System ( DOS, Win-98, 2000, XP, Linux)
o MS-Word, Excel, Power Point, Access, Internet.
Maintained the Accounts and Management records of Petroman Training Institute, also managed the Students Problem, Employees Problem.
Managed the Computer’s Networking (LAN, WAN)
Installation of New Hardware and Software
Troubleshoot the Hardware and Software problem
Managed the Group timing of Students for practical.
Taught the Computer Subject to class students of 6th, 7th, 8th, 9th and 10th.
Planned the Course outline of Computer Subjects for the Students.
Also managed the Students record and Accounts information System.
Maintained Computers in regards; Installation of Hardware and Software and Resolving the Networks problems
During the study of B.Com, I studied the Accounting, Business Math, Economics, IT etc