Musa Khan

Asst. Manager Administration/HR and Finance à Aga Khan University

• Pakistan
• Je travaille ici depuis juillet 2007

Major Responsibilities are:

 Manage all administrative/HR & finance functions, including:
- General Administration & HR
- Procurement & Purchases
- Service Contracts
- Logistics & vehicle mobility of PDCC
- Recruitment
- Travel & Accommodation

 Execute all administrative / HR financial process in the office in line with the Institutional policy, and ensure compliance of all procedures
 oversee the entire procurement process of goods & services
 Ensure provision of all administrative support in the area of procurement, logistics, hostel, guest houses, safety and security, travel and accommodation, facilities management etc. to the centre and its stakeholders including faculty, staff, students, regulatory bodies, university, etc.
 Supervise logistic arrangements for national and international travel, clearance from govt. agencies for VIP and foreigners.
 Supervise procurement process as per AKU procurement policy with transparency
 Prepare reports. Supervise accounting and lead Budgeting & planning exercise and ensure compliance to financial policies as well as monitor that all expenditures remain within the approved budgets.
Coordinate/liaise with Govt. institutions and Head Office for the execution of planned activities.

General Administration & HR

Supervise & responsible for the following based on the Policy and Procedures:

 Plan capital equipment need, their procurement and maintenance through AKU group purchasing and open market when needed
 Supervise the entire procurement process as per institutional policy and procedure and get the best quality of goods and service at lowest cost through strong negotiation skills with vendors
 Selection of vendors through vendor selection criteria in procurement committee meetings
 Establishing terms, pricing, quality requirements, delivery, and contracts
 Reviewing all contracts/agreements to achieve "best price/best quality" purchasing
 Manage the processing of requisitions, purchase orders, GRN & invoices for purchases.
 Ensure Trainings & Developments of staff as per Training Need Analysis (TNS) plans and design career and succession planning for staff
 Maintain records of supplier contracts, agreements, goods ordered received and warranty
 Recommend to / advise senior management on purchasing matters
 Manage vendor relationships and build effective supply chain partnerships
 Supervise admin staff for office establishment, maintenance of office building, fixed assets, including vehicles and support Finance section in asset data management
 Oversee all the HR activities as per Policy & Procedures
 Ensure Trainings & Developments of staff as per Training Need Analysis (TNS) plans and design career and succession planning for staff
 Keep the employees highly motivated through guidance and counseling periodically
 Proper utilization of Staff Training & Development Budget in line with identified TNAs
 Coordinate with AKU-IED HR for new hiring. Preparing Personnel Requisition Form
 Explain contract terms and conditions to new staff, and arranging orientation after hiring
 Deal with all the queries from the onboard staffs and arranging in house sessions for them.
 Arrange in-house trainings for the employees to build a competent workforce
 Assist Head PDCC for salary revise proposals and adjustments with promotion recommendations
 Lead Annual Performance Appraisal exercise and propose and implement strategies to ensure highly level of performance from the employees
 Maintain good working relationship and rapport with government agencies, and local authorities
 Make logistic arrangements for VIPs and arrange for security clearance for foreigners visiting AKU - PDCC. Facilitate field visits
 Ensure smooth operational activities of PDCC Library, IT section and Resource Centre.
 Coordinate with AKU - IED HR for Personal Management & Staff Development according to Plan and Assessments