Operations Manager
Management Systems International
Total years of experience :16 years, 7 Months
Operations Manager oversees Administration, Procurement, HR, Compliance, Security, Travel and Logistics.
•Serve as the officer in charge for operations functions in absence of DCOP;
•Mentor and facilitate the training and capacity building of local operations staff to assume increasing roles and responsibilities;
•Provide management and oversight of project operations, including Administration, Logistics, Procurement / Contracts, HR, Security, Property and Fleet to ensure effective and efficient implementation;
•Work closely with the DCOP and Finance Director to ensure PERFORM is in full compliance with USAID policies, procedures and regulations;
•Provide operational support to project activities to meet goals, timelines, and deliverables;
•Worked with program team in activity budget preparation;
•Work and coordinate with technical and finance to facilitate and implement project activities;
•Mobilized project resources and coordinated necessary program support;
•Created and maintained system to track program support requests from the technical units;
•Lead program operational close out and start up activities;
Administrative & Logistics Responsibilities:
•Maintains relationship with vendors and service providers;
•Manage PERFORM’s Purchase Request (PR) System to ensure timely procurements and payments, and conduct inclusive training sessions for all users;
•Oversee Inventory Control system and records, in accordance with MSI’s Property Management Plan;
•Track of all the leases and inventories and ensure periodic physical verification and assets count;
•Manage required arrangements for expatriate staff to work in Pakistan, including visas and logistics;
•Served as a focal point for making decision for arranging events, workshops and training activities;
•Oversee the PERFORM Fleet Management;
•Conduct orientation sessions for technical LTTA and STTA staff on relevant administrative policies and procedures;
Procurement Responsibilities:
•Ensure all goods/services procurement are in full compliance with MSl's Procurement Policies and Procedures.
•Ensure that the most reasonable, fair, prompt, and appropriate procurement choices are made;
•Supervised Procurement Officer to ensure all procurements fall in full compliance with MSI’s Procurement Policies and procedures;
•Monitor and review all purchase requests, purchase orders, micro purchase orders and payment requests;
•Serve as focal point for all office contracts / subcontracts;
Human Resource Responsibilities:
•Advise DCOP on project HR issues, and PERFORM policies application in view of Pakistan labor and employment laws;
•Provide input on HR policies and strategies, when required, and hold sessions on policy changes for project staff accordingly;
•Oversee the development and implementation of performance management system and recommendations to senior management and staff;
•Ensure implementation of Human Resource policies and SoPs and take responsibility for maintaining strict compliance with MSI’s policy manual;
•Maintained human resource staff by recruiting, selecting and orienting employees;
•Oversee staff health and life insurance policies;
•Review and recommend changes to Field Administrative Policies and Procedures; and ensure full adherence to all MSI policies and systems;
•Ensure full compliance with USAID Tax Exemption Policies, through timely and appropriate submission of Exemption Request Packages;
•Focal person for all tax related issues;
•Review, verify and ensure that all payments made are in compliance with USAID and MSI policies;
•Serves as first internal auditor of operational expenses;
•Ensure program implementation is in compliance with donor rules, regulations and procedures;
•Contact person and responder for any issues that emerge from internal and external audits;
•Serve as focal point for all legal matters.
Faisal Memorial Hospital -Islamabad has been built with honest intention to provide Quality Health Care services at affordable rates under one roof. It facilitates health care to all strata of patients with understanding and generous help. The primary objective is to continuously improve the quality of services provided. A new state of the art 10 bed Burn Center has become operational at the Faisal Memorial Hospital. The hospital is now fully capable of handling all types and severity of burn cases. An experienced burn patient management team that includes burn surgery specialists, renowned plastic surgeons and supportive staff provide 24 hour care to these patients.
My responsibilities included:
Lead the planning and implementation of the project, defining project tasks and resource requirements. Monitored project progress against the work plan and budget plans. Provided direction and support to project team. Presented reports defining project progress, problems and solutions. Implement and manage project changes and interventions to achieve project outputs. Managed and confered Human Resources personnel regarding job postings, applicants, new hires, discipline, worker's compulsory incidents and ongoing personnel matters and questions. Supervised, trained, coached, recognized and evaluated all employees that are assigned to supervise. Maintain a system to track scheduled hours for each staff.
Scheduled staff according to the approved staffing pattern, using the most cost effective approach, yet balancing cost with quality and need for consistent staff. Oversee employee training. Improved efficiencies in critical and limited program resources. Managed and control procurements of the project activities and ensure proper procurement procedure were followed.
Overseas international is a company which has several parallel running projects, which includes: Publications, service provider and running an NGO. My role is to provide assistance to running projects for their planning and execution. My project management support includes:
• Prepare project brief including project charter, scope statement and problem description.
• Explore business needs, its impact and collect information about business process and systems.
• Serve as primary representative in meetings with media and other stakeholders.
• Make project scope and defining product baseline.
• Manage risks by making risk management plans.
• Provide close over sight and guidance to all components of project.
• Involve in all procurements for the company following the procurement process.
• Participates in human resource planning.
• Ensure proper execution of the project by constant monitoring and evaluation.
• Coordination among all project stakeholders.
• Strong follow-ups throughout the on-going projects.
• Liaising with other in-house teams, writers, photographers, printers, designers and production staff to negotiate and monitor timescales for stages in the publishing process.
• Serve as primary representative in meetings with media and others.
• To take interviews of the celebrities, ambassadors of different countries and renowned political figures.
• Provide administrative support to the editor.
Part Time consultancy.
The Livelihood Development Program (LDP) was a $150 million USAID funded program working in the Upper Federally Administered Tribal Areas (FATA) of Pakistan. This program had offices in Islamabad and Peshawar, and at its peak 350 employees supporting a portfolio training, Agriculture, Enterprise Development, and Infrastructure. As a manager of administration I lead, managed and supervised the admin team of LDP Islamabad project office and my responsibilities included:
Lead the Islamabad Admin team in monthly, weekly and daily operational planning and follow up post implementation meeting, including large numbers of activity transactions needed to provide an array of support services for this large program.
In coordination with LDP Division Managers, direct and manage administration support staff providing project implementation services throughout the project area.
Receive and respond to guidance from Program Director administrative service requirements including; programs requests coming from LDP’s two subcontractors receiving central administrative services from the Islamabad Administrative Team.
Maintain established AED administrative policies and systems including USAID compliances for all administrative programmatic support including (monitoring and reporting) on the effective use of program resources in compliance with USAID regulations and AED policies.
Supervise a team of 13 staff in Islamabad and ensure that strong relationships are built and maintained between staff and program directors.
Administrative Department Heads and Sub contractor team leaders by facilitating clear communications and being responsive to administrative needs of the entire team.
Provide close oversight and guidance to all components of administration including, facilities management, logistic management, materials stores, inventory control and 24/7 coordination with security, IT and Maintenances departments.
Fully inform the LDP COP and AED Headquarters as directed on all administrative matters relating to linked systems and reporting procedures.
Serve as primary representative in senior management meeting representing Administration matters of the LDP Islamabad headquarters.
Ensure accurate and proactive dissemination of information about the Program.
Beacon House School System operates all over the world providing quality education to masses. I was working as an Administration Officer in one of its Islamabad branch. My major responsibilities were but not limited to:
Practicing Branch Accounting System of Book Keeping.
Financial Issues, Responsible branch outflows and revenue Issue.
To deal with concerned Banks and exposure of Bank Reconciliation to Regional Office.
HR Issues pertaining to the branch employees includes payroll, leave records, maintenance of ACR.
All kind of reporting, financial and non-financial, to the Regional and Head Offices.
At front interaction with interested parents for new admission and other student’s issues.
To maintain the fixed asset data base allocation of the same.
The Master's in Project Management is designed for enabling individuals to manage complex projects of today through modern project management approach. The course provides relevant background to the project life cycle and equips one with essential skills in the management of project quality, cost, risk, conflict and time with hands-on experience with tools for better planning and optimizing project resources. I have studied the following courses with reference to PMI Standards: Financial Management in Project Management: This is the course which tells how to prepare & allocate the budget for the Project. Human Resource Management: This course tells about the strategies involved in recruiting, staffing & conflict management. I learnt all the strategies by solving different case studies. Risk & Change Management: By the end of this course I was able to make the Risk & Change management plans plus the challenges involved in the plans and also the techniques to overcome the challenges. Managing Projects: At the end of this course you will be able to: Define Project Management Process, Develop Project Charter, Develop Scope Statement, Create Work Break Down Structure (WBS), Define Activities, Understand Types of Relationships, Develop Project Schedule, Understand Resource & Cost Loading. Quality Management: Quality management is the process for ensuring that all project activities necessary to design, plan and implement a project are effective and efficient with respect to the purpose of the objective and its performance. Procurement & Contract Management: In this course I learnt about the procurement processes for the project and the types of contracts involved in projects. Project Communication, Reporting & Presentation: Includes processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of Project Information.