Office Administrator
Joint Ventutre of M/S Tractebel Engineering ,NDC
Total years of experience :25 years, 4 Months
Projects: Keyal Hydropower Project (Detail Engineering
Design, Preparation Tender Documents etc.&
Construction Supervision) Joint Venture of: Lahmeyer
International Gmbh, Germany, NDC, EASE-
CLIENT: PAKISTAN WATER AND POWER DEVELOPMENT
AUTHORITY (WAPDA), Funded by Kfw development
for all types of project management issues.
• Attending queries of Chief Engineer/PD, Keyal, WAPDA
and other WAPDA staff for the best interest of the Project.
• Pursuing for Bi-monthly Invoice processing and
reimbursement from Client/WAPDA and working with
auditors teams and attending audit meetings with Deputy
Chief Aditors & Sr.B & Accounts officers of WAPDA.
• Provision of Office T&P and Allied Equipment, House
Acquisition, Allotment of Official Accommodation,
Allotment of Office Space, , Transport Facility, Information
Technology/Automation and Formulation of Policies/
Procedures.
• Ensuring logistic facilities like accommodation & office
establishment including all utilities for Site Supervision
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team at WAPDA Colony, Pattan, Lower Kohistan, KPK, as
well as at Project Management office of the project
located at Lahore.
• Attending meetings with senior management with regards
to audit /finance, Amendment to Consultancy agreements,
other technical issues.
• Procurement of the office equipment and project vehicles
as per procurement policy/procedure of WAPDA and the
companies.
• Preparation & Implementation of Career Development
Plans, Postings and Transfers, Promotions/Upgradations,
HR Information, Trainings, Official Foreign Visits
• Liaison with internal (largely German Nationals and
Pakistani Engineers of different disciples at all levels.
• Import and export clearance issue with Customs Collector,
FBR
• Official communication with joint venture firms, govt
organizations.
• Work Place Security, Occupational Safety, Recruitment &
Deployment of WAPDA Security Force and Formulation of
Policies/Procedures
• Insurance for Project Vehicle and their Claims
• Assisting for preparing pre qualification documents, tender
documents, evaluations and contract agreements.
• Receive and interact with incoming visitors.
• Supervising all administrative and auxiliary staff.
• Maintain electronic and hard copy filing system
• Scheduling and organizing of meetings, appointments and
travel arrangements i.e. air tickets, pick up and drop from
air ports, Guest Houses & Hotels
• Arrangement for meetings with Client, Board of Members,
Directors and subcontractors.
• Deal with employees questions and requests
• prepare and edit correspondence, communications,
presentations and other documents
• Interact with external clients
• Co-ordinate project-based work
• Maintenance of Office building and equipments,
• Monitoring printing and Binding of Technical Reports and
Invoices to client and joint venture firms
• Transport Including running and maintenance.
• Close contact with the head offices of International and
local firms, Client, and other concern government
departments-Federal and Provincial level.
• Pursue for releasing payments and advance bank
guarantee from Clients offices. Recruitment, Selection,
Retirement, HR Information,
Benefits/ Entitlements (Leave, Reward, Loans),
Incentives, Labour Relations, Legal, Education,
Organizational Office & Method (O&M) Studies,
Training, Disciplinary Actions and Formulation of
Rules/Policies & Procedure.
• Responsible for patty Cash to meet day to day
expenditure of the office
Allah Ditta Mughal
for all types of
project management issues.
• Ensuring logistic facilities at 5 No. project offices, located
in provinces of Punjab, Sindh and Balochistan for amount
of 350 project employees by managing a fleet of 36
vehicles stationed at different locations.
• Procurement of the office equipments and Project vehicles
as per procurement policy/procedure of the company.
• Handling Group Insurance Policy matters and claims of
employees and Sorting insurance of project vehicles and
claims issues.
• Supervising all administrative and auxiliary staff.
• Manufacturing office utilities services including Electricity,
Gas and Water and sewerage.
• organize internal and external events
• handle incoming mail and other material
• set up and maintain filing systems
• set up work procedures
• Keeping travel log books, management of T&P, stationery
and staff attendance registers, arrangement of office
tours, follow up of vehicle repair/maintenance maintain
databases.
• Supervising day to day record keeping of incoming &
outgoing office correspondence and ensuring the timely
dispatch of office material to project offices.
• communicate verbally and in writing to answer inquiries
and provide information
• liaison with internal and external contacts
• Coordinate the flow of information both internally and
externally.
• Responsible for patty Cash to meet day to day
expenditure of the office.
• answer, screen and transfer inbound phone calls
• receive and direct visitors and clients
• general clerical duties including photocopying, fax and
mailing
• maintain electronic and hard copy filing system
• Under the instruction of PM processing cases for hiring
and firing of staff including warring memorandum matters.
Maintaining attendance register and preparing time sheets
Project: Diamer Basha Dam, Review of Feasibility
Report, Engineering Design, Tender Drawings/
Documents Joint Venture of
Business Development
Division at Head Office of the Company
DESCRIPTION OF DUTIES
Assist, Business development Division for preparation of
Technical, Financial Proposals, Pre-qualification of Firm
and Express of Interest of Irrigation, Hydropower,
Construction supervision of Dams, water supply,
sewerage, Roads, as and when required by the
Government Departments, Provincial Government
Departments (Punjab, NWFP, Sindh & Balochistan
Provinces) according to their TOR as funded by World
Bank, Asian Development Bank Islamic Development
Bank and other Donor Agencies.
Responsible for keeping the overall records of Technical
and Financial Proposals, Expression of Interest, Pre-
qualification documents, Contract Agreement,
Memorandum of Understanding all files, Magazine,
Newspapers and all miscellaneous documents relating to
Business development Division.
Screening of all incoming calls, travel arrangement, mail
and Office Management. routine work to operate
computer, facsimile, photocopier and other office
equipments
Assisting Office Manager in handling all administrative
matters
Project Chashma Right Bank Canal (Lift-cum-Gravity) Project
Assisted the Project Manager for preparation replies of
observation of WAPDA audit paras
Bank dealing in connection with in & out cash.
Feeding the data of ledger and cash book in computer.
Preparing monthly account statement and reconcile with
the Bank Balance statement.
Disbursement of staff salary to Senior and junior staff
every month.
Arranging Board of Management Meeting and Seminars
as and when desire by the Management.
Purchase all kinds of various items such as stationery and
other related items of office and entered in the Stock
Register.
Responsible of official store and Issue the stationery to
staff members and also entered in the stock register.
Maintained project library
18 years of extensive and varied experience in the fields of Office Administration, Operation &
logistics Management, procurement and Business Development, Remained largely responsible for
managing the office affairs, liaisoning of foreign visitors and local delegations for handling their
travelling, Import and export related issues with custom collector and visa related affairs with Interior
Ministry. Procurement of goods and services as per PPRA, WAPDA procurement rules. Expression
of Interest (EOI), Request for Proposal (RFP). Advertisement of Bid, Bid evaluation, preparing
technical and financial proposal. Drafting Contact Agreements with Pakistan Water and Power
Development Authority (WAPDA) and Punjab Irrigation Department.
I have multi culturally experienced of expatriates (German, Britain, Canadian, Sirilanka) and
Pakistani highly qualified /retired personnel .During my professional career, I played role of seamless
integration of the cultures of the all joint venture companies to develop a synergy of all in the JV.
I have extensive experience with vendor management and contract negotiations, negotiating pricing,
perform background checks and review supplier’s contracts, reviewing, evaluating, and monitoring
department purchase requisitions for proper authorization, specifications, and legal compliance,
drafting and reviewing purchase orders; research and resolve receiving and billing issues, reviewing
and negotiate terms and conditions of purchase orders and procurement contracts, supporting with
company forecasting and planning processes, organizing meetings, arranging appointments, typing,
booking transport and accommodation, ordering stationery and furniture, dealing with
correspondence, complaints and queries, preparing letters, presentations and reports, supervising
and monitoring the work of secretarial, clerical and administrative staff, managing office budgets,
liaising with staff, suppliers and clients, implementing and maintaining procedures/office
administrative systems, delegating tasks to junior employees, organizing induction programmes for
new employees, ensuring that health and safety policies are up to date, using a range of software
packages, handling staff recruitment and appraisals, attending meetings with senior management,
keeping personnel records.
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Coordinate office activities and operations to secure efficiency and compliance to company policies
Supervise administrative staff and divide responsibilities to ensure performance, Manage
agendas/travel arrangements/appointments etc. for the upper management
Manage phone calls and correspondence (e-mail, letters, packages etc.), Support budgeting and
bookkeeping procedures
Create and update records and databases with personnel, financial and other data track stocks of
office supplies and place orders when necessary, Submit timely reports and prepare
presentations/proposals as assigned, Assist colleagues whenever necessary
Maintain and ensure that personnel records are up to date and secure (vacation/sick days,
suspension notification, etc.); Research and answer any employee payroll and benefits questions;
Manage Safety Training Process with Operations Managers: keep track of meetings, topics,
attendees, and reporting.
Provided support input to Clint’s Audit Team in resolving audit paras and account issues also
responding audit report for final settlement of paras.
manage and maintain executives schedules,
appointments and travel arrangements
• arrange and coordinate meetings and events
• record, transcribe and distribute minutes of meetings
• monitor, respond to and distribute incoming
communications
• answer and manage incoming calls
• receive and interact with incoming visitors
• liaise with internal staff at all levels
• interact with external clients
• arranging appointments
• delegating tasks to junior employees