A self-motivated with high value of ethics , More than ten years of extensive experience in Administration, Human Resource, Logistics, Fleet Management Procurement in several nonprofit social organizations, having proficiency in managing and operationalization of administration and procurement tasks in line with organizational guidelines and policies.
In my professional career, I have proven my ability to work with an interdisciplinary team, and developed interpersonal skills and strong professional relationships with internal/ external stakeholders. In my work I have acquired a thorough understanding of administrational function, team work and motivating the team.
My strong verbal and written communication skills have been well utilized in the development sector, as I am very well experienced in the field of office management, procurement functions, event and travel management, maintaining assets inventory supervision of the team and at the same time having the strong reputation of meeting deadlines in pressure situations with qualities like flexibility, team player and leadership makes my personality stronger administrator.
Administration • Responsible for supervising maintenance of a good filing system to control admin files including but not limited to, internal and external correspondence, contracts, and appropriate subject files; • Responsible for ensuring that the office is adequately equipped with necessary supplies and equipment; • Responsible for budget of administration and provide an estimation and revision of budget; • Responsible for supervise travel arrangements for DOPASI Foundation employees; • Responsible for ensuring events and their logistical arrangements for workshops; • Responsible for drafting official letters to ministries for registration and issuance of Visa’s; • Responsible for preparation of all give away’s and branding during the events; Procurement: • Responsible for ensuring efficient and timely procurement of good and services and distribution of goods at programs sites; • Responsible for preparation of Bidding/ tender documents and provide inputs in TORs; • Responsible for evaluation of Bids/ Proposal’s; • Responsible for executing contracts with suppliers based on their assessed ability to provide high quality goods and services, short delivery time, and value for money; • Responsible for keeping track of contracts and update them before expiry; • Responsible for authorizing, verifying and Issuance of Purchase Orders; • Participate in all procurement activities and ensure compliance with DOPASI-OFSD Policy, Procedures and donor regulations; Human Resource Management: • Responsible for updating and implementing the human resource policies; • Supervise the human resource in DOPASI-OFSD to ensure their smooth recruitment, staff handling issues; • Responsible to oversee the recruitment and selection of qualified Programme field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors; • Responsible for identifying the training needs with respective supervisors and arrange the training accordingly;
Administration:
• Serve as the officer in charge for Administration and procurement functions;
• Responsible for ensuring all administration and procurement policies are implemented and in accordance with HQ;
• Supervising all logistic arrangement for staff, including accommodation, transport, flight booking;
• Supervising arrangements of all office events, training, conferences and workshops;
• Responsible for ensuring renewal of contracts i.e. Hotels, Insurance companies, service providers;
• Responsible for ensuring functionality of all equipment; including building & electrical equipment’s;
• Responsible for clearance of all invoices from account’s;
• Responsible for providing administrational reports to HQ;
• Responsible for providing budget estimation to accounts and monitor the expenses and review them quarterly;
• Responsible for supervising Stationary items and kitchen items consumption;
Procurement:
• Manage Purchase Requests to ensure timely procurement & validation of payments;
• Responsible for ensuring that all goods/services procurement are in full compliance;
• Responsible for floating request for quotations, quotation collections, and arranging purchase committee meeting if needed;
• Responsible for ensuring market surveys for checking prices and availability of the products;
• Follow up with vendors for timely delivery;
• Track all assets & inventories & ensure periodic physical verification & assets count and ensuring that new assets are tagged regularly;
• Maintaining list of un-useful dead assets inventories, arrange approval from HQ and auction them.
• Serve as focal point for all office contracts / subcontracts;
• Serve as main point of contact for all vendors;
Fleet Management:
• Responsible and coordinate driver roasters with them;
• Responsible for ensuring vehicles are fully equipped with all tools, fire extinguishers, log books, maintenance sheets;
• Responsible for preparation of fuel consumption report;
Administration:
• Responsible for arranging logistic support for events including venue selection, room reservations, food arrangement, perdiums distributions;
• Responsible for ensuring all official vehicles are properly maintained and drivers are following the company policy;
• Responsible and coordinate driver roasters with drivers and office support staff; helping them in filling their adjustments, medical claims and verify their overtime etc;
• Responsible for verifying fuel slips and taking vehicle test randomly;
• Responsible for maintenance of office, country director residency & staff house including civil & electrical work;
• Responsible for arranging expatriate staff/ visitor’s visa/ NOC and maintain proper filing of required documentation;
• Preparation of Payroll deduction with supporting every month and forward to accounts;
• Responsible & coordinate with team staff about their leave applications, cash adjustments;
Procurement:
• Responsible for preparation of request for quotations, quotation collections, comparative statement and issuance of purchase order;
• Responsible for preparation of tender documents and distribute through different channels;
• Responsible for preparation of tender advertisement and publish in various mediums;
• Responsible for follow up with suppliers for timely delivery;
• Responsible for preparation of all documents for clearance of timely payment;
• Responsible for updating the procurement tracking sheet;
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Asset Management:
• Responsible for maintaining asset/ inventory separate list;
• Physically Verification of asset & inventory once in a year of Islamabad Office, field offices, CD House and Staff House;
• Asset /Inventory tagging of newly purchase items;
• Managing all the arrangements for Board of Directors Meeting& arrangements of stalls in different exhibitions.
• Responsible for all arrangements of stalls in different exhibitions.
• Responsible for keeping the record and issuance of exemption certificates to the stake holders.
• Look after the routine supplies of the office.
• Responsible for preparation and printing of Brochures, calendars and give aways for different events & exhibitions.
• Responsible for procurement, Purchase requisition, quotation collection, preparation of request for qoutation, Quotation evaluation, and preparation of PO.