1. Coordinate and ensure that various internal office administrative support procedures such as document tracking, filing, archiving and monthly reporting are well implemented in the MHAC;
2. Coordinate and maintain the is a systematic e-archiving system for medical files, blood test results and follow-ups;
3. Set up and maintain an orderly storage system for chest X-rays and keep hard copies of medical documents (informed consent, radiologist’s report, sputum smear results, pregnancy test results etc.);
4. Photocopy and scan medical documents as necessary;
5. Provide feedback on staff allocation to the various units within the MHAC;
6. Implement improvements to strengthen internal control mechanisms; adapt inputs for new procedures to complement or to improve existing instructions/standard operating procedures in order to achieve streamlined efficiencies;
7. Receive all completed medical deferrals/furtherance, x-rays and other documents from MHD, update the reception of the same in the database and forward to the migration health physician for clearance;
8. With the Resource Management Officer (RMO) coordinate the issuance/renewal of staff contracts, leaves, attendance records maintenance, medical and insurance monitoring and security issues. Act as main liaison between MHD and procurement, finance and HR units for all related activities;
9. Provide feedback on staff allocation to the various units within the MHAC;
10. Maintain an inventory and organize timely, cost-effective and appropriate procurement and storage of stationeries, IT equipment and consumables, hygiene products, medical supplies and equipment, as needed for the MHAC;
11. Coordinate the acquisition, renovation, refurbishment and regular maintenance of the MHAC facility with the MHAC Supervisor;
12. Administer the office’s petty cash and submit the necessary reports to supervisor. Ensure reconciliation of service fees and bank statements;
 13. Assure correctness of travel authorizations and advise on allowances for staff members leaving on duty travel; 
14. In co-ordination with the RMO, participate in budget and expenditures monitoring, monthly and annual financial reporting. Collect relevant statistics and provide financial analysis, in coordination with the MHAC supervisor;
 15. Perform such other duties as may be assigned.

1.       Vehicles scheduling, arranging fuel advances for drivers for official visits, and reviewing and summarizing driver’s bills.
2.       Advance adjustments of all project staff
3.       Leading all the Admin & Procurement-related matters for Projects.
4.       Fuel adjustments, advance adjustment against all procurements
5.       Coordinating and finalizing all field visits
6.       Generate monthly vehicle rental bills for the project.
7.       Management of all logistics of projects
8.       Monitoring of misusage of office facilities by project staff and reporting it in a timely manner.
9.       Perform any other duties as required by AiD management.
10.   Finalizing training venue in consultation with TL and project coordinators for projects.
11.   Finalizing, approval, and procurement of training-related items within approved budgets
12.   Ensure that all project-related Admin tasks are timely completed followed up on time and documents produced for approval are correct and accurate and crossed check before approval from Supervisor.
13.   Any other tasks as assigned by the Line supervisor.

Coordinate with the National Finance Officer and the RMO, a comprehensive Administration System in CRA field offices (filing, procedures, etc.). Comply with organizations’ policies and support PDO in implementation at the field level. Prepare monthly petty cash report, and cash certificate and submit to head office along with supporting documents for replenishment of funds. Prepare and submit requests for advances to head office and responsible for submission of liquidations for office and grants expenses.
Key Accomplishments

Led local procurement of goods and services in the field by the program for grant-specific ‎projects, with coordination of field unit. Diligently displayed Tender Notice & RFP/RFQ to qualified contractors and distributed bid documents.
Prepared and verified all grant payments in terms of budget, contracts, PR, PO, and BAS before sent to head office for processing.
Implemented staff regulations and rules for both officials and employees and updates thereof. Advice on travel authorizations and allowances for staff members leaving on duty travel.
Ensure security clearance is requested and received, when applicable, maintain Office operations and files related to Admin, Finance, and HR, attendance and leave records and control.
Provided support to field Program colleagues in reviewing grants activity budgets forecasting by ensuring market research for the prices of budget line items within 24 hours before submission to the Grants unit in Islamabad for their onward process
Asset management efficiently upgraded and maintained assets of the program; updated assets inventory in the field office and coordinated with Logs Islamabad.
Maintained and Updated vendor’s database. Arranged Hotel and Hall booking for staff and training workshops. Arrangement of the warehouse for grants specific.
Controlled office/supplies maintenance, utilities, invoicing, and pests control services while leading repairs of office equipment and machinery. Timely processed utility bills, prepared reports, and processed staff mobile bills.

Rendered keen eye for details to create tender notice & RFP/RFQ to qualified contractors and distributed bid documents and oversee procurement of goods and services in field for grant specific projects via collaboration with field unit. Upheld log book, stationary, and fuel record for generator while meeting request of staff regarding stationary demand.
Key Accomplishments

Transparently carried out bidding process for grant procurement; assisted bidding committee members to address any irregularity found in the process. Vigilantly reviewed and compiled bid documents before dispatch to Logistics Islamabad.
Efficiently upgraded and maintained assets of program as per Asset Management protocols, updated assets inventory in the field office and coordinated with Logs Islamabad.
Timely processed utility bills, prepared reports, processed staff mobile bills.
Maintained and Updated vendor’s database. Arranged Hotel and Hall booking for staff and training workshops.
Administered proper documentation of procurements in the field ensuring sharing of payment vouchers and other supportive ‎documents with Logs Islamabad.
Prepared and monitored duty roaster of drivers and checked logbook regularly and communicated to Logs Islamabad. Verified repair and maintenance of vehicles on regular basis maintaining liaison with vendors.
Effectively maintained logbook and fuel record for generator; maintained stationary record and fulfilled the request of staff regarding stationary demand.

Strategically positioned as an Admin/Finance Assistant in FR, District D.I. Khan, Tank, South Waziristan Tribal, and Orakzai Tribal District and led office maintenance, supplies maintenance, utilities and invoicing of pests control services. Shoulder the responsibility for overseeing employees’ medical claims and acquiring office supplies. Integral role in maintaining attendance, leave records, and staff personal files and directing orientation sessions for newly hired employees. Oversaw efforts of administrative employees to assure adherence to quality standards, deadlines and proper procedures.
Key Accomplishments

Expertly administered and presented petty cash imprest account and annual financial statements to main office along with vouchers with “paid’ stamping of all invoices and related documents.
Achieved desired results by designing and implementing HR policies and employee code of conduct for employees and communicating all issues to concerned department in case of changes.
Organized in coordination with the National Finance Officer and the RMO, a comprehensive Administration System in CRA field-offices (filing, procedures, etc.). Complied with policies and support PDO in implementation at field level.
Controlled office/supplies maintenance, utilities, invoicing, and pests control services while leading repairs of office equipment generated monthly cash reports and submit to head office along with supporting documents.
Generated requests for advances to head office and submitted liquidations for office and grants expenses, prepared vouchers for financial transactions office and other program related Payments and maintain proper filing system.
Verified all grant payments in terms of budget, contracts, PO and PR before sending to head office for processing. Disbursed cheques with Logistics, Contractor, and others (Ensuring proper receiving/sending back to Head office).
Ensured maintenance of Office files related to Admin, Finance and HR, implemented staff regulations and rules for both officials and employees and updates thereof. Notify changes to the staff members concerned.
Provided guidance on travel authorizations and allowances for staff members leaving on duty travel. Ensured security clearance is requested and received, when applicable and maintained all payments records.
Ensured preparation of the summarized reports of Medical and DSA claims (Date and staff wise details with paid and unpaid status with proper coordination of Head Office’s Finance and HR Departments)

Held the credit for examining, verifying, maintaining, and reconciling inventory record of non-expendable property. Organized and sustained records of staff entitlements to the administration department as well as oversaw office premises, electrical/gas appliances, furniture/fixtures, and office automated machines.
Key Accomplishments

Built synergies with Admin Officer in submitting petty cash journal statements and determining administrative, human resources, and financial matters in an efficient manner.
Seamlessly administered a variety of support functions, including processing, and routing incoming mail, correspondence to appropriate staff members, as well as calendar and meeting functions.
Handled and determined all transportation affairs in the field office, such as maintaining vehicles, drivers, petty cash journal, and delivering reports to the finance section for reconciliation and replenishment.