As a dedicated Management Services Associate (Admin & Finance) with strong multitasking abilities, I have successfully managed diverse responsibilities across various domains to support seamless operations. My role includes preparing and consolidating detailed reports, correspondence, and briefing notes, as well as conducting research to inform strategic decisions. I actively seek and apply feedback to improve business processes and efficiently address complex queries, ensuring timely and accurate resolutions for clients.
I oversee the maintenance of records and databases, ensuring they are well-organized, easily accessible, and compliant with regulations and policies. By reviewing and revising documentation, I ensure its quality and timeliness while providing constructive feedback and necessary amendments. I also assist managers in planning, monitoring, and reconciling budgets, recommending procedural improvements to enhance business support services.
In addition to delivering advanced business support services, I mentor junior staff to build their skills and coordinate their tasks to maintain consistency and excellence in service delivery, contributing to overall operational efficiency.
Management Services (Administration) Responsibilities:
• Provide coordination of administrative and technical support within the Management Services portfolio to ensure efficient and high-quality service delivery.
• Regularly assess resource needs in the designated areas of responsibility and identify new requirements to enhance operational efficiency and cost-effectiveness.
• Collate, analyse and prepare data and reports to support decision-making and the effective management of resources.
• Monitor and process actions related to procurement, finance, human resources, and other relevant areas, ensuring data is accurately and timely recorded in corporate systems.
• Continuously assess and recommend improvements to internal procedures to enhance service delivery.
• Provide timely and accurate resolutions to complex queries, ensuring efficient service delivery.
• Leverage digital tools and technology applications to enhance working practices and customer service and embrace new workplace technologies.
• Contribute to inter-agency initiatives under the UN Reform to achieve cost savings and service quality improvements.
• Work with internal functions and CP to enable efficient service delivery at FC's.
• Provide training and guidance to staff on Management Services regulations, policies, procedures, processes, standards, and systems.
• Contribute to emergency preparedness and response by allocating resources, offering analytics, and providing relevant services.
• Book flights, hotels, and rental cars for travellers.
• Process travel authorizations and expense claims in line with travel entitlements for staff after confirming funds and in accordance with administrative guidelines.
• Manage travel arrangements and itineraries in coordination with travellers.
• Advise travellers on travel destinations, including cultural and historical attractions, local customs, and regulations.
• Help travellers with travel visas, passports, and other required documents.
• Arrange transportation and airport transfers for travellers.
• Handle special requests from travellers, including dietary restrictions, room preferences, and other accommodations.
• Address travel emergencies, such as flight cancellations, delays, or lost luggage.
• Process UNLP (United Nations Laissez-Passer) requests for staff.
• Maintain accurate and up-to-date records of all inventories (office supplies, ICT, vehicles, etc.) and update the GEMS system accordingly.
• Plan annual requirements for inventory items to ensure timely procurement and availability.
• Prepare a PR to initiate the process of PO for procuring goods and recurring services on a monthly or quarterly basis.
• Prepare a Micro Purchase Order (MPO) for services or goods within the ceiling limit of $5,000.
• Identify potential vendors and initiate the process for their registration.
• Conduct annual and quarterly assessments of vendors based on the quality of their services and goods.
• Process the SES or GRN monthly for the recurring services rendered.

Finance Responsibilities:
• Assist in providing technical and procedural support to staff related to finance and budget management, ensuring compliance with WFP financial policies and regulations.
• Track monthly expenditure forecasts and provide relevant reports to support informed financial decision-making.
• Regularly monitor sub-imprest bank and petty cash accounts to ensure adequate funds are available and appropriately disbursed.
• Verify vendor claims, advances, and other receivables while adhering to procurement procedures to ensure timely payment in line with WFP finance rules.
• Assist in compiling information from various sources to prepare reports on budgets, accounting, and finance.
• Administer the recording and monitoring of fixed assets, fuel consumption, and vehicle and generator spare parts to ensure accurate databases.
• Keep an accurate record of all invoices and payment transfers through the web-based register, ensuring compliance with WFP standards.
• Ensure expenses align with the approved budget and manage timely payments to external suppliers, cash grants, and other invoices.
HR Responsibilities:
• Assist with recruiting tasks such as reviewing resumes, conducting and scheduling interviews, hiring, and following up with candidates
• Schedule and coordinate onboarding assignments and training sessions
• Compile and process employee documentation and records, and keep the employee database up to date
• Assist the HR manager with formulating policies, procedures, and changes, as well as communicating all updates to employees
• Respond to employee questions and complaints regarding HR queries in a timely and professional manner.
• Perform other duties as required.

Office Management: Plan and direct all office operations including managing and training staff, maintaining stocks and inventory; ensuring service standards adherence, and implementing procedures for maximum operating efficiency. Procurement: Work on own initiative and apply critical thinking skills in decision making for overseeing procurement tasks, assessing requirements, endowing suppliers, seeking proposals, ensured contract performances and evaluations. Resilience Optimization: Strategically position to engage with service provider’s security to office, staff, stores, and warehouses. A rendered keen eye for details to maintain all security devices and their records monitored performance, ensured compliance of applicable policies and regulations, address complaints and take necessary corrective actions. Travel Desk: Administered all traveling processes such as international/domestic ticketing, visa, transportation, and hotel accommodations, arranged routes specific to budgets and deadlines, arranged seminars, training, and conferences.
Insurance & Legal Services: Reviewed and assessed insurance policies and managed Lodging and settlement of claims, updated covers, and handled renewals and Social Securities. Facilitates Management: Planned and oversaw renovation property acquisition, disposal, and relocation; strategized and aligned as well as managed space, parking services, also led multidisciplinary teams and delegated responsibilities.

 Monitor the day-to-day financial & Admin and relief activities operations within the scope of area.
 Oversaw petty cash transactions, approvals, and managed financial department staff, including associates and accounts. Monitored the company's financial status to identify improvement areas and strategies to minimize financial risk. Reviewed and verified monthly financial reports, petty cash, bank reconciliations, and budgets to ensure accuracy and compliance
 Provide insightful information and expectations to Director Operation and senior executives to aid in long-term and short-term decision making.
 Monitored and procured office supplies for various departments while managing the maintenance and repair of machinery and systems. Oversaw inventory and coordinated the purchasing of supplies, ensuring budget adherence. Tracked costs and expenses to support budget preparation and maintain financial efficiency.
 Ensured a safe, secure, and well-maintained facility compliant with environmental, health, and security standards. Oversaw facility services, maintenance tasks, and supervised tradespersons like electricians. Managed and organized office activities, including recycling, renovations, and event planning, ensuring adherence to policies and regulations.Keep abreast of all organizational changes and business developments.
 Developed and implemented security policies, protocols, and procedures while managing budgets and monitoring expenses. Recruited, trained, and supervised security staff, coordinated responses to emergencies, and planned security for events. Liaised with local law enforcement, attended management meetings for operational needs, investigated incidents, and prepared comprehensive security status reports for management.
 Approved beneficiary cases based on data and analysis provided by the M&E team. Designed a 6-month relief activity cycle for families, encompassing medical support, education, skill development, and ration facilitation.

ADMIN:  Managed the overall General Administration of the Office.  Liaison with different vendors to managed and ensured the timely services  Prepared the PRs for the PO and helped in vendor creation process with in Procurement Process.  Managed RFPs, RFQs and actively participate in procurement process.  Managed the vendor contracts and Office Lease and their extensions as per the WFP Rules.  Take Care of Genset Maintenance, and Fueling and Ensured its is in operational condition.  Managed the Inventory, Physical Verified the all the Inventory Assets through online PIM Mobile Application App and managed the Inventory field and category.  Managed the Hotel Reservation Travel (Air Road) Reservation as per plan of the staff member and mission and other administrative coordination as and when required.  Verified and Processed the TA / TEC Claims of the staff member after completion of Mission as per the defined SOP’s as per WFP Travel Manual.  Organized and Support the Events / Seminars with in the hotel in main cities and also in Field Areas.  Provided the Admin Support to Other Agencies ILO and UN WOMEN and facilitate them in other support services and Prepared the monthly and Annually Cost Sharing reports.  Supervised the Janitorial Staff and drivers and maintained their files, organized and schedule the tasks among them.  Managed the Overall Fleet and supervised its maintenance as per SOP. Prepared the monthly Fuel Consumption Report and also update the FMS (Fuel Management System) Application.  Prepared the Annual Reports for Fuel Consumption / Travel / Finance and Fleet Maintenance Cost.  Working Experience in SAP, (FMS) Online Fuel Consumption App, E Register, (PIM) Inventory Management Software App.HR:
§  Review the Medical Claim and helped the staffs  and provide them guidance for the timely submission.
§  Track record of staffs Attendance and Leave Record update the staff on HR Policies.
§  Prepared and tracked staffs quartly Leave Plan and timely submission to the Management for the Approval.
§  Verified the SC Payroll of Field Staffs and Lahore Office.
§  Organised and Invigilate the HR Test and Helped to arranged the Interviews for the Applicants.

• Delivered IT user support on software and infrastructure side and held the credit for installing, testing, and debugging different software on client side and troubleshooting windows based workstations.
• Acted as first–line resource for receiving in bound calls, logging into ticketing system, and resolving issues. Supported software, hardware, and operating systems by troubleshooting client's issues.
• Installed operating systems and applications, conducted technical training demonstrations, diagnosed clients’ troubles, and promptly resolved all the issues related to network access.
• Expertly handled the MS Outlook and email Issues while installing application software’s as per the operational need of CS departments.e.g TABS, Citrix etc.

• Played an integral role as the Supervisor at station and held the credit for training and supervising telecom Infrastructure team based on 7 staffs, maintaining information regarding the complaint log, and tracking record of new installations on weekly and monthly basis.
• Managed WiMAX deployment at consumer and corporate level and configured VOIP provisioning with in Motorola devices ATA (Grand Stream) and IAD (ISURF 1002, 1004, 1008) for telephony services.
• Offered trainings to staff in installing and resolving problem on Motorola device (CPE i 600(Buckeye), i300 (Wolverine) o 400(Jupiter) series).
• Actively liaised with corporate clients to install RF equipment (Jupiter) and manage complaints regarding the VPN & VOIP Packages.
• Coordinated with telecom vendor (Motorola) for Service Requests to update firmware of all devices and ensure the 100 % connectivity and all sites operational at Jhelum.