Farhan Malik

• Supervise all day to day admin related operations (renovations, maintenance, events planning, domestic travelling etc.) and identify process bottleneck & find the best possible solution for improvement within policies and regulations. • Supervise all transport related matters (Maintenance history of vehicle, fuel consumption report, allocation of vehicle to staff etc.) • Monitor costs & expenses (head wise) to assist in budget preparation. Aware of process of shifting of office and auction of surplus/unserviceable items. • Assess admin staff performance and organize training for improving administrative system. Ensure optimum utilization of organization resources. • Maintains up-to-date HR files, records & relevant documentations. Monitor the hiring process Contract policy 2004, including Job advertisement in Newspaper/Job Portal & scheduling interviews. Ensure all codal formalities of contract extension of all staff. • Adherence of compliance of procurement PPRA rules. Liaison & Coordination with all vendors and follow up of service/purchase orders. • Liaoning with all Government departments for effective and timely communication. Serving as Public Information Officer of PPP Cell, P&D Board. • Oversee security plan, safe exit of staff during any emergency/contingency situation, conduct drill exercises periodically.

Effective utilization of resources, monitor expenses and suggest cost-effective alternatives. Prepare periodic reports & comments are be submitted by relevant deadlines • Preparing RFP, procurement planning, method and setting criteria as per PPRA rules, formulation of bid analysis. E-procurement and tendering of office supplies and equipment • Vehicle Fuel consumption report, Fuel billing, repair & maintenance of vehicles, allocating of vehicles and drivers etc. Overseeing the regular operations & ensure smooth running. • Oversee all administrative matters, events management, air ticketing, accommodation etc • Preparing Duty rostrum of junior staff, performance appraisal and training of new staff. • Managing office civil repair maintenance, printing publication, submission of utilities bill. • Supervise stores team regarding satisfactory report/GRN, delivery challans, Gate pass, entries in ledgers, and issuance form and transferring of stock from office to other district sub offices.

• Managing, leading and controlling the Administration Department effectively & efficiently to provide logistic support. Monitor Security plans and payment to daily wagers. • Manage operations by recruiting, selecting, orienting, and training employees; maintaining a safe, secure, and legal work environment; • Coordinate purchasing activities through identifying, and evaluating vendors for pricing and quality. Documents all purchasing decisions, and complete purchase orders. Activities include reviewing purchasing requests, creating purchase orders, requesting for quotation, Preparing CBA, Vendor selection process and sharing requirements. • Registration of employees in EOBI and PESSI submission of contribution to relevant Government office. • Oversee record keeping & HRIS. Labor costs, manufacturing costs and any maintenance costs had been carried out. • Ensure that files and records are maintained with no outstanding bills or reports whilst also examining any documents to ensure completeness and accuracy in the work place.

• Maintain all financial systems for the district office and ensure full compliance with financial Policies and Procedures. Preparation and maintenance of Vouchers and ledgers. • Ensure that max supporting documentation is enclosed with all the vouchers. Oversee bank reconciliation. Monitor Assets register, Iog books, fuel consumption report of generator and vehicles. Withdrawals and transfer of funds from banks. • Preparation of monthly financial report of district office and its further submission to head office, including scanned versions of all the transactions. Monitor petty cash transaction. • Generation of all projects variance reports. Maintenance and finance filing system. • Field visit as per requirement. Issue Operational advances & Staff OPD record. Maintenance of staff Time Sheets and attendance record. Support to District staff in logistics and administration • Procurement: P R, float RFQs, Preparing CBA, MoM of Procurement Committee, Suppliers Evaluation criteria, Update monthly procurement tracker. • Review the payroll before preceding the payment. Office timing and attendance, appraisal & rewards.

• Update the Lease Trackers on Monthly basis and preparing payment. • Using technique of FIFO as standard but use LIFO only in perishable Items. Oversee documents of Way bills, Bin card, Stock release request, Stock transfer Notes, Damage & Missing Reports, Donor record, Daily IN/Out report, GRNs, Delivery challans from Vendors & Prepositioning of goods. • Assist Finance Manager to review & Check voucher from vendors, record in general Ledger and reimburse them. Petty cash & Cash book Handling. • Preparing Cheques, Taking Receiving from vendors/Suppliers, Implementation of SODs, compliance, recording of financial transaction and expenses. • Develop Monthly logistic Plan in consultation with coordinator, Ensure enough space is available in warehouses before arrival of new shipments. Ensure that all the movement of goods are coordinated. Ensure that all the area maps, road, KMs, location are maintained in the office. • Ensure scheduling of vehicles as per specific commodity staff’s requirements & allocated for all field trips in a timely manner to ensure smooth office transport operations • Adherence of financial compliance and ensure all the payments are provided at the right time, along with the trail of required documents. • Oversee procurement process including (PR, Quotation, PO, GRN, Invoice, & its Payments).Issuance of PO to Suppliers, follow up of all the orders on daily basis.