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خلاصہ
pGeneral Functions related to Human Resource(HR), Admin Finance (PTI)IOM Inform the Security unit for security clearance of selected candidates and also inform the head office about the joining of the new staff member.Assist newly-arrived Local staff with administrative formalities related to their accreditations, security passes, submission of completed forms and related documents to head office.Collect documents (ID card attested copies, Updated CV, Signed Job Description, recruitment kit, experience letters and etc) and file the all original documents of the employee for the record.Give orientation to the selected candidate about the HR policies.Advise staff members on their rights, obligations, benefits, and entitlements, and assist them in interpreting organization rules and regulation.Respond to queries of staff related to HR, about their contracts, salary, taxes, benefits, leaves, TA-DAs and any pertinent information.Give contracts to the local recruited/hired staff and take receiving on them.To follow up the expired date of the contracts of organization staff, clear all the assets given to staff before leaving the organization, take back all issued official documents i.e. Health cards, service cards, and process clearance form for separation from services of departed staff.Receive HR documents and proper distribution of those documents (Opening of Bank Account, experience letters, Income tax Letters, Final Settlements) after receiving send back to HO.Assist the staff to arrange their travel in coordination with the logistics section to process their Travel authorization form (TA)and Travel Security clearance form TSCF also maintain Travel authorization form List in Hard or Soft or clear them according to DSA Payments.Assign vehicle and driver for all official travels when requested by staff for field visits.Take all necessary travel approval before commencing the journey( for team leaders, seniors and drivers,for monthly implementation meeting or any meeting).To fill in overtime form if any activity is on weekends or after office timings, timings can be verified by checking the logbooks. Process travel advance request to HR and advance payment request to the Finance head office.Ensure staff overtime and its timely submission to the head office including drivers.Receive, check and process all DSA claims of staff members including drivers and submit to Head office.If any staff members want to travel in a personal vehicle, it is must to take approval from PM and can claim the fuel and toll tax after submitting to H.O.Ensure proper filing system and maintain Travel authorization form List in Hard or Soft or clear them according to DSA Payments or attached documents like Guest house invoice, Petrol invoice, Toll plaza receipt and etc.)Verify invoices received from hotels/guest houses and ensure payments are made in a timely manner in collaboration with Head office finance unit.Maintain Medical Claim List In hard and soft and file them properly. Medical Cheque Receivings and sending back to Head office (to ensure the timely reimbursements).Keeps a record of all official correspondence including daily reports sends to TLs and Security Assistant. Send Leave Requests to HR for approvals, in case of any outstation meetings, send Travel authorization form and Travel Security clearance form to HR for approval and clearance.Assist the locally recruited staff about medical insurance plan and policy for (IPDS and OPDS). Provide administrative support to staff in case of Medical Emergencies. Inform HR in case of addition and deletion of any family member name from the health cards.Maintain daily tracking Medical record of staff and families to provide accurate information to issue them new Health card.Maintain personnel records in the office, including maintenance of the attendance, overtime and leave records.Maintain staff leaves record daily, weekly or monthly in Google Docs. Assist in staff training need assessment, prepare participants list and informing the staff.Every quarter/six months assist in annuls staff performance Appraisal Evaluation and tracking of forms.Maintain records and facilitate staff in their health, EOBI, and staff ID Cards and if there is any query regarding these cards is also addressed.Ensure timely dispatching of all documents to the Islamabad office Liaison with Head Office on a daily basis regarding financial matters.Maintain proper accounting files update organized filing system. Scrutinize of bills/claims/supporting documents. Assist with the verification and coding of all accounting documentation to ensure it is prepared according to the Organization's rules and procedures. Make sure that all vouchers in the field have the required supportive documents (Purchase requests, etc.)Maintain and update internal payment tracker.Receive Utility bills, Vouchers and courier slips. Take proper and necessary approvals of office utility bills (Electricity, Sui-gas, PTCL, Water bill, Diesel and etc.)Processing Petty cash payments and Maintain proper records of the office petty cash and supporting documents.Responsible for forwarding advance adjustments and petty cash reports to the main office and follow up on settlements/reimbursement. Receive Toll plaza and invoices for the payment.Field visits for Payments to beneficiaries and trainees related to different Grants.deal with IP.In case the absence of a Finance officer performs all the finance duties (and also perform Procurement and logistic tasks in the absence of any logistic officer). Any other tasks as requested by the Finance officer. Plus point close out the program which was running for 12 years
پراجیکٹس
تجربہ
Call center Agent
Provide detailed information to migrants and refugees about health assessment procedures and requirements over the phone and email.
Receive daily calls from applicants planning to visit the UK, Canada, Australia, and New Zealand.
Efficiently schedule medical appointments, catering to the specific requirements of each applicant in accordance with established procedures and guidelines.
Accurately register migrants in the IOM database, ensuring all necessary information is captured.
Maintain the database with up-to-date and accurate migrant information.
Coordinate with medical health assessment centers in Islamabad, Lahore, Karachi, and Mirpur Azad Kashmir about the slots management.
Serve as the primary point of contact between medical staff, migrants, and refugees.
Relay messages, inquiries, and updates promptly and accurately.
Maintain a professional and compassionate demeanor when interacting with applicants.
Prepare and maintain master lists of migrants and refugees scheduled for health assessment processing and distribute these lists to relevant medical health centers to process the schedule appointments.
Maintain daily statistics related to health assessments, including the number of appointments scheduled, completed assessments, and the appointments missed by the applicants.
Update records in a systematic manner to ensure data accuracy.
Implement improvements based on feedback to enhance the quality of service.
Provide detailed information to migrants and refugees about health assessment procedures and requirements over the phone and email.
Receive daily calls from applicants planning to visit the UK, Canada, Australia, and New Zealand.
Efficiently schedule medical appointments, catering to the specific requirements of each applicant in accordance with established procedures and guidelines.
Accurately register migrants in the IOM database, ensuring all necessary information is captured.
Maintain the database with up-to-date and accurate migrant information.
Coordinate with medical health assessment centers in Islamabad, Lahore, Karachi, and Mirpur Azad Kashmir about the slots management.
Serve as the primary point of contact between medical staff, migrants, and refugees.
Relay messages, inquiries, and updates promptly and accurately.
Maintain a professional and compassionate demeanor when interacting with applicants.
Prepare and maintain master lists of migrants and refugees scheduled for health assessment processing and distribute these lists to relevant medical health centers to process the schedule appointments.
Maintain daily statistics related to health assessments, including the number of appointments scheduled, completed assessments, and the appointments missed by the applicants.
Update records in a systematic manner to ensure data accuracy.
Implement improvements based on feedback to enhance the quality of service.
Admin and finance Assistant & Human resource
FINANCE:
Monitored and controlled assets, reserves, funds, supplies, etc., ensuring compliance with IOM regulations.
Provided support in accounting, budgeting, and financial-related matters, offering guidance to team members.
Assisted in the preparation of annual budget submissions and revisions, estimating staff costs, rental/utilities, office equipment, supplies, printing, and other expenses.
Extracted and inputted data into financial systems for the preparation of annual and project budgets, facilitating monthly budget monitoring and financial reporting.
Reviewed all types of payments, ensuring proper authorization and validating supporting documents.
Conducted claim verifications against documentation to ensure authorized purchases/services were completed.
Coordinated settlements of travel expense claims for all staff members, ensuring accuracy and completeness of claims and supporting documents.
Provided assistance in staff services such as travel coordination, expense claims, and document retrieval.
Assisted in the preparation of budget, accounting, financial, and statistical reports, meeting organizational requirements.
Maintained a tracker/database for e-filing, ensuring systematic completion of posted payments and accounting documents.
Responsible for the management of office petty cash, maintaining accuracy and adherence to established standards.
Performed additional duties as assigned from time to time, showcasing flexibility and adaptability.
HUMAN RESOURCE:
Informed the Security unit for security clearance of selected candidates and notified the head office about the joining of new staff members.
Assisted newly-arrived local staff with administrative formalities related to their accreditations, security passes, and submission of required forms.
Collected and filed all original documents of employees for record purposes.
Advised HR department and staff on HR policies, procedures, and initiatives.
Provided orientation to selected candidates about HR policies.
Advised staff members on their rights, obligations, benefits, and entitlements.
Responded to staff queries related to HR, contracts, salary, tax certificates, benefits, leaves, TA-DAs, etc.
Gave contracts to locally recruited/hired staff and ensured proper documentation.
ADMINISTRATION:
Updated and maintained all Google Docs, Spreadsheets, and Staff-related records in the database on a daily basis.
Maintained consolidated staff data, including emails, home addresses, CNIC numbers, health card numbers, employee card numbers, and contacts.
Processed and maintained complete records of medical claims and leave requests.
Maintained employee’s personal files and updated them accordingly.
Processed travel expense claims in accordance with organization rules and policies.
Provided travel assistance to staff for travel arrangements and entitlements.
Assisted staff in arranging travel in coordination with the logistics section.
Assigned vehicles and drivers for official travels.
Ensured proper filing system for travel authorization forms and verified invoices received from hotels/guest houses.
Raised purchase requisitions for fuel and kept records.
Took necessary approvals from the Program Manager for generator fuel.
Produced monthly fuel consumption reports and submitted purchase requisitions against invoices received.
Assisted locally recruited staff about medical insurance plans and policies.
Provided administrative support to staff in case of medical emergencies.
Maintained daily tracking of medical records for staff and families.
Checked and processed medical claims with required documents before submitting to Head Office.
Database Assistant
Executed tasks as outlined in the Terms of References in accordance with ACTED\'s internal policies, demonstrating independence and competence.
Developed comprehensive distribution sheets for program teams, ensuring accurate representation of project data.
Regularly gathered data collected by AMEU Monitors and distribution sheets, maintaining a consistent and up-to-date database.
Ensured the accurate and timely entry of data into the database, demonstrating a high level of attention to detail.
Implemented proper filing procedures for data to ensure easy retrieval and maintain data integrity.
Worked in alignment with priorities set by the AMEU Coordinator and Senior Database Operator, adapting to changing requirements and project needs.
Reported progress of data entry and highlighted any outstanding inaccuracies or discrepancies to the Database Operator at frequent and regular intervals.
Office Coordinator
· Oversaw day-to-day administrative tasks, including office repair and maintenance.
· Ensured the smooth functioning of office operations.
· Maintained and organized all relevant files and account books.
· Executed efficient bookkeeping practices to keep financial records up-to-date.
· Prepared and maintained all bills, receipts, and vouchers.
· Managed petty cash, ensuring accuracy and accountability in financial transactions.
· Took charge of office stationery management, ensuring availability and distribution as needed.
· Maintained meticulous records of staff attendance and leave to facilitate HR processes.
· Assisted the Manager Finance and Admin in various tasks to contribute to the overall efficiency of the department.
CRO customer relationship officer
· Conducting and overseeing day-to-day financial activities, including cash transactions.
· Preparing vouchers and accurately documenting all financial transactions.
· Preparing daily statements to provide a comprehensive overview of financial activities.
· Conducting daily and monthly reconciliation of cash to ensure accuracy and compliance.
· Issuing payments for bills and promptly stamping them as paid during the payment process.
· Responsible for the management and updating of petty cash on a daily basis.
· Overseeing all financial and banking matters, ensuring compliance with relevant regulations.
· Managing correspondence related to financial transactions and banking activities.
· Maintaining meticulous records manually and electronically for correspondence files.
· Managing and updating various registers, including cash register, cheque register, petty cash register, and more.
· Issuing advances for expenditures and maintaining a detailed record of all issued advances.
· Keeping track of correspondence registers to ensure accuracy and compliance.
· Managing and updating records of employee leaves, ensuring accuracy and compliance with company policies.
· Conducting follow-ups on all advances issued for expenditure.
