• Directly reporting to the Manager with responsibilities for the overall administration management.
• Leading and managing a team of four sub-ordinates.
• Bi-annually Master Planning of administrative operational policies and protocols and keep adherence.
• Overseeing renovations/maintenance/reconfigurations, security system, and all facilities management.
• Implement and enforce safety policies and procedures.
• Arranging travel of the staff in coordination with the Travel Management Office.
• Preparation and finalization of annual budget for administrative supplies, pantry, equipment, petty cash etc.
• Assisted in strategic planning, program leadership and logistics for hospital projects.
• Providing information to internal auditors and leading the admin department for smooth execution of audit for JCIA.
• Periodic analysis of actual vs budget and reporting it to department manager and finance.
• Overseeing staff attendance, leaves, medical and coordinating HR for payroll, hiring and related process.
• Understanding and identifying areas of improvement to ensure smooth routine operations.
• Organized internal events/workshops, supervising logistics, marketing, catering, and awards.
• Supervising support staff on demand.
• Preparation and presentation of board presentations.

• Overseeing general administrative activities, I.T, pantry, housekeeping, filing, calendars and maintenance etc.
• Taking minutes of the meeting and keeping records.
• Handling routine complaints and ensuring timely resolutions.
• Managing meeting rooms, calendars, bookings, and conferences.
• Draft emails, official letters and documentation, courier services.
• Petty cash issuance. Preparation of reports of expenses occurred.
• Assisted in internal audit.
• Monitor staff attendance.
• Highlighting any potential financial errors or risks associated in creating next year budget.
• Responsible for collecting project(s) related data and enter in a centralized data system (SPSS).
• Maintained confidential records and provided timely availability of data.
• Preparing PPT presentations for senior management.

General:
Ensure daily project activities.
Manage all the IT related tasks.
Oversee documents, Draft letters, TCS couriers, Meetings, Minutes of Meetings, Manage calendars, Flyers,  Events, Workshops, and Venues.
Coordinate with DCPE department of Aga Khan for credit banners and certificates.
Arranging meals/refreshments (NFSD and outside both).
Support HODs and Principal Investigators with ongoing projects and capacity-building plans.
Ensure compliance with institutional policies.
Organize internal audits for self and team assessment and get prepared for JCIA.
Prepare and submit periodic reports to stakeholders and PIs.

Project(s) Administration: 
Collect and compile data for specific results with team and agencies.
Design and monitor centralized system for data administration.
Perform data entry (SPSS software), analysis, data cleaning & data management.
Ensuring the project(s) are delivered on-time, within scope and within budget.
Define project schedules and milestones.
Maintain accurate and confidential data records (JCIA defined).
Readily data access to immediate supervisors and funding agencies (Granting agencies).
Reporting adverse events to funding agencies.
Submit project progress reports timely and highlight areas of improvement.
Ensure and keep documented project outcomes for future planning.
 
Budgeting: 
Consolidating the project’s budget.
Track expenses to stay within the budget.
Systematic reporting of expected VS actual expense.
Act as a liaison and provide budget reports to funding agencies and internal finance and follow up on funds and reports.
 
Reports: 
Produce SPSS data report.
Data collection reports. (Excel, PPT, graphs)
Project auxiliary reports. (expenses for events, workshops, etc.)
Internal audit and review report.

General:
Manage daily office activities.
Oversee office supplies, pantry items.
Ensure proper housekeeping and security services.
Handle overall office maintenance (facilities, electrical, hardware, sanitary, HVAC etc)
Draft letters, Emails, flyers, general or administrative correspondence whenever needed.
Organize Events, Seminars, Conferences, and Arrange venues. (below given table)
Manage meetings (in-person & online) and appointments and record Minutes of Meetings.
Reports and presentation on timely submissions.
Ensure compliance with organizational policies.
Maintain a file recording system for confidential documents.
Ad-hoc tasks as assigned by the manager.


Human Resource: 
Monitor attendance records. (Sick, Casual, and Annual)
Raising ROPs on people-soft for salaries and ensuring timely salary disbursement.
Handle PRs for new hires, including JDs, resume pooling, shortlisting, and interview coordination.
Interviews, evaluations, and complete the hiring process and facilitate orientation programs for new hires.
Records of Service Contracts, Contract Extensions, Service Evaluations, Terminations,  Resignations & Renewals etc.
 
Research Administration: 
Oversee DRC activities, including research protocols, reviewing and publications.
Prepare reports on manuscript publications and graphical presentations
Manage Research Consultation Appointments for faculties and consultants.
Maintain all publications documents, Google forms, Approvals, and Budget Reports.
Maintain confidentiality of sensitive information.
 
Reports: 
Prepare DRC reports.
Prepare Research Clinics Reports.
Staff attendance sheets.
Keep records of publications

• Manage daily office administration responsibilities under the guidance of supervisor.
• Greet staff, offering assistance and guidance as needed.
• Address any inquires and resolve issues promptly.
• Oversee housekeeping staff and their attendance.
• Coordinate meetings, appointments, courier services, etc.
• Provide support in organizing events, seminars and handling arrangements.
• Assisted HR in recruitment activities, maintaining staff records.
• Prepare excel reports of publications and manuscripts.

• Overseeing daily office operations.
• Control maintenance expense within the approved budget.
• Handle petty cash issuance, reimbursement and record keeping.
• Tasks such as, filing, photocopying, scanning, and maintaining records.
• Manage vendor profiles, contracts, quotations, and invoicing, readily available data.
• Prepare work orders, work assessments and payment release orders.
• Assist with any additional tasks assigned by the manager.

General:
Manage daily office activities.
Manage inventory, stationary, supplies.
Controlling maintenance expenses within the approved budget OPAX CAPX.
Address office complaints, repairs, and maintenance promptly.
Manage petty cash issuance, reimbursement, and record-keeping.
Perform filing, copying, binding, and scanning.
Maintain digital records on PeopleSoft Oracle.
Other duties assigned by Manager.
 
Operations: 
Maintain and manage vendor profiles, Contracts, Quotations, POs, and Invoicing.
Negotiate with Vendors and Contractors to secure company advantage.
Handle outside purchases and reimbursement processes.
Prepare work orders, assessments and payment releases.
Support Filing and Record Keeping (Work Orders, Purchase Orders, Petty Cash, Retentions, Advance Payments, Debit Notes).
 
Reporting: 
Monthly Attendance reports.
Monthly Petty cash reports.
Daily Housekeeping Staff time sheets.
Invoicing and Billing.

• Overall general administration; cleanliness, housekeeping, security staff, HVAC, courier, pantry etc.
• Maintain records of material, goods, invoices, payments, work orders and expense receipts.
• Responsible for preparing contracts, process purchase requisition, release work orders.
• Verify job completion, and process payment disbursement.
• Ensure filing system and readily available of the information.
• Asset tagging, asset issuance and disposal.
• Oversee employees attendance; sick, casual, annual.
• Process mobile phone bills.
• Process medical reimbursement bills.

General & Facility Management:
Maintain office cleanliness and comfort.
Office supplies, pantry and ensure stock of essential supplies.
Periodic check and repair office technologies.
Manage employee leave and attendance (sick, casual and annual)
Handle office complaints and maintenance.
Reconcile petty cash and expense claims.
Payment of Mobile phone bills.
Organize meetings.
 
Procurement & Vendor Management: 
Create and renewal of project contracts.
Process purchase requisitions and control costs.
Prepare comparative reports for contractor quotations.
Conducting vendor interviews and negotiations.
Release work orders with SOPs for quality, pricing, and delivery.
Verify job completion and process invoicing and payments on people-soft.
Manage vendor payments, retentions, certifications, and tax deductions.
 
Inventory & Supply Management: 
Tag and manage asset issuance, transfer, and disposal.
Conduct surprise checks and physical asset counts
Deliver goods and requested items promptly.
 
Staff Supervision: 
Supervise drivers, housekeeping, and office assistants.
Conduct on-job training for support staff with HR.
 
Filing & Record Keeping: 
Maintain records for Material Requisitions, Purchase Requisitions, Goods Received, Contractor Invoices, Payments, Contracts, Vendor Management, Work Orders, Petty Cash, and Expenses.
Ensure proper filing for inspection and audit purposes.


Reporting: 
Attendance reports.
Inventory reports.
Petty cash expense reports.
Mobile connection bills reports.
Invoice and bills reports.
 
Software: 
M-Files Software.
People Soft Oracle