General Office Administration:
 Monitoring general office cleanliness on daily basis.
 Maintain IT related assets and issues.
 Managing different seminars & conferences and arranging venues inside AKUH (below given table)
 Responsible for departmental overall maintenance (electrical, hardware, sanitary etc).
 Coordinating and managing appointments, meetings and arranging venues.
 Act as a focal person to handle all matters of “Departmental Review Committee”.
 Carry out ad-hoc daily and weekly tasks as assigned by manager.
 Assist colleagues whenever necessary.

Human Resource:
 Monitor attendance records. Raising salary ROPs with finance department.
 Raise personnel requisition for contractual or permanent positions – Job-advertisement, Pool of Resumes, Getting Shortlisting, Send/call Invitations, conducting Interviews.
 Organizing interviews for new hiring, prepare interview evaluation submission, completion of hiring process.
 Welcoming on-board and assist in General Orientation Program (GOP) and Departmental Orientation Program (DOP) for new intakes.
 Salaries, employee benefits, and other necessary support in collaboration with H.R department.
 Ensure that the payment disbursement to temporary staff is being made on time, in collaboration with payroll department.
 Make proper records of Service Contracts, Service Contract Extensions, Service Evaluations, Terminations, Resignations & renewals etc.
 Resolve staff issues.

Correspondence:
 Dealing with email queries.
 Draft general or administrative correspondence regarding information required by the residents, fellows and doctors on own initiative or on the basis of instructions by Heads.
 Gathering information for reports preparation/ approvals and presentation etc.
 Ensure that technical reports and documents are in line with departmental standards, rules, practices and procedures prior to their submission.

Information Management:
 Preparing Reports for different workflows. Reports to be accurate and efficiently in use.
 Preparation of reports on Manuscript Publications.
 Preparation of reports on a graphical basis, power-point.
 File recording system for confidential documents.

Research Administration:
 Responsible in DRC (Departmental Review Committee) production of Research Protocols, Reviewing, Research Consultations, Publications.
 Research Consultations Appointments.
 Responsible for recording of all over publications - related documents, different Google forms, Approvals, Finance budget allocations.
 Maintaining confidentiality with sensitive information.

Reporting:
 DRC Reports.
 Research Clinics Reports.
 Staff Attendance Sheets.
 Publications Record.

General Office Administration:

Ensure office cleanliness and provide comfortable work environment for staff.
Administrative tasks including keeping up-to-date inventory and supplies, stationary, pantry system (Tea, Coffee, Water Bottles, etc.) and distribution appropriately.
Responsible for I.T related matters and housekeeping system.
Act as focal person to handle all office complains, repair and maintenance and provide on time solution.
Manage and keeping records of employees contracts and holidays (sick, casual & annual)
Make Petty Cash issuance & reimbursement timely and keeping soft-records available for monthly meetings.
Carries out duties such as filing, copying, binding, scanning etc.
Responsible for handling requests for printing, photocopying, mailing, courier-related services, routine emails, providing assistance in scheduling meetings, booking conference rooms, refreshment arrangements, calendar management.
Ensure an adequate office supplies like printer tonner, cartridge, SIM cards are available.
Create digital records on People Soft Oracle and maintains & share regular reports.
Manage and keep records of all movement of the staff and guests.
Maintain and mark calendars and manage meetings.
Ensure the office technological supplies are in working condition, and keep periodic checklist of their repair and maintenance.




Core Operations Responsibilities:

Manage day to day operations.
Preparing reports on daily and monthly basis.
Office Inventory Check, Repair & Maintenance check for smooth operations.
Controlling maintenance expenses and manage under the approved budget OPAX CAPX.
Ensure timely completion of Renovation & Maintenance tasks.
Maintaining vendors and their profiles (Interviews, Quotations, Comparison Reports, Contracts, POs, and Invoicing).
Negotiate with Vendors and Contractors to secure advantageous terms for the company.
Make outside purchases after verifying the best possible deal available in market – reimbursement process.
Prepare Work Orders, Assessments, Release of Payments, and Check-list on People Soft Oracle.
Support Filing and Record Keeping (Work Orders, Purchase Orders, Petty Cash, Retentions, Advance Payments, Debit Notes).
Performing other office-related duties as assigned by HOD and Manager.
Reporting (Sr. Manager and CFO)

Reporting:

Monthly Attendance reports.
Petty cash monthly reports.
Daily Housekeeping Staff time sheets.
Invoicing / Billing
Check-lists

Office Administration & Facility Management:

Ensure office cleanliness and provide comfortable work environment for staff.
Ensure the office technological supplies are in working condition, and keep periodic checklist of their repair and maintenance.
Manage and keep record of Employees holidays (Sick, Casual, and Annual & Leave encashment).
Act as focal person to handle all office complains, repair and maintenance and provide on time solution.
Ensure an adequate office supplies like printer tonner, cartridge, SIM cards are available.
Place order for the refill of stationery, office supplies and tea material stock.
Prepare monthly Attendance sheets of all in-house staff and present report to senior manager(s).
Prepare Petty Cash Expense Claim forms and reconcile petty cash reimbursements.
Organize and arrange meetings, events and workshops.
Tea, Coffee, other pantry items provision to the departmental pantry house.

Procurement & Vendor Management:

Processing of Purchase Requisitions from Co-Departments.
Controlling the cost occurring over the PR.
Comparative Reports prepared against all the relevant Contractors Quotations for the job (3 quotations).
Negotiation Contracts with both existing & new vendors.
Work Order release against the final quotation of the contractor with all the SOPs (Quality, Pricing, Deliverance, Market Reputation)
Verification/Punch Listing of the assigned job according to as-built reports.
Invoicing and final payment with Work Completion certification.
Meeting the vendors/contractors to inquire and ensure their Services, Negotiating prices, Communicate and rectifying any concern within their services.
Conducting research on both available and out-source vendors to compare which vendor offer the best price within company’s terms and policies.
Conducting interviews, under the supervision of senior authorities, with new vendors to secure the best vendor.
Vendor Production Report to analyze their performances and to increase efficiency.
Contracts creation for Mega Projects, Contracts Renewals and Single Source Forms for Minor Projects.
Carry activities like; Vendor Advance Payment, Full Payment, Retention Money, Tax deduction.

Inventory & Supply Management:

Asset tagging for existing and newly purchased items. (Laptops, PCs, External Drives, Plotters, Printers, Pagers, Mobile phones etc)
Handle asset issuance, transfer and disposal request.
Do surprise checks and physical counts of the assets and inventories.
Deliver goods/requested items to staff/labor on time. 

Staff Supervision:

Responsible to supervise Drivers, Departmental Housekeeping team and Office assistants.
Conduct on-job training for permanent support staff in collaboration with H.R Training Division.

Filing & Record Keeping:

Material Requisitions (MRs), Purchase Requisitions (PRs), Goods Received (GRs), Contractors Invoices (COIs), Release of Payments (ROPs), Contracts, Vendor Management, Work Orders (WOs), Variation Order (VOs), Petty Cash Finance, Expense Claim Finance, Bills, Retentions Bills, Advance payments, Vouchers).
Responsible for proper filling of all related files related to Office Administration, Stocks, Contracts, and make data readily available for inspection and Audit purposes.
Invoices of Contractors, Mobile phone bills, Attendance Records, Leave Records, Payment Records, Finance Submission Receiving, Gate Pass Receiving etc.

Reporting:

Monthly Attendance reports.
Quarterly Inventory reports.
Monthly Petty cash expense claims reports.
Monthly mobile connection bills reports.
Monthly Staff time sheets.
Invoices tracking / Bills tracking reports.

Software:

M-Files Software.
People Soft Oracle.