Shazia Ilyas

034*-*******

Main Shah Allah Deta Road

Near Bilal Masjid, D-13

Golra, Islamabad

Personal Information

Father name Muhammad Ilyas

Date of birth 15 July

N.I.C # 37405-0473252-4

Gender Female

Marital status Married

Nationality Pakistani

Cell # 034*-*******

Email acslyf@r.postjobfree.com

Academic Qualification

EMBA (HR)

Institute: Preston University Islamabad Campus

Year of completion: 2005

Bachelor of Arts

Institute: University of the Punjab

Year of completion: 1995 .

Faculty of Arts

Institute: Viqar-un-Nisa College, Rawalpindi

Year of completion: 1993

Job Experience

1-Merlin – INGO

Working as a Procurement Officer in Procurement and Logistics Department

“August 2014 – till to date.

Responsibilities:

As a member of logistics team, investigate and solve logistics queries, alerting the Logistics manager of any potential problems.

With the technical advice from Logistics Manager, responsible for developing collaborative supply solutions with customers through strong understanding of inventory, transportation, warehousing.

Liaise with the Customer/Logistics Warehouse staff by phone, email or in person with details of work or queries.

Monitor and communicate key Logistics measurements as defined by on-going development of customer specific targets and measures.

Responsible for maintaining the site’s non-medical activities including local procurement, vehicle and equipment maintenance and management in co-ordination with the Project Coordinator.

Maintaining and submitting logistical, financial and administrative reports as required and in conjunction with the Project Coordinator.

Responsible for stock control consistent with Merlin protocols and procedures.

Responsible for ensuring that efficient and appropriate operational support is provided for all site activities including drug stock management, office / guesthouse and medical camps set up, maintenance and outreach activities in conjunction with the Base In charge & in co-ordination with the Project Coordinator.

Ensure that communications with Merlin security focal point is maintained whenever needed in coordination with the Project Coordinator.

Ensure logistical systems and procedures are maintained and up to date in a timely fashion

Responsible for maintenance of site communications and in the absence of the Senior Field Officer; ensuring they are used appropriately.

In the absence of the Senior Field Officer, prepare timely cash forecasting information for the project office and support this function at all other times.

Input into the daily, weekly and monthly Receipts, and helping to ensure these are sent to the project team in a timely fashion.

To help train and support new staff members, including induction, security briefing and roles and responsibilities in procurement department.

Assist in translation where necessary for other team members.

On daily basis coordinate with warehouse officer for receiving/dispatching the supplies to the field and maintain the report about the sullies which are in the pipeline.

Participate with the Programme Team in sample evaluation, and arrange the meeting with the vendors after the final decision.

Being a Focal person for receiving all requests (SRQs) for purchasing new items from field offices in term of budget.

Being a Focal person review and get all authorized signatures on all original/hard copies of procurement documents for further process through field level.

Close coordination with suppliers/procurement team and fleet Manager further supply & Distribution to the fields.

Being Procurement Officer review/evaluate all medical equipment & consumables in coordination with Quality Assurance Manager.

Being Procurement Officer maintain and update supplier database regarding Drugs.

Process all payment to finance after completion of all documentation.

Merlin- INGO

Working as a Procurement Assistant in Procurement and Logistics Department

“Feb 2014 – till July 2014”

Responsibilities:

To assist the procurement officer in carrying out all local procurement of supplies activities in International NGO’s Islamabad office.

Responsibility 1: General

Implement, follow and maintain International NGO procurement systems in order to reach the overall goal of 100% transparency and accountability of all purchase activities.

Support International NGO staff on developing supply / service procurement requests so that they contain the necessary information to enable accurate and timely procurement. If demands cannot be met, this must be clearly communicated to the requester and new terms negotiated.

Work in close cooperation with relevant departments / officers to plan future procurement and ensure the timely requisition of items in accordance with the Procurement plan.

Responsibility 2: Local procurement of supplies

Receive and handle all authorized supply requests for items to be procured, and carry out procurement process as per International NGO procedures.

Update / inform all relevant staff on procurement orders status in a timely manner.

In case of partial delivery of goods ensure that back orders are followed up and finalized in the shortest possible time.

Identify (possible) delays in ordering and make sure all issues are flagged with the line manager to ensure appropriate action can be taken.

Establish and maintain excellent relations with suppliers.

Liaise with field offices and ensure that all relevant specifications of supplies are stated

Elaborate monthly procurement report for local procurement for submission to the line manager, to be included in monthly logistics report.

Follow up with the suppliers for deliveries.

Responsibility 3: Documentation & systems in procurement

File all procurement documents / files / folders, hardcopy & electronically, to ensure accurate tracking and documentation for audit purposes.

Provide the finance department and warehousing staff with the relevant documents required to receive items in the warehouse and to make payments to suppliers in a timely manner.

Establish, implement and continuously update detailed supplier, contractor and supplies’ prices databases for all related procurement at the county level.

Ensure all-order-sheet is regularly updated and followed

Perform any other tasks as required by line manager or technical manager.

2- UNICEF (UN Agency)

Working as a Procurement Assistant in Supply & Logistics Department

‘’ May 2007 - December 2012”

Responsibilities:

Prepare exemption certificate and note verbal for off shore and PS supplies for submission of Ministry of Foreign Affairs and follow up.

Prepare custom clearance documents for the C&F agents and follow up for timely clearance from the port.

Draft PRQs to settle the payments with C&F agents.

Forward all shipping mg documents to NIH for vaccine shipments and coordinate for timely custom clearance.

Follow up with Govt. counterparts for the timely submission of VARs (vaccine Arrival report) and forwarding to UNICEF – Copenhagen.

Keep close liaison with UNICEF Supply Division (Copenhagen) and Government counterparts for their requirements on all PS vaccine supplies, vaccine schedules / ARV supplies, shipments, shipping documents for swift custom clearance.

Update PS monitoring table as well as Polio, Penta, and PCV vaccine monitoring sheets regarding shipment details.

Maintain manual and automated procurement files and records for all PS transactions and for PGM as required. Keep all the PGM files / PS files updated with necessary records in hard copies as well as scan copies.

For Procurement Services when required, draft local RFQ’s and bids including identifying local vendors for price quotation and prepare summary of bids.

Draft PS purchase orders for review & signature. Ensure distribution of signed Pos to all relevant partners.

Issue Release Order for release of supplies from UNICEF stores in Peshawar.

During the reporting period of Procurement Assistant, also perform duties as a team member of Flood Emergency Team. .

During the Flood Emergency clear all offshore supplies through NDMA and Ministry of Foreign Affairs.

During the reporting period there were two Flood Emergencies, as a Procurement Assistant under the supervision of Chief of Supply & Logistics, and Senior Supply Officer, all tasks finished properly.

3- UNICEF (UN Agency)

Working as Supply Assistant in Supply & Logistics Department

“November 2005 – April 2007”

Responsibilities:

Conduct Market Survey, identify and recommend potential local suppliers.

Evaluate local supplier’s overall performance in the supervision of Senior Supply Officer.

Conduct Pre-delivery Inspection of locally procured items when required.

Work closely with UNICEF contracted inspection agencies to ensure quality product.

Screen inspection reports and share with concerned Programme section.

Follow up with the suppliers for delivery of supplies up to end users.

Assist Supply Officer in the factory assessment process during visit of different factories.

Enter Supply data manually in Excel sheet and prepare PGM status report for all Program and distribute them to all concern section.

Prepare RFQ/ITB, cooperative statement, draft CRC submission as and when required.

Review Delivery Receipt (DR) to ensure that the consignment is delivered as per purchase order.

Assist the senior Supply Officer in updating list of suppliers and identify alternative source if required.

Assist with assembling pouch material within the section for dispatch through registry.

Receive, screen, and routes correspondence, attach necessary background information and maintain Chrono and Trickle follow up system.

Assist with arranging appointments receive visitors and receive telephone calls and respond to routine inquires.

Assist Sr. supply Officer in the opening of tender and evaluate samples.

Maintain and update the list of active and black listed suppliers.

Continuous follow up of supplies delivery in the ware house or to the other consignee.

Draft Purchase orders when required.

Review draft Supply Requisitions (PGM) with regard to accuracy of specifications, availability of supplies, TAD, estimated price etc.

Prepare Security Clearance, TA for other staff member in Supply Emergency.

4- Preston University - Islamabad Campus

Working as Information/Administrative Assistant

“August 1999 – May 2005 ’’

Responsibilities:

Handle all incoming calls, deliver information to foreign students about university on-going programs.

Receive and dispatch of all official and personal mail as a Registry unit in charge.

Maintain a log book of all incoming and outgoing mails.

Prepare personal call log sheet for finance department for deduction.

Always perform very active role and give support to staff members to organize workshops, training and any other annual student’s functions.

Arrange student’s personal files with complete data.

Manage campus transport for female students first time in the campus.

Coordinate female students and drivers regarding transport facility so that students easily avail this facility.

Maintain daily campus transport movement according the student’s time table as well as staff pick & drop point of view.

Perform very energetic role during the admission campaign.

In the absence of any staff member on the fee counter, also take care of fee counter.

Also coordinate permanents and visiting faculty members regarding time table, student attendance, submission of Paper and results, lecture hours, schedule regular classes etc.

Inform all the students telephonically if there is any change in the time table or routine classes.

Coordinate all general staff regarding the maintenance, and management of the campus.

Receive 10,000 cash prize to organize very successful admission campaign, from President of the University.

5- Elixir Technologies Pakistan (Pvt) Ltd.(US based software company)

Working as Admin Assistant / Receptionist

May 1996 – May 1999

Responsibilities:

Monitoring of all visitors to the office, assist all visitors by providing direction and accurate information related to office.

Maintain and update HR related files including employee’s personal files.

Arrange travelling, boarding, and logging of staff and company guest.

Preparing of correspondence and reports related to registry activities.

Collect updated software companies information for sharing of other staff members.

Maintain daily attendance register and coordinate employees in different tasks.

Receiving all incoming calls, messages and transfer to relevant staff and connect international calls asked by staff.

Issuing stationary to the staff on weekly basis and maintain its inventory.

Preparing timesheet of all support staff.

Maintaining and updating staff contact list.

Maintain a log book of in & out for the visitors.

Make arrangement for all staff lunch on daily basis.

Reservation of conference and meeting hall.

Receiving the visitor access request from staff and maintain the record for office use.

Supervises, leads guides and supports the cleaner/Helper and cook.

Provide information about programs and services, as requested and appropriate;

Keep guidelines and procedures while performing any of the mentioned responsibility

Keep close contact with the courier services for safe and fast delivery of mail to the field offices.

Supervise the office stationery store, including ordering and distribution of stationery supplies and basic office equipment in coordination.

Manage petty cash for kitchen.

Keep record of all visitors taking meal and charge them on daily basis for food.

Perform other duties, as needed or requested.

6- Global Packers & Movers

Working as Receptionist / Telephone Operator

Feb 1995 – April 1996

Responsibilities:

Room Bookings:

Check room bookings logged through eServices, prepare and attach Meeting Title at Notice Board located at Large and Small Conference Room at Ground Floor. Review and arrange refreshment items requested by users in room booking form. Inform and Coordinate with office bearers about service delivery schedule and check on-time delivery of services. Obtain feedback from users about quality of services

Food Services:

Review food service requests initiated by users and coordinate with vendor to provide requested food items. Close request in remedy as soon as services are delivered.

Courier /Diplomatic Pouch:

Review and close Courier / Diplomatic Pouch requests initiated by users and close requests in remedy. Mail management- Responsible for the coordination of all domestic and international mail into and out of the office Ensure sorting & distribution of mails based on priority. Signs for and receives all mails. Maintain all records and check all bills pertaining to courier service. Prepare diplomatic pouch in a timely manner for weekly dispatch

Car Booking:

Arrange official vehicles booking done in eservices by users and coordinate with drivers to schedule duties.

General Duties:

Coordinate with RM/GSD for improvements required in eservices and assist in implementation of new e-forms. Provide support assistance in other office functions of GSD based on work overflow. Update and chase delegated tasks to ensure progress to deadlines. Perform clerical functions incidental to reception activity. Receive and distribute incoming FAX. Responsible for reception telephone console operation, receiving and routing of telephone calls. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Use discretion when screening telephone calls. ; leave messages and take telephone messages for the staff; place local and long distance calls. Update internal phone directories.

Visitor Management-

Manages lobby area. Monitors visitor access and egress. Responsible for screening visitors and directs all visitors, including vendors, clients & job candidates to the appropriate staff or departments, also ensures completion of paperwork, sign-in and security procedures. Ensure the provision of protocol for guest from diplomatic enclave on special important meetings in the office.

Languages:

1.English, Urdu, Punjabi.

Other Skills:

2.Ability to manage teamwork

3.Flexibility and capacity to work in different parts of the organization

4.Capable to overcome crises in limited time

5.Have can do attitude.

Office Equipment Used:

1.Photocopier

2.Fax

3.Computer / Laptop / Scanner

4.Telephone Exchange (PABX)

5.Binding

Reference:

Reference will be furnished on demand.

Contact this candidate