Administrative Assistant Office Manager
Resume:
Rakhshanda Khan
Khan House
Tajabad Town,
Peshawar
e-mail : ********@*****.***
Mobile – 033********
objectives
Solid analytical and problem solving skills, strong interpersonal & communication skills. A high level of motivation, initiative, dedication, intuition an attention to details. Flexibility in the face of changing conditions and ability to manage several tasks simultaneously. Computer literacy with proficiency in modern computer softwares. To work as Management Support Person i.e. Executive Secretary, Administrative Assistant, Office Manager, Programme Assistant, Finance Officer, Administrative Officer Human Resource Person. Quick learner as well as keen to take up the challenges and accomplish them on time.
Experience
Jan 2016-Present
SEPT 2012-2014
CONFED Associates Peshawar
Counselling Officer
ASSOCIATE IN DEVELOPMENT (AID)
Front Desk Officer
Responsibilities
Making calls incoming/outgoing for project staff on very linient and diplomatically.
Preparing Employee’s/Consultants Monthly Log, contracts, workplans.
Keeping track of project vehicle’s log as well as lease agreement.
Keeping contact with various Government officials for ongoing matters.
Prepare response to line departments and all project related counterparts.
Bank Reconciliation and maintaining petty cash.
Handling staff medical and insurance claims. Responding to staff queries regarding the same.
Prepare and maintain attendance/leave records and prepare statistics for the same for all KPK based staff.
Prepare and manage attendance/Leave record for staff across KPK including field offices, warehouses and hub based staff. Coordinate with Sr. HR Assistant for reflecting leaves and related entitlements in monthly payroll.
Check and maintain records of electronic attendance registers, leave reports, and other miscellaneous reports.
Receive and process ID card requests. Follow-up with all concerned regarding processing of new cards.
Check and maintain all Personnel Files of staff. Ensure all files are accurate and up to date. Assist new staff in completing HR related documentation. Ensuring new staff members fulfill requirements as per the established standard (Personal files etc.). Share the record with CO as and when required.
Assist supervisor in recruitment process, contacting applicants, setting up interview panels, checking references & ensuring new staff paper work is accurate.
Assist in facilitating training sessions as per the training plan. Coordinate with other units for arranging venues and training materials.
Draft routine correspondence and initiate process for the preparation of all staff support documentation (bank accounts, Identification cards etc.).
Perform other related duties as and when require.
Nov. 2004-July, 2006
UNITED NATIONS POPULATION FUNDS
Administrative and Finance Executive
Responsibilities
The Administrative and Finance Executive will perform administrative duties to assist the Provincial Project Manager (PPM)/Sr. AFO in day-to-day administrative/financial management of the Project and maintain up date records of the project budget for expenditures and revisions in consultation with the PPM.
Assist in the preparation of monitoring and progress controls set in place by UNDP as per the PCOM;
Arrange meetings, internal and external and perform liaison duties with other units;
Assist with all administrative and logistical arrangements for meetings, workshops conferences;
Prepare different correspondences on the above matters and ensure follow up system;
Assist in preparation of payments requests/travel claims with the supporting documentation and liaison with UNDP for payment follow-ups;
Assist in processing financial claims and facilitate approval through ensuring appropriate documentation and record keeping in accordance with PCOM rules;
Handle all financial, matters of the workshops meetings and seminars organized under the project;
Prepare and maintain ledger for monitoring financial commitments, monthly financial statements, non expenditure property ledger;
Assist in the processing of financial claims and facilitate approval through ensuring appropriate documentation and record keeping in line with UNDP rules;
Supervise the work of support staff
Perform any other duties required by the PPM/Sr. AFO in order to achieve the objectives of the Project
2001-2003
BRITISH COUNCIL
Finance Officer
Responsibilities
Leading on information gathering (from project managers), and budgeting for local staff costs and UK appointed staff costs.
Managing of payment processes to internal and external customers, ensuring that correct procedures are being followed. Raising necessary Framework Purchase orders.
Raising purchase orders for office purchases, requesting approval from the appropriate Manager, giving special attention to assigning the correct budget and cost element.
Correcting any errors on the system when detected. Notifying staff if any payments are delayed and reporting accordingly to the Budget Manager.
Scanning all invoices submitted on a daily basis and uploading these into the specific drive – notifying the finance hub.
Liaising with the Noida for payment runs; checking the payments, withholding tax, vendor creation, credit card management etc.
Utilities bill payments for the office e.g. Electricity, telephone, office fuel and related payments at regular intervals when received.
Process vendor / customer creation requests and amendments; check and send e-copy to the hub. Communicate with suppliers about our payment system and conditions.
Prepare cheques for cheque vendors and other off-system payments.
Liaising with the outsourcing company for preparation of the monthly payroll, tax issues and other accounting consultations. Preparing the monthly payroll and agreeing this with the Resources Manager.
Cash management: Preparing the monthly Cash Flow return. Making sure funds are available, and withdrawal / transfer of funds from the bank. Preparation of payment instruments (Cheque and online banking), and bank reconciliations. Posting all the Cash journals, Finance journals for British Council.
Provide training to staff as necessary to improve their knowledge of Financial System.
Provide support to the Resources Officer, as required, under instruction from the Resources Manager.
1998- 2000
SWISS DEVELOPMENT COOPERATION Peshawar
Administration Officer
Responsibilities
Database entering for Project different regions to gather information accordingly.
Dealing with all matters related to customs and CBR authorities
Making all logistical arrangements for Peshawar based staff, visiting consultants and field activities.
Procuring Project services, stationery, equipment, furniture and negotiation with suppliers in accordance with Delegated Authorities and as directed by the CTA and the PC.
Arranging hotel reservations, tickets, workshops and field activities.
Record keeping of inventories for all project equipment, furniture, guesthouse and consultants’ household, equipment, furniture and carrying out physical checks of the inventory
Giving IT support to IT Administrator and support to Logistics Section.
Making reservations for consultants' official visits to UK and at the end of their contracts.
Keeping daily records of attendance and monitoring annual leave for all project staff.
Managing the office transport system maintaining records of vehicle requisitions and assigning duties to the drivers and monitor vehicle maintenance and repairs.
Monitoring the upkeep of Project estate and maintenance of equipment and furniture.
Maintaining the filing system for all Project documents (other than financial)
Managing and updating the diary for all Project consultants and for contracts.
Making and co-ordinating bookings for the Project Guesthouse.
Keeping and updating key contact and mailing lists.
Assisting the Project Co-ordinator in managing the short term and local consultancy needs of the Project.
Gathering, filing and making accessible relevant Press Cuttings relating to Primary education.
Performing such other duties as may be agreed and assigned by Project Co-ordinator or the CTA.
operating equipments
FAX, Telex, Scanners, Overhead Projectors, Data Show, Photocopier, PABX Console, Computerized Switchboard, Computers, LaserJet Printers, Dot Matrix Printers, Electronic Typewriters etc.
shields / awards
Received Cash Performance Award in 2001.
Received Appreciation Shield in 2004.
Received Best Employees of the year Shield in 2006.
Other Achievements
Education
Having 1 year experience to teach the students of Nursery as well as primary classes.
Do tuition at home, as well as taking computer classes.
Having experience of teaching computer to government officials.
Masters in International Relations in 2004 session from Peshawar University.
B.Com., Bachlor of Commerce from Polytecnic Institute, Peshawar in 1993-1994.
Graduate in Islamyat and English from University of Peshawar in 1995-1996.
Faculty of Arts in Economics and Statistics.
Interests
I love to take part in my kids every activity. Do poetry in Urdu and somehow in english.
languages
English (Good), Urdu (Excellent), Punjabi (Good), Pushto (Good)
Reference would be provided upon request.
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