Office Administrator/Procurement Administrator/Contract Administrator

Sultana Pervin

512-***-**** ***************@*****.***

** **** *****, **************, ** 22406

Core Strength

●20 years of intense multi-cultural experience with multinational businesses, development agencies, embassies and educational institutes.

●Vast experience in administration, procurement, property and office management.

●Professional training in USA, Canada and Thailand

●Strong and effective interpersonal and communication skills

●Bilingual: Certified intermediate user of French, besides strong English.

●Experienced computer user including spreadsheets.

Professional Experience

Procurement Administrator

International Republican Institute, Washington, DC Oct 2022 – Feb 2025

●Managed contracts and subawards from initiation to closure: Conducted an in-depth review of contract and subaward packages; drafted and negotiated contracts, issued purchase orders, modification and closeout activities in compliance with government regulations and IRI policies and procedures. Compliance monitoring, reducing contract disputes and delays.

●Maintained organized files and databases including entry into Government reporting systems, i.e. Federal Funding Accountability and Transparency Act (FFATA) Subaward Tracking System for the first tier subaward. Ensuring easy access to procurement records and enhancing accountability.

●Conducted in depth reviews of subaward and contract statements of work, solicitation request form and drafted & issued solicitation for all kinds of procurement mechanisms such as Requests for Applications (RFA), Requests for Proposals (RFPs), Requests for Quotations (RFQs) and Invitation for bids (IFB).

●Performed price/cost analysis; maintained documentation such as scorecard, price analysis memo in accordance with institutes policies and procedures and federal regulations.

●Reviewed and analyzed cost category budget for the subrecipient in compliance with the government cost principle 2 CFR 200.

●Worked closely with program teams to enhance procurement efficiency and grant reporting accuracy.

●Provided training to subrecipients and contractors on contract terms and reporting requirements.

●Managed and analyzed financial reports and invoices across multiple grants, ensuring budget alignment, verified accuracy and compliance with contractual agreements, reducing billing errors.

●Maintained current knowledge of funder’s and IRI’s Procurement policies and procedures and served as a resource for program teams.

●Established, maintained and developed productive working relationships with expatriate staff, local/field/project accountants and Program Services colleagues.

●Ensured compliance with USAID, DoS, and 2 CFR 200 regulatory requirements and facilitated annual audits: Conducted regular reviews and implemented corrective actions, resulting in zero audit findings.

Administrative Specialist

Department of Intelligence and Security Studies, Coastal Carolina University, Conway, SC Feb 2022 – Sep 2022

●Managed departmental office operations, procurement, and budget tracking.

●Assisted faculty with travel arrangements, expense reporting, and administrative tasks.

●Hired, supervised and trained student office assistants to improve efficiency in daily operations.

●Coordinated faculty hiring, scheduling, and academic record-keeping.

●Booked rooms in 25Live for meetings or events, utilized My School Dude to put in facilities requests, maintain/update display boards with department-specific and general information, log sick time for Faculty in WebAdvisor.

Acquisition & Assistance Specialist

USAID (United States Agency for International Development), Dhaka, Bangladesh Jan 2013 – Nov 2015

●Led procurement planning, participates in discussions with project teams on choice of appropriate procurement instruments, conducts preliminary reviews of statements of work, program descriptions, or technical specifications to ensure completeness and appropriateness,

●Conducts in depth reviews of solicitation of awards, ensures compliance with FAR and AIDAR advertisement requirements for all types of procurement ranging from simplified acquisitions to complex multimillion dollar technical assistance awards, including the publication of synopses and solicitations as prescribed. Prepares draft solicitation documents. Posts solicitations on U. S. Government Websites.

●Assists with contract negotiations, analyzes proposals and applications to ensure compliance with all procurement integrity requirements, performs vendor evaluation on price and cost proposals for both acquisition proposals and assistance proposals, draft Memorandum of Negotiations.

●Drafts and finalizes the award documents for signature. Ensures all relevant and required clauses and standard provisions are incorporated into the award document.

●Conducts proper execution of a full range of administrative functions after award. Conduct post-award briefings. Reviewed and recommended approvals for subcontracts and other key administrative actions by awardees, such as salary rate approvals, international travel requests, ensuring alignment with USAID policies.

●Assists with pre-award assessment surveys of potential contractors or recipients to ensure eligibility before award is made.

●Developed and maintained tracking tools to monitor procurement activities

●Maintains contract files and records. Prepares reports as required.

Administrative Assistant

Nutrition Section, UNICEF Bangladesh Aug 2012 - Jan 2013

●Provides administrative support services to the section chief and other staff members including arranging appointments, meetings, takes minutes/notes at meetings, logistic support etc.

●Undertakes travel management including transport request, TA process, hotel reservations, assist with visa and ticket, assembles information pertinent to the purpose of travel.

●Searches and selects information and records in specific format or on instruction for preparing reports, technical papers, project or program plans and general reference documents.

●Coordinates with the supply section and makes arrangements for shipment and receipt of office and project supplies. Assist staff members and their dependents by processing requests for visas etc.

●Draft correspondence, memoranda and reports via oral instructions.

Property & Material Management Specialist

Embassy of Canada, Dhaka, Bangladesh Jun 2005 - Feb 2012

●Coordinates, organizes and implements the purchasing of all material, consisting of major and minor appliances, technical equipment, household furnishing, office furniture and spare parts locally and internationally for the mission and its receipt, storage, distribution and disposal.

●Acquire good quality material in the most efficient and economical manner to eliminate unnecessary service costs and material life-cycle value

●Conducting acquisition of material through the award of goods contracts, in accordance with the Canadian Govt. contract regulations.

●Continue input in the preparation of annual budgets and multi-year estimates by collecting data.

●Consolidate annual procurement plan and schedule inspection, maintenance and repairs.

●File all related documents with the mission copy of the goods contract and retained for audit purposes.

●Prepare purchase requisitions, approve and issue purchase orders in accordance with mission’s policy and negotiated terms and conditions.

●Maintained physical and computer based inventory system for all household furnishing, office furniture, supplies and equipment.

●Providing customs clearance services to the mission by liaising with Bangladesh Government, Customs, C & F Agent, Airport Authority.

Executive Assistant to the Chief of Party

Winrock International, Dhaka, Bangladesh May 2004 – May 2005

●Draft letters, reports and memos for the Chief of Party and National Coordinator.

●Liaise and communicate with all levels of the Organization.

●Managing Diaries, including arranging appointments, travel arrangements and organizing papers/documents for meetings and travel.

●Arrange refreshments, seating, presentation equipment needs, hotel arrangements for seminars.

●Making PowerPoint presentations as and when assigned by the COP and National Coordinator.

●Type, compilation, printing, editing and distribution of MACH & MACH-ISF reports.

●Develop and maintain a central filing system for all personal files and project documents.

●Keeping staff vacancy schedule & updating in database.

Visa Assistant

The Embassy of United States of America Aug 2001 – Jun 2003

●Preparing Immigration cases for Interview and adjudication in accordance with INS regulations, including accepting forms and documentation from applicants and advising applicants of existing requirements and procedures.

●Schedule applicants, prepare appointment letters, enter data in system, record searching, printing visa, filling and ensure files are continuously updated.

●Researching and analyzing relevant information from a variety of sources.

●Interpreting with American Visa officers while conducting interviews.

●Taking fingerprints for FBI hits as per INS rules.

●Delivering visas and passing back refusal sheets to applicants with explanation after reviewing the officer.

Secretary to The Chairman

KLM Royal Dutch Airlines- GSA Travel Time Ltd. Feb 2000 – Jul 2001

●Maintaining complete filling systems and recording information accurately and systematically.

●Drafts all types of Chairman’s letters and also other official letters.

●Sending and receiving all email.

●Organizing meetings and minutes, arranging appointments and schedules to the Chairman.

●Handle Travel arrangement and accommodation to the Chairman and also all official guests.

●Keeping staff vacancy schedule and update in database.

●Supervise support personnel – Messengers, Drivers, Office boy and Cleaning Staff.

Secretary to The Ambassador

The Royal Thai Embassy May 1998 - Jan 2000

●Register and file in-coming and outgoing letters, cards, documents and reports confidentially and systematically.

●Drafts all types of Ambassadors letters and diplomatic notes.

●Interacting with government, international agencies, diplomatic missions and media .

●Organizing meetings, arranging appointments and Schedule of the Ambassador.

●Handle Travel arrangement and accommodation to His Excellency.

●Supervise support personnel – Messengers, Drivers, Office boy and Cleaning Staff.

Junior Commercial Executive

Young International Ltd Feb 1997 - Apr 1998

●Dealings with Master L/C.

●Transfer all types of Back to Back L/C.

●Dealings with BGMEA, EPB.

●Communicates all times to garments Banking and Shipping.

●Collect the L/C value after delivery and negotiation.

Education

Certificate Graduate Program in Contract and Procurement Management University of Virginia 2022-2024

MA Philosophy Jahangirnagar University, Bangladesh 1996

BA (Hons) Philosophy, Jahangirnagar University, Bangladesh 1995

Certifications & Professional Training

●Federal Acquisition Certification in Contracting (FAC-C), Level 1 2015

●Mission-Focused Contracting – Management Concepts, Washington DC 2014

●Essential Elements in Acquisition & Assistance – USAID, Bangkok, Thailand 2014 – 2015

●Consular Specialist Course - Foreign Service Institute, Ottawa, Canada 2011

●Property & Material Management – Foreign Service Institute, Ottawa, Canada 2008

●Intermediate French Certification (DELF B1) 2011

●Human Resources Management Course, Bangladesh for Business Innovation Facility 2012

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