ADMINISTRATION DEPARTMENT

SECOND QUARTER REPORT

Muhammad Tariq [STE]

Employee No. 4537
Table of Contents
ADMINISTRATION DEPARTMENT: ................................................................................................... 2
INTRODUCTION: ................................................................................................................................. 2
HIERARCHY OF THE DEPARTMENT: ........................................................................................... 2
MAINTENANCE SECTION:................................................................................................................ 3
ADMINISTRATION SECTION: .......................................................................................................... 3
TRAVEL SECTION:.............................................................................................................................. 3
HOTEL ACCOMMODATION:............................................................................................................ 5
BEACH HUT MANAGEMENT: .......................................................................................................... 5
TIFFIN ROOM AND WORKERS CANTEEN: .................................................................................. 5
ASSIGNMENTS: .................................................................................................................................... 6
FIELD VISIT AT KANDHKOT: .............................................................................................................. 7
DEHYDRATION PLANT: .................................................................................................................... 7
KFGCS: ................................................................................................................................................... 7
HEALTH, SAFETY & ENVIRONMENT: .......................................................................................... 8
CONCLUSION: .......................................................................................................................................... 8

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ADMINISTRATION DEPARTMENT:
INTRODUCTION:
Administration department plays a key role in providing diverse services for PPLs physical
infrastructure and staff based at fields and in head office. The department is primarily
responsible for travel arrangements, logistics and office maintenance as well as regulating
facilities and entitlements in accordance with Staff Rules of Service, Corporate Policy and the
Head Office and West Wharf Administration Manual.

HIERARCHY OF THE DEPARTMENT:

Administration department futrher divides into two subsections, these subsections work in
colaboration with each other and divide the responsibilities to meet the administrative
requirements of the company.These subsections are shown & discussed as below.

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 Administration
Department

Administrative Maintenance
Section Section

MAINTENANCE SECTION:
Maintenance section is mainly responsible for procurement & maintenance of office equipment,
remodeling of offices and budgeting, procurement and provision of office furniture. Maintenance
section also deals with procurement, repair, maintenance and insurance of company vehicles
.Moreover, exercise of the Buy-Back option for the companys entitled vehicles also comes
under the domain of maintenance section.

ADMINISTRATION SECTION:
Fundamental responsibilities of the general administration department includes transport and
travel services, leasing and contracts of PPL buildings, mail handling, protocol services, beach
Huts management, charter flight services, messing, janitorial services and fire & evacuation
drills at head office . In addition to this, all type of correspondence with PIDC on the behalf of
PPL is also performed by administration department.

During my stay in the department, I have worked under the supervision of Ms. Naseem Bano
(AO) and have understood these roles in detail. Therefore I will be briefly explaining these job
roles of general administration department in this report.

TRAVEL SECTION:
Travel Section is centralized at Head Office and is responsible for making arrangements for local
and international travelling of PPL staff. However, all Field Locations are responsible for

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making their own local travel arrangements except for international traveling which is
centralized at Head Office.

Passage requisition for travel arrangement after being approved by the departmental head is
received from the concerned department. A&PRO receive these dully approved requisitions and
forward them to Travel desk for ticket arrangements. The tickets upon confirmation are directly
delivered to the staff under acknowledgment on their Passage Requisitions by the assigned
Travel Desk(s). These travel trips are then being charged against their respective charge centers
through SAP.

Travel requests from fields are received by A&PRO and SAO/AO through e-mails. These
requests upon verification of job numbers are then forwarded to travel desks and ticket
arrangements are being made accordingly.

Travel section also gives its support for international travels. For the Staff visiting abroad on
official tours, MDs approval have been solicited and then the concerned executives passport and
ID cards are forwarded to Travel Desk that helps in obtaining the visa of the country. Sponsors
letter from concerned department and letter from HR department to Consulate for the visa grant
are received by A&PRO. These documents are then sent to travel agency along with confirmed
ticket for visa approval. Travel agency obtains visa and returns passport, ticket and identity card
to Travel Desk who delivers them to the executive and obtains his acknowledgement on Passage
Requisition.

In order to make transport arrangements, SAO and his reporting staff deal with the requirements
in routine on a day to day basis in coordination with AO. For the reservations in Islamabad,
RMIs office is contacted by A&PRO to make necessary hotel reservations.

Charter flights for Sui has commenced on weekly basis, for the mobilization of PPL MPT-Staff
along with the occasional Patient flights are also being supervised by travel section. After
emergency landing incident of Charter flight to Sui, the contract with the previous contractor has
been cancelled and at the time of filing this report the contract lies with Air Eagle Charter
Service and the flights are taking place on weekly basis.

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HOTEL ACCOMMODATION:
Administration is also responsible for arranging hotel accommodation for staff, travelling for
training or official purposes to different cities. PPL has a list of several hotels in its panel ranging
from 3 star to 5 star, in different metropolis cities of the country.

The request of hotel accommodation is made along with passage requisition after being approved
by the departmental head is received from the concerned department. SAO / AO receive these
duly approved requisitions and make necessary arrangements of concerned staff at different
hotels as per company policy. These accommodation charges are then being charged against their
respective cost centers through SAP.

BEACH HUT MANAGEMENT:

PPL has acquired four huts at the beaches to facilitate its employees for recreational purposes.
Employees having job group 7 or higher can avail this facility. The administration and
maintenance of these beach huts is the responsibility of administration department. The beach
huts are S-87, S-8, 29-N, 19-A, located at Sandspit and Hawks Bay Karachi. Monthly inspection
of these huts is carried out with following provisions.

First Aid Box & its Maintenance.

Bed sheets, pillow covers, linens etc.

Kitchen roof and Cabinet Repair.

Cleanliness of rooms and windows.

Fuel and lube oil of Gensets.

Junk removal.

Availability of toiletries e.g tissue rolls, towels ets.

TIFFIN ROOM AND WORKERS CANTEEN:

One of the primary responsibilities of administration department is the supervision of tiffin room
and workers canteen at head office and west wharf. PPL provides free lunch and Tea facility to
all executive staff at head office and west wharf on all working days. In addition to this, Tea is
also served twice a day to all MPT and non-MPT at head office and west wharf. Lunch & Tea

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services are outsourced separately for a specified period and the contract is awarded in
accordance with the requirements of Materials and Contracts Manual.

More or less 500 staff members avails lunch facility at head office whereas tea is served to
around 700 staff members twice a day. Daily staff attendance at the mess is considered for
billing purposes or as per terms and conditions of the contract executed between the company
and contractor. At the end of the month, Contractor prepares date-wise attendance of all staff and
submits the bill to Administration department. SAO / AO cross check the bill and forward it to
finance department for Payment after being approved by DCAO.

Frequent inspections of workers canteen & tiffin room are undertaken by a team comprising of
QHSE officials and Admin officer are carried out regularly and submits its recommendations to
administration department for necessary action

ASSIGNMENTS:
During my training period at Administration Department I have been given a few assignments
which are as under.

In order to comply with the QHSE standards of company it was decided to maintain a
comprehensive list of hotel accommodation containing details of each and every
employee of the company on their official stay at hotels, I used to compile the
abovementioned list on daily basis and circulate the same through emails to my
supervisors.
Chartered flights have started functioning between Sui and Karachi, I along with AO
worked to finalize the chartered flight manifest received from administration department
Sui and passage requisition requests received from head office with details of employees
going onboard, and send the same to the chartered flight authority.
Prepared quotation for corporate rates of different hotels in PPL panel for the year of
2017, followed up emails, compiled and finalized the list for future reference for bills.
Studied and worked on catering services contract with Western Global Pvt Ltd, studied
their invoices coordinated with AO in preparation of budget to allocate for the catering
services.

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 During my stay at Admin Department I assisted SAO / AO in preparation of
memorandums / formal letters, which helped me in my business / technical writing skills.

FIELD VISIT AT KANDHKOT:

Kandhkot Gas Field is situated on the right bank of Indus River in Upper Sindh, while the fields
reserves are located in the Habib Rahi Limestone, Sui Upper Limestone and Sui Main Limestone
reservoirs. The field was discovered in 1959 and has 38 producing wells to date. Among them
well number 1 has abandoned well 2 is observatory well to know about the water level. The
average production of the field is approximately 210 MMSCF. The leading sale gas consumers
include WAPDA, SNGPL and SSGCL, whereas condensate is sold to PRL (Pakistan Refinery
Limited). My Kandhkot Field visit was from 06th March to 14th March 2017, During my stay at
the field I underwent an induction of each department the details of which are given as under.

EFFLUENT WELL AT KANDHKOT GAS FIELD:

Injection wells are basically used to maintain the reservoir pressure in secondary recovery and to
dispose the unwanted liquid coming with gas specially water. The rate of water at KDT field is
high, and drainage of this water is harmful for environment because of high content of impurities
present and high salinity, so according to HSE policy an injection well KDT-30(N) was drilled to
dispose of the water coming from wells to the field at 350 psi injection pressure inside Upper
Nari Formation. The well has a total depth of 821m.

DEHYDRATION PLANT:
Lean glycol is fed to the top of an absorber where it is contacted with the wet natural gas stream.
The glycol removes water from the natural gas by physical absorption and is carried out the
bottom of the column. The dry natural gas leaves the top of the absorption column and is fed
either to a pipeline system or to a gas plant. After leaving the absorber, the rich glycol is fed to a
flash vessel where hydrocarbon vapors are removed and any liquid hydrocarbons are skimmed
from the glycol. This step is necessary as the absorber is typically operated at high pressure and
the pressure must be reduced before the regeneration step.

KFGCS:
Due to continuous production since 1987, the field was entering the depletion phase and it was
not possible to export the gas from Kandhkot Gas Plant at the delivery pressure (700 psi)
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anymore. Hence, PPL envisaged providing Gas Compression facility at Kandhkot Gas Plant to
cater for the continuing decline in field pressure.

The purpose of the compression facilities is to fully recover the remaining reserves from all
existing and newly connected wellheads and boost up the pressure of the gas by installing a Front
End Compressor Station after Slug Catcher to a pressure of approximately 700 psia to meet GSA
requirements.

HEALTH, SAFETY & ENVIRONMENT:

Workers who work in PPL are responsible for their as well as their fellow workers safety.

There are 4 assembly points located in Kandhkot Gas Field so in case of any emergency workers
are recommended to move to these assembly points.

Minimum of 20 km / hr. speed is recommended inside the camp.

Seat belt should be there while driving.

Safety shoes, helmet are required while working in plant.

CONCLUSION:
The tenure of three months of my second quarter at Administration department was no doubt a
great learning experience. It was a fruitful opportunity to have an insight and general
understanding of standard operating procedures and responsibilities of the department. I have
gained several of my learning goals during my stay in the department which will help me in my
career growth in the long run.

In the end I would like to express my heartiest gratitude towards Mr. Saquib Hanif (SM
Adm./CC), Mr. Muhammad Farooq Baloch (MAN) for their support and Mr. Irshad Ahmad
(DCAO), Mr. Javaid Hussain (SAO), Ms. Naseem Bano (AO), Mr. Kiran Kumar (A&PrO) for
their continuous guidance, and making my stay more valuable. Their kind and valuable
collaboration helped me to polish my technical skills into practical experience.

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