Zubair Muhammad Zai

Contact: 0334-9180158, 091-6510326

P/O Prang ,SaduKheil, District Charsadda, KPK Pakistan
E-mail: zubair_mila@yahoo.com

zubairmuhammadzai12@gmail.com
URL: https://www.linkedin.com/profile/view?id=362339173
Skype: zubair_muhammad_zai

PERSONAL OBJECTIVES
To achieve the organizational goals effectively and efficiently, to be a part of a dynamic organization,
where growth is interpreted in terms of not only monitory and career progressions but also the essence
should be driven in form of mental and personal development.

Profile
I am a qualified professional having seven years experience in development and humanitarian sectors
with national and International Organizations having special interest in Administration, Human Resource
Management, Finance, Procurement, Supply Chain Management, Warehousing, Coordination,
Representation, Donor Relations & Compliance and Operational Management (Budgeting and Financial
Management).

PROFESSIONAL EXPERIENCE
A, Assistant Program Manager-HR-Admin & Procurement, MOJAZ Foundation-Narowal
10th August 2016 to till date. (Cadre Professional, Grade 04, and Tier 02)
To supervise and monitor program implementation, tracking procurements and spending, and
ensure effective systems in place for uninterrupted supply of stock, and program supplies to
facilities.
To technically supervise subordinates to ensure timely program updates and reporting; monitor
and analyze program outputs, and all program data.
To conduct field visits to ensure effective and quality program management and implementation.
To prevent and control gaps against targets, and share lessons learnt from program
implementation to contribute towards effective integrated programming.
To provide technical inputs for generating quality monthly program reports, and donor reporting
both technical and financial.
To technically monitor program progress against set targets, objectives and indicators.
To participate in the recruitment of technical staff in nutrition as per HR recruitment policies and
guidelines.
To maintain a positive working relation with the staff by demonstrating consistent and effective
management and leadership roles.
To prepare and submit periodic and final project reports which must include lessons learnt, case
studies, success stories and other requirements by the donor agencies and head office.
Additionally post closure of the project, you will be required to coordinate, present and submit
report regarding the activities and operations of field office with the head office and facilitate
the third party compliance audit.

Procurement:

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 Collect purchasing requests from internal departments.
Approving the amount from competent Authority after systematically implementing tax policy.
Generate RFQ for collections of Quotation for transparent procurement According to policy.
Prepare Comparative Statement from applied Quotation.
Issues PO to vendors with agreed terms and condition.
Analysis and reporting on GRN.
Drafting and advertising tender.

B, Administrator, ASMT, Peshawar, 01 May 2015 to 30th August 2015.

1, Assitant Manager HR & Admin, SRSP-Kohat, Oct 1st 2014 to April 30th 2015.
Maintain operational record-keeping and filing systems; responsible for the orientation of all new
staff in project record-keeping procedures, coordinating annual performance reviews with project
staff and supervisors, and processing termination and any disciplinary actions in compliance with
SRSP rules and regulations, local labor laws
Develops and maintain SRSP Personnel Manual, ensuring updates.
Works with technical teams to fill surge capacity technical needs, including recruitment of long-
term and short-term technical experts in a timely manners. Identifies and communicates
opportunities to promote learning and knowledge sharing,
Maintains up to date individual files of staff members/consultants, Identifies opportunities to
enhance the HR process, Prepares and maintains all administrative documentation related to
human resources management,
Manage and overview all personnel and human resources records, including salary list,
personnel files, and leaving tracking. Leave and attendance, Discipline and Maintaining
regularity management,
Demonstrates ability to diagnose problems and identifies and communicate processes to support
change initiatives.
Work with the Program and operations director to ensure that the project record map is followed.
Provide daily administrative support to the Program and Operations Director.
Act as focal point for the regional office SRSP backstop to resolve all SRSP (project
administration system) issues and change requests.
Assist the Facilities Specialist in organizing project events, meetings, and workshops.
Manage office space allocations for short-term advisors and staff from the area offices.
Support the Operations and Program Director in the administration of the operations team leave
schedule.
Manage and circulation of mail inside and international courier.
Maintain files on requests for policy changes and updates review monthly with management.
Work directly with the Program regional Director on special projects including performing periodic
audits and spot checks to monitor compliance.
Maintain systems of employee health, safety and security, welfare and wellness.

2, Office Administrator- CWS-P/A Kohat. 29/8/2013 to 31 August 2014.

Implementation of ISO and HAP System at Kohat office and center.
Management and supervision of Subordinates and support staff.
Documentation and filling.

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 Maintain all filling and documentation according to ISO requirements.
Data entry in MIS Record
Fixed Assets Inventory record.
HRIS database management of Base.
General Inventory.
Insurance of Assets.
Vehicle record
Stationary record
Publication and souvenir
Vehicle management
Adhere to the vehicle management guidelines.
Record of expenses
Maintain log books and Fuel consumption record
Vehicle maintenance checklist
Renewal of vehicles taxes, insurance and tracker
In case of car rental, he has to make sure to fill the log book during vehicle will be in field or in the
city and make fuel record of all vehicles.
Security
Responsible to share updates and will follow the security protocols as per the security guide lines
and advices from security head and will be responsible for the following.
Panic switches
Emergency exits
Fire extinguisher & First Aid Box
Check on guards
Coordination with programs and other locations.
Discuss all issues of office and staff with office manager and Assistant operation manager.
HUMAN Resource.
HRIS database effectively management.
Update EOBI of new , Old and those who are already EOBI card holder and transfer them CWS-
P/A installments, Askari life and death Insurances of staff.
Contract signs from staff, handling and taking, exit interview final settlement. Job Advertisement.
Interview scheduling. Counseling on staff Issues.
Finance.
Maintain petty cash account and responsible for all billing and voucher payments through
Islamabad finance office. Responsible for making report of petty and other expenses of kohat
office and will share this with finance office Islamabad, Location manager and Assist OPS
manager.
Reporting to location/office manager on all operations Activates
Attendance
Call records
Deal with service companies on regular basis for the service and maintenance.
Kitchen management.
Preparation of menu on monthly basis according to budget.
Kitchen inventory.
Checking of cleanliness and hygiene.

Guest house management.

Guest house management is the responsibility of office Administrator, cleaning, food and all
facilities as per guide line.
Any other task assigned by the Regional Representative/ DD, s/ AD, s and /or Operations
Manager.

3, HR & Admin Officer CERD 1st February 2010 to 28/8/2013. Based at Kohat.
Human Resources

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 Contribute to selection process: advertise position, collect and review application.
Receive applications for employment; maintain candidates data in recruitment database.
Assist HR Manger with translation of candidates CV credentials.
File the interview records and application forms of non-selected candidates for future reference.
Support the HR Dept. in maintaining a roster of qualified applications and review interview
records to insure all qualified applicants are included, and search for candidates upon request.
Update HRIS database of the new joiners.
To ensure that every contracted staff working has provided the appropriate documents (ID card,
CV, signed contract, signed job description, contact information etc.) and to keep Scan of
documents for Location and send original documents to Head office.
Assist in the welcome/brief/orientation to the new joiners.
Receive and update the staff directory(No of staff, joining date, address, CNIC, contacts No,
closing date/resign/Death/life insurance/Askari health insurance from Locations and pass them to
HR Manager.
Responsible for making payroll and solve all queries related to payroll.
Responsible for assisting HR Manager in Internal & External Audits;
Assist in processing of Clearances (Exit Interviews, Termination, Proper handing/taking
over/finale settlement waver)
Responsible for conducting OJT on the Job trainings and cross cutting theme Training in need
assessment of staff and conduct capacity building trainings (CBT).
Also provides counseling on personnel-related issues, including career development. Liaise with
HO on all learning/development requirements.
Administrative support
Prepares realistic weekly cash forecast (Budgeting) in consultation with program colleagues.
Ensure financial reports are submitted on time and on appropriate formats;
Assist with the preparation of files for audits and support finance in completion of audits;
Follow up monthly payment for office and GH electricity, water supply, and telephones.
Support department colleagues in daily relevant activities.
Update monthly reporting documents.
Support the PM and FM in ensuring that proposals and budgets are written according to donor
formats, Operational expenses i.e. Fleet, rents etc. and guidelines and are submitted for review
and submission in a timely manner;
Reconciliation of all the data of Cash for work & Cash grants received from the field.
Supervise the log book maintenance for Fleet, generators installed and generate monthly fuel
consumption reports to analyze the efficiency of the vehicles and generator.
Supervise the procurement activities as per Field Office Unit.
Support travel arrangements of all staff between the area office and other bases, with direct
contact and link with Logistic and Security Department.
Organize all travel arrangements including bookings, accommodations & ticketing for the entire
Food/CFW program team & Expatriates. Also providing support on travels to HO HR, Finance &
Logistics working in the IDPs Emergency areas.
Keep the track of NOC for Expatriate staff during their visit to the field.
Manage the organization of the Guesthouse and ensure that all arriving staff are allocated a room
and that it is cleaned and prepared.
Manage the cooking / cleaning team and develop duties of support staff for cleaning and cooking
both at the office and Guesthouse.
4, Finance Assistant / Internee 1 stJuly 2009 to 1stOctober 2009, International
Rescue Committee IRC-PRIDE Bagh Office AJK.
Handling of financial activities including processing of payments for all procurement/purchase and
advances etc. Voucher preparation, Petty cash management & replenishment, Processing Bank
transactions. Salary Disbursement, Bank Reconciliation, File Management & Record maintaining,
Bank transaction and monthly financial reporting to Head Office according to USAID & IRC
policies. Posting all data into transactions spreadsheets on daily basis for review. Any other
responsibility as assigned by supervisor. Supervise the District/ Assistance Offices other

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 administrative support staff and office helper. Office, Guest House & Warehouse administration.
Close Work coordination with the Project Head and Project Finance Manager.Reporting to the
Head Office, the Project Administration Manager and Project Finance Manager for day to day
administrative and financial matters.
5, DSR STANDARD CHARTERED BANK (APRIL 20 2007 TO DECEMBER 31 2007)
6, SALES EXECUTIVE/SALES PROMOTER PANASONIC. (FEB 2007 TO APRIL
2007)
7, INTERN, THE BANK OF KHYBER. (MAY 2006-SEPTEMBER 2006)

EDUCATION
2009 MBA (HRM) from University of Peshawar. 75% OR CGPA (3.33/4.00)
2007 BBA (Hons Finance & Marketing) from Preston University Kohat. CGPA (3.4/4.00)
2003 Faculty of Arts (FA Inter science, statistics, maths, economics) BISEP
2000 Matric SSC BISEP

PROFESSIONALS TRAINING, WORKSHOPS, SURVEYS CONDUCTED & FACILITATED:

Four days Training on Supply chain & Logistics (Trocaire)
Completed online Training course on Advance Security In The Field (CWS-P/A) (UNDSS)
Completed online Training course on Basic Security In The Field (United Nations Department
of Safety and Security) (UNDSS)
Completed training of Effective use and Maintenance of fire extinguisher, panic switches,
Safety room, Kohat (Church World Services Pakistan and Afghanistan).
Completed Three days training on rational use of medicine. (CWS-P/A).
Completed Three Day workshop on Human Resource Management in Peshawar (Centre of
excellence for rural development)
Completed one day Knowledge, Attitude, Practices (KAP) Survey conducted in 8 Union
Councils of District Nowshehra (CERD)
Completed two days training on Rapid Assessment Survey for Agriculture/fully damage
houses loses in Nowshehra (CERD)
Completed Focused Group Discussion Training (CERD)

ACHIEVEMENTS AND AWARDS

2007 Top performer of the month at Standard Chartered Bank.
2006 Hard working certificate from the Bank of Khyber (university road branch)
2003 Winner of Inter campuses Debate competition (we have lost our forefathers heritage) at
Preston University.

COMPUTER SKILLS
Windows, Microsoft Office (MS-Excel, MS-Word, MS-Power Point, MS-Outlook), Internet and working
knowledge of SunSystem, Experience to operate UN-WFP database system generated for IDPs
Registration.

LANGUAGE PROFICIENCY
English, Urdu, Pashto.

PERSONAL SKILLS
Good report writing skill i.e. narrative, qualitative and quantitative reports, and interim report.

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Good managerial, Diplomatic, leadership, communication and motivational skills, Stress and Time
Management skill. Orientations, Data entry.Photography and Passion to film the story.
Ability to work under pressure and ready to accept new challenges.

PERSONAL
Nationality, Pakistani
Date of Birth, 02 05 1984
Marital status Married

REFERENCES: (will be furnished upon request)

(Please Contact me Via my Cell Phone/SMS/email or by Post to avoid Inconvenient)

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