sample - Job Universe

A. Administrative Details (Important here is the JOB TITLE to be thought out with care
and be appropriate (e.g. Head of HR). Rest is general information – as much as
better)
The final document will be eternally changeable, should be with you every time you
are in discussion with your Supervisor including your Appraisal Discussion, in which
this will be the first document to be discussed and appraised. You should regularly
Include on the document in pencil – activities you have delegated to someone or have
been delegated to you
B.

A. Job Title Asst. Manager, Admin

B. Function / Department Management
C. Reports to Manager Human Resource & Administration
D. Reported to by- Directly 5
directly / indirectly 3- Executive
2- Officers
E. Location Karachi Head Office
F. Key figures relevant to
the job
a. Administrative
Expenses
b. Turnover / Revenue Refer Sample Job Universe of Accounts
c. Profit & Profit Rs 35 Mil (Cars 44, PCs, Furniture & Fixtures HO / Zonal
d. Total Assets Off, Generator 2, ACs 24)
e. Administrative 42
Expenses

G. Prepared by Incumbent
H. Prepared on .
I. Revised on 10.5.2015
J. Current Incumbent’s Syed, B
Name / BA (Marketing),
Education / Experience Asia, Customer Services Executive-2001;
Bank, Junior Officer Admin-2002;
Area Incharge Admin-2005;
Bank Unit Head Admin-2007;
Purchase Manager-2013, Assistant Manager
Admin, 2015 – to date

K. Date of Joining 20 April 2005

L. Date of Birth 16 Aug 1970
C.

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 The incumbent is responsible for smooth running of
BASIC
Administration works in Head Office and keep providing
PURPOSE
assistance to CEO to running his business engagements on time.
The incumbent is responsible for Strategic Planning, Policies, Systems & People
Development for sustained Profitable growth of the Organization; concentrating on
Planning, Policy, People
MAIN FUNCTIONS 1. Under 5-7 headings, give in syllables (not sentences) the
/ KEY areas which this job will cover
RESPONSIBILITIE 2. Time allocated to each function out of 100% should be
S – Accountabilities mentioned
D.

(Under each main function we describe the Actions /

DUTIES AND
Activities / Tasks – 10 to 20 - to be performed in
RESPONSIBILITIES
chronological detail.)
Job Responsibilities:
 Supervision of following Administration activities
 House Keeping
 Lunch Arrangements
 Administration Supplies Arrangements
 Gardening
 Photocopier machines
 Rental Agreements
 Civil works
 Vendor Management & Purchases;
 Ticketing and Hotel Arrangements (Domestic Travel) etc.
 Ensure that Staff allowances and Head Office Utilities bills are cleared on time
 Fuel Allowance
 Vehicle Maintenance Allowance
 Utility Bills, Mobile Bills, Trackers Bills, PSO bills etc.
 Management of Company’s Vehicles maintenance
 Arrangements of vehicles maintenance and its record
 Tracker System
 Monthly Fuel and Vehicle expenses
 Support in CEO and Directors (if required), appointments, meetings, guests,
security and travelling

(Administrative Responsibilities)

1. Supervision Housekeeping matters of Head Office effectively.

Ensure that housekeeping is done as per the standards
2. Make arrangements of office supplies like Janitorial & Kitchen
items, stationary & drinking water on time.

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 3. Lead & Supervise over all civil works of the Head Office
4. Handle matters related to vehicles’ maintenance. Maintain
proper record of each company vehicle.
5. Handle matters  related to excise and taxation of vehicles
6. Manage vehicles’ fuelling matters. Ensure that staff members
who are eligible for fleet card facility are provided with excellent
services from the vendor
7. Ensure that all Head Office Admin bills i.e. Utilities, PTCL, mobile
phone, tracker services  etc. are cleared on time
8. Manage to clear staff approve working allowances on time like
Transportation allowance and Vehicle Maintenance Allowance
etc.
9. Actively handle staff complaints related to administration and
promptly resolve it at the earliest
10. Ensure that all Head Office equipment’s that are supervised by
admin are in working order.
11. Manage matters related to Rental agreements

12. Responsible for the arrangements of staff outstation official

traveling & lodging.

13. Develop and maintain sound relationship with departmental

Vendors.
14. Ensure that vendors’ payment against their services are cleared
on time.

15. Perform tasks related to food safety which are mentioned in

Food Safety Management System documents.
16. Manage and maintain Task Manager, tracking,
17. Daily Sales report to be collected and presented to CEO with
highlighting the issues.
18. Design and implement CEO meetings on Daily, Weekly and
Monthly basis.
19. Co-ordinate with factory admin for managing of Security
arrangements of Head Office.

I.1
E.
PROBLEMS
1. Describe you own vision for the Company and also Mention Problems that you
think will hinder the achievement of your Company’s Overall Vision

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 2. Also, describe most difficult problems faced by you in the performance of your
own job along with frequency of occurrence (Per period day, week, month,
year)
a. Urgent works arise time to time – Frequency once a day
b. Financial support should be available to meet this kind of urgent work
related to admin dept.
F.
RESPONSIBILITY FOR METHODS, (Has to prepare / check / approve
POLICIES, SOPS, Processes and work instruction SOP & changes thereof)
1. NIL
G.
INTERFACES (Important Working relationships / necessity to influence People)

Internal:
1. HoDs – In contact with HODs
External:
1. Factory
2. NADRA
3. Passport Office/ Chamber of Commerce
4. Consulates
5. Police Stations
6. Travel Agents & Hotels
7. Other Govt Institutes/Water Board
8. Cantonment Board Faisal
9. PTCL
10. KESC
11. Sui Gas
12. Various Civil Contractors /Vendors for Company given Projects
13. Vehicle vendors
14. General vendors for general purchases
H.
AUTHORITIES (Can Recommend / approve jointly or singly)
1. Approval – Canteen Items, Daily consumable purchases / maintenance
2. Signatory:, Gate Pass, General Purchase Requisitions, Hotel Bills & Ticketing
3. Recommend for Approval: Admin Budgets to the HOD;
I.
REPORTS SUBMITTED BY INCUMBENT

1. Admin Expenses Report

K.
MEETINGS Attended BY INCUMBENT

2. Weekly Departmental Meeting – 1-2 Hours

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 L.

Personal Past Achievements Mention

1. here your
achieveme
nts in life
relevant
to this job
M.
Personal Development Plan
Want to complete my Masters

N.
SPECIFICATIONS (Please Consider your job and not yourself)
Education: Graduate
Age: above 35 years
Experience: 15 years
Knowledge (Required to do the Job): Some typing and business related courses from
PIMS
Skills / Competencies: (Computer)
Technical: No.
Managerial: Solving, Decision making, Team Work,
Leadership: Listening,
Attitude: Allah Pleasing, Transparency, Safety, Compliance
O.
VALUE / KEY SUCCESS (Objective for period July to July 2014-June15; SMART / PIROC)
FACTORS / KPIs Weight-age out of 100
1.

2.

3.
P.
Action Plan How will you achieve these KPIs?
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Q. ORGANOGRAM

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 R. COMMITMENT

Incumbent’s signature Date Supervisor’s signature