Administration Department

Scope of Work – An Overview

Contents
Administration Hierarchy

Event Management

Services Management

Material Management

Asset Management

Fleet Management

Policy Documentation
Administration Hierarchy
Director Admin & IT

Deputy Director
Admin

Acting A.D Acting A.D

Admin Coord. Admin

Officer Admin Jr. Officer

Admin

Jr. Officer
Admin

Assistant
Assistant
Admin
Admin/Vehicle

Drivers Support Staff

 Event Management
• SEF Administration (including Karachi and
Regional Offices) provides support to all the
Programs/Units/Depts for organizing events.
• Admin has successfully supported in the
arrangement of activities and events of SEF
including trainings, appreciation events,
celebrations, launch of programs,
symposiums, seminars, critical discourses etc.
Venue Support
Decoration Equipment Dining Awards Transport
Booking Staff
 Services Management
• Billing
– Utilities (Head office, Regional Offices, Field Offices)
– Official SIMs and Internet Devices
– Landlines
• Mailing & Dispatch
– Courier and Post
• Generator
– Pol (Log Sheet)
– Maintenance
• Boarding
For Regional Heads, Field Coordinators, Relevant Personnel
– Inspection Survey review meeting
– Mock Training PPPRS (Teacher Training)
 Services Management
Support Personnel 
Develop processes for task scheduling and performance
monitoring of the support staff;
– Assessing staffing needs against the support staff activities and Foundation’s
requirements.
– Hiring of new support staff through HR.
– Conducting a weekly support staff appraisal based on their performance and
conduct.
– Coordinating with the Human Resource Department to ensure all support
staff profiles are in place.
– Building the capacity of the support staff as per their level of skills and
supporting them to learn new skills.
Drivers
– Monitoring of Drivers data and performance
– Deployment of Drivers on duty
 Material Management
Warehousing
– Stationery
– Learning Material
– Toiletries
– Equipment
– Misc.
Material Supply in Regions
– Books & Learning Material
– Stationary
– Equipment
 Asset Management
Building and Premises
• Supervise and delegate responsibilities to the
support staff to ensure:
– Overall cleanliness of the building(s)
– Building maintenance (electric, plumbing,
construction, repair issues and maintenance)
– Plantation upkeep in and around the building
– General pleasant ambiance
• Monitor the performance of the assigned
personnel on a weekly basis.
 Asset Management
Building and Premises
• Coordinate with the security services agency and maintain
records of the service contracts and other documents.
– Monitoring the performance of security guards
– Ensuring maintenance of time sheets for their duty hours.
– Executing new Building Tenancy Agreements & renewals of
Tenancy Agreements

• CC TV Recording
– Ensure coverage and functionality
– Video records
 Fleet Management
• Vehicle maintenance
– POL
– Service
– Parts repair and replacement (Registered Vendors)
• Vehicle Insurance
– Coordination with Vendor (NICL)
– Survey, Claim, Logs
• Vehicle Tracker(s)
– Coordination with Vendor
– Track record, real time tracking & location (GPS)
• Taxation
 Policy Documentation
• Daily Subsistence Allowance DSA/DA
– Group slabs
– Geographical implications
• Transport Allowance (TA)
– Group slabs
– Local and Outstation
• Budgeting
– Activity Based
– General Based
– Forecasting
– Review function
End of Presentation

THANK YOU…