CASE STUDY
March 5
Performance Management
Muhammad Ali Nadeem - 2123146
NCBA&E Lahore
JOB ANALYSIS QUESTIONNAIRE
1. Position Information Company: _____XYZ Pharmaceutical_____________________________________________ Department:_____HR / Admin__________________________________________________ Position title:_________Admin Assistant___________________________________________ Supervisors Name:____Ali_______________________________________________ Supervisors Title:__ HR/Admin Executive _____________________________________________ Job Category:__________Clerical______________________________________________ Job Location:________Regional Office Lahore_______________________________________ Normal Working Hours: From___9:00am____________To______5:00PM_________
2.
Why this Position is required?
The Administration Executive is responsible for providing support in high-level administrative and clerical services by implementing administrative systems, procedures, and policies, and monitoring administrative projects in order to ensure effective and efficient operations.
3. What type of responsibilities covered by this position?
4.
Writing and dispatching routine or straightforward letters Answering general queries by telephone Photocopying documents Sorting and opening post Obtaining information from the computer Maintaining records, filing systems and computer files Ordering stationery Assisting Administrative Officer as necessary Undertaking any other tasks/duties as may be reasonably required.
What is requirement for Qualification? He/she must be Business graduate. What type of KSA required to perform this role?
5.
Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Managing Processes, Problem Solving, Inventory Control, Verbal Communication. Line Manager :
I have reviewed the content of this document and agree with the content as presented Signature: ____________________ Date:__________________
JOB DESCRIPTION
REPORTS TO: DESIGNATION: DEPARTMENT: Summary:
HR/ Admin Executive Admin Assistant HR / Administration
The Administration Executive is responsible for providing support in high-level administrative and clerical services by implementing administrative systems, procedures, and policies, and monitoring administrative projects in order to ensure effective and efficient operations.
Responsibilities: Admin Operations
Maintaining office records, filing systems and computer files. Daily arrangements for the weekly meeting of respective groups on their assorted day as per the schedule. Actively coordinate with concerned personnel and Administration H.O regarding vacant vehicles in the region for their periodic maintenance and safe parking. Petty Cash expense sheet preparation and dispatch to H.O for subsequent approval and reimbursement. Maintaining the attendances register and leaves record of the support staff at Regional Office. Daily checking of the visitors register maintained by Security at the day end. Providing timely support to the employees pertaining fleet maintenance by developing a liaison with valued vendors and also suggest economical options for cost reduction.
Admin Services Type official correspondence, reports and other documents. Also facilitate the employees with scanning and printing of official documents. Assume receptionist duties, greet visitors and address their queries or route to appropriate staff members, answer phone and take messages. Maintaining Office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies.
Supervise the daily cleaning of the Office and premises by monitoring the performance of the Janitor; also coordinate with the Cleaning Supervisor on weekly basis for performance and supplies
Distribute incoming mail and prepare outgoing mail, with their entries on the respective registers. Develop liaison with the Head Office for follow up on approvals, information gathering and bills clearance.
Job Specification
Qualification: B.com or BA with First division. Experience: 1-2 years of experience required with same roles. KSA: Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Process handling.
Supervisors Sign ______________
Line Manager Sign ________________
Manager HR Sign _______________
