Exploring new avenues for learning
MOHAMMAD ASLAM KHAN
Operations Management
Rawalpindi
Summary
Enriched experience of over 30 years in operations management A progressive, decisive and innovative professional, highly valued for expertise in interpreting the vision and strategy, translating objectives into actionable plans to achieve set targets and running the overall office operations while providing decisive leadership to multi-functional teams
Overview
24
24
years of professional experience
2
2
Languages
Work History
Procurement Consultant
JSI Research & Training Institute Inc, JSI
10.2019 - 06.2021
- The USAID Integrated Health Systems Strengthening and Service Delivery (IHSS-SD) Activity is a five years USAID financed project awarded to a consortium led by JSI Research & Training Institute, Inc
- (JSI)
- The IHSS-SD Activity is to integrate health systems strengthening of Pakistan especially, to build resilient health systems
- IHSS-SD will work with the federal Ministry of National Health Services Regulation & Coordination (MONHSR&C)
- With the invasion and upsurge of COVID-19 in Pakistan at the onset of 2020, it has dawned on the health authorities in the country that in spite of devolution of health as a provincial subject, a country wide calamity of this scale needed a national coherent response
- Therefore, for a unified concerted response to epidemics turned pandemic like COVID-19, a system’s approach is imperative
- With USAID’s assistance, IHSS-SD Activity under its Global Health Security Agenda component, has already provided substantial support to the disease surveillance and response system throughout the country
- This support includes strengthening of the Disease Surveillance & Response Units (DDSRUs) in all districts of Pakistan including Islamabad Capital Territory in the premises of the District Health Office
- The support comprises necessary refurbishment work, audio-visual equipment, IT equipment, essential office equipment and furniture, hence establishing a connectivity with their respective Provincial Disease Surveillance & Response Units (PDSRUs)
- On the similar pattern, all PDSRUs in the premises of Directorate General of Health are also being equipped and made operational to meet their given mandate and perform their functions in a most conducive and enabling environment
- With this support and network established PDSRUs are able to take timely decisions and carry out action planning for their respective districts and the hot spots identified
- Scope of Work:
- The overall objective of the assignment is to provide the support to procurement activities at the time of ordering, tracking, monitoring and assurance that deliveries are being received as per the schedule of the orders and receiving of goods should be in accordance with the quality and quantity agreed by the vendor through the purchase order
- The overall objective of the assignment is to provide the support to procurement activities at the time of ordering, tracking, monitoring and assurance that deliveries are being received as per the schedule of the orders and receiving of goods should be in accordance with the quality and quantity agreed by the vendor through the purchase order
- Accomplishments:
- I have been involved in various procurement activities including procurement of goods and services for establishing Provincial Disease Surveillance and Reporting Units (PDSRUs), District Disease Surveillance and Reporting Units (DDSRUs), Command and Control Centers (CCCs), Monitoring & Evaluation Cells (M & E Cells), Centers of Excellence (COEs), TB-MDR Project Offices in all four provinces, AJK and Gilgit-Baltistan besides procurement of medical equipment, including PPEs, Lab equipment, equipment for Sick Newborn Units and Well Baby Clinics in in over 200 health facilities of Khyber Pakhtunkhuwa
- Coordination:
- Frequently paid field visits to Peshawar, Mardan, Nowshera, Swat, Charsadda, Haripur, Gilgit-Baltistan, for project related activities including warehouse management
- Regularly followed up with contractors/vendors to get progress updates and pictures of ongoing minor repair and refurbishment works in Baluchistan, Gilgit-Baltistan, KPK and AJK
- Representation:
- Represented JSI IHSS-SD at different forums including Health Departments of Khyber Pakhtunkhuwa, AJK, Gilgit-Baltistan, other stakeholders including vendors, & service providers.
Procurement Specialist
US Pakistan Centre For Advance Studies In Energy
Peshawar, Khyber Pakhtunkhuwa
07.2018 - 01.2019
- Preparation of procurement plans/ planning documents for all procurements relating to office administration and labs and technical assistance for USPCAS-E
- Advice and undertake appropriate acquisition actions, proportional to applicable procurement approach, while ensuring cost effectiveness and timeliness
- Prepare and manage contracts for both Material and TA contracts in line with US-PCASE and donor policies and procedures and relevant local laws
- Provide assistance to project staff on the procurement process and provide assistance to them as how to use and fill various procurement forms including developing specifications, Statement of Works and documentation of sole source justification, if required
- Regularly follow up with vendors/service providers and consultants on progress updates and compliance with contract terms and conditions
- Soliciting quotations/ proposals for specific prequalification or procurement
- This includes preparation of solicitation documents (RFQ/RFP/RFA) for relevant procurement approaches in accordance with USPCAS-E procurement policy, KPPRA rules, GoP regulations and USAID/FAR regulations
- Adhere to transparency mechanism in developing specifications, evaluation criteria, procurement processes and receipts of goods/ services
- Developing technical and financial comparison of proposals/ quotations
- Draft memorandum and notes to seek approval from competent authority
- Issue Purchase Order or Subcontracts, in accordance with approved terms and conditions
- Verifying and confirming invoices from subcontractors and vendors are consistent with Subcontract/ Purchase Order terms and conditions
- Complete documentation of all procurement actions and approvals
- These actions include but not limited to documentation of source selection; invitation documentation of quotations/ proposals; soliciting quotations/proposal by various applicants; analysis and comparative sheets; preparation of approval packages; purchase orders in accordance to procurement actions
- Develop and maintain tracking sheets of procurement planning documents, on-going & completed procurements; and suppliers/ vendors’ database
- Prepare procurement log containing all procurement actions
- Reporting of all procurement tasks and maintaining procurement trackers and suppliers’ vendors’ database.
Administration & HR Manager
Johns Hopkins-Health Communication Project, Pakist
Islamabad, ICT
10.2015 - 03.2018
- Ensured the compliance of organizational policies and procedures in all administration and HR related matters
- Oversaw all administrative functions of JHUCCP and its smooth and effective controls
- Oversaw all Human Resource functions of JHUCCP and its smooth and efficient operations
- Ensured logistical, procurement, fleet management support to all offices & program activities
- Supervised the procurement functions including goods and services, imports, develop annual procurement plan and ensure all the procurements are in line with the plan and the policies of JHUCCP and donor
- Preparation of documents and detailed terms of references for the recruitment of the project consultants (both firms and individuals) in consultation with team leads; Negotiated terms and conditions of contract/agreements with service providers, STTAs and consultants
- Oversaw the engagement of properties on rental and on lease basis and ensured timely completion of contractual obligations and legal formalities
- Maintained inventory record-keeping and ensured that it is updated regularly and frequently
- Prepared job advertisements and assisted management in advertising, hiring and all personnel matters
- Assisted in preparation of local staff salaries, deductions, withholding salary taxes, overtime of local staff
- Obtained necessary GST exemptions from the EAD on the procurement of items under USAID award
- Supervised and monitored the safety arrangements for all JHUCCP personnel, property and premises
- Oversaw security and safety aspects of the entire project, including regular briefs to staff, site visits, preparing security SOPs both personnel and properties
- Updated staff on security situation across the country and advised staff safety precautions to be exercised on travelling to different field locations
- Assessed security and safety needs to office premises and other project properties across the project
- Represented JHG in INGO/USAID security meetings
- Acted as Director Finance & Admin when required.
Operations Coordinator
Creative Associates International, Inc
Karachi
08.2013 - 10.2015
- Provided leadership and oversight to the HR, IT, Administration, Security, and Logistics functions of the regional office;
- Ensured that regional office operational policies, including security, HR, procurement, inventory and IT, are in place, compliant with project and donor policies, and implemented effectively;
- Ensured a coordinated approach to HR, IT, Administration, Security, and Logistics across the region of responsibility;
- Ensured that regional operations are in line with those of other regional offices, liaising regularly with Director Operations Coordinator and other Operations Coordinators;
- Travelled as needed to district offices to ensure smooth and harmonized operations, providing management support as necessary;
- Assisted in the review of the regional office operational budget and strategic plans;
- Oversaw operations team to ensure that procurement management is done on planned, timely manner and fleet management is well organized and coordinated with all sectors;
- Assisted the Head of Office with other duties as needed.
Director Logistics & External Affairs
American Institutes for Research
Islamabad, ICT
2010.09 - 2012.10
- Joined USAID funded ED-LINKS project as Director Logistics to lead the Logistics Department of the project across Pakistan, managing 56 staff across the project and overseeing warehouses, fleet and inventory management
- As a result of changed implementation strategy, liaison and coordination with external stakeholders has also been made part of my responsibilities that include, coordination with concerned government ministries and departments, obtaining NOCs and exemptions, coordination with legal consultants for matters relating to litigations
- Key results:
- Established and managed warehouses at various locations across project area in KPK, Sindh and Islamabad Capital Territory to facilitate storage and distribution of various goods and supplies to schools
- Actively involved in selection of appropriate staff for each warehouse
- Built their capacity through on job trainings, orientation to organizational policies and procedures and reporting mechanism
- Facilitated Procurement Department in negotiating and selecting trucking companies for transportation of material to schools
- Developed tools for delivery, distribution and reporting of warehouse activities, trained the staff for effective implementation of the forms
- Advised Procurement department on strategizing all procurement activities in line with organizational as well as donor policies and provided inputs in developing procurement plans
- Managed a fleet of 40 project vehicles and equal number of drivers across the project by timely arranging fuel and maintenance agreements with local vendors
- Facilitated security department for assessing security needs of various project premises, contracting guarding services from reputable companies
- Negotiated terms and conditions of lease agreements for different office and warehouse buildings across the project and ensured timely extensions, as and when required
- Coordinated with finance department for forecasting and allocation of funds for various logistic activities and ensured the management of allocations for each activity
- Managed inventory of the entire project by regularly updating the data related to assets and inventories, conducted physical verification of assets through concerned Asset Management Staff across the project
- Acted as project close out team member and facilitated disposition of inventories to intended recipients before the closure of the project
- Coordinated with legal consultant for resolution of legal matters besides obtaining NOCs and tax exemption certificates from concerned ministries
- Obtained visas, NOCs for expatriate staff.
Manager Operations
MOT MACDONALDS PAKISTAN, RESOURCE FACILITY
07.2010 - 09.2010
- As Head of Operations, supervised functions of Administration, Logistics, Procurement, IT, HR and security for this project
- Key results:
- Developed and implemented procedures for effective and efficient delivery of services relating to administrative, logistic, HR and IT support besides, carrying out procurement and security functions
- Supervised staff in functional areas mentioned above by assigning and monitoring tasks of each individual.
Logistics Officer
JSI RESEARCH AND TRAINING INSTITUTE INC
04.2008 - 07.2010
- Procurement
- Facilitated all local and off-shore procurement of goods, services and consulting services in compliance with USAID and JSI procurement rules
- Prepared and issued Purchase Orders and Contracts for acquisition of goods and services
- Negotiated contractual terms and conditions with the contractors/short & long term technical assistance
- Provided assistance in submission of documents to Finance Section for payment to contractors after reviewing invoices and other administrative and technical checks
- Maintained a list of reputable vendors and suppliers of goods and services
- Maintained records and documents of all procurements
- Coordination and Liaison with GOP Departments:
- Liaised with concerned ministries for obtaining tax exemption certificates from Economic Affairs Division and Central Board of Revenue for duties and Taxes
- Facilitated obtaining visas and visa extensions for expatriate staff
- Logistics Support and Others Duties:
- Provided logistic support in organizing meetings/workshops/seminars
- Worked closely with Deputy Director Administration and Logistics to ensure efficient and smooth functioning of the office
- Acted as backup for Deputy Director Administration and Logistics in his absence
- Successfully supervised health facility renovations in coordination with CONTECH INTERNATIONAL
- CATHOLIC ORGANIZATION FOR RELIEF AND DEVELOPMENT AID (CORDAID)
Senior Logistics Officer
03.2007 - 03.2008
- As part of Cordaid’s Senior Management Team, I was Responsible for organizing all logistic matters and procurements for the Cordaid Pakistan Project Management Unit (PMU)
- Key results:
- Advised to the Cordaid Program Coordinator in all logistic related matters
- Advised the Cordaid Program Coordinator in addressing logistic matters which can hamper a proper implementation of the programs
- Advised implementing partner organizations on logistic matters and procedures when applicable
- Chalked out an elaborate logistics plan for the implementation of each program
- Responsible for the import, storage and distribution of supplies ordered by Cordaid
- Ensured adherence to all Cordaid rules and regulations from Invitation to Tender and to delivering of goods to field warehouses
- Supervised, trained and monitored the work of the assistant logistician(s)/field logisticians
- Responsible for procurement and supply of needs for the programs, including procurement of material and services
- Developed clear specifications, Job specifications, job descriptions and statement of works for various goods and services required for the project
- Prepared award notices, purchase orders and service contracts/agreements for good and services and regular followed-up with vendors/service providers on execution contracts and agreements
- Informed management on deviations and suggested corrective actions as and where required
- Responsible to brief the Program Coordinator of security matters
- Responsible for getting visa, permit and travel documents for Cordaid staff and visitors
- Prepared reports (Monthly, quarterly and yearly) relating to logistic activities
- Oxfam gb, islamabad, pakistan
Administration/Senior Logistics Officer
Oxfam GB
03.2005 - 02.2007
- Pakistan Core team, initially I was responsible for providing administrative support to multidisciplinary teams
- However, after 2005 earthquake I was seconded for Oxfam GB’s Earthquake Project initially as head of administration and later as Senior Logistics Officer based at its country office Islamabad
- Key results:
- Provided administrative and logistic support to various program units including Processing visas and making travel arrangements including air travel, surface travel and accommodation for staff on official visits
- Liaised with concerned ministries for securing visa extensions, visa clearances for international staff
- Coordinated/negotiated with suppliers, vendors, guesthouses and hotels to procure goods and services
- Prepared contracts, lease agreements and service agreements
- Capacity building and providing guidance to field offices and assisting admin staff in developing systems for smooth and efficient functioning of offices
- Supervised support staff including Admin Assistants, drivers, office boys and security guards
- Supervised movement/maintenance of vehicles
- Ensured premises are well maintained
- Led the team of procurement staff for procurement of goods, services and office supplies
- Arranged logistics for meetings/ workshops/trainings
- Prepared and managed contracts for various services and goods
- Contract preparation
- Processing recruitment, including preparation of appropriate job ads, initial short listing, conducting interviews etc
- As functional manager Islamabad Logistics team, I was responsible to oversee all logistics aspects:
- Organized all logistics processes, including procurement, warehousing, communications, transport and asset management as well as the related administrative procedures for Oxfam operations
- Supervised and supported logistics personnel including three Logistic Officers, (Procurement, Warehousing, Transport) one logistic Assistant and one Log Admin
- Implemented and monitored logistics systems in accordance with Oxfam GB policies and procedures
- Built capacity of logistics staff in their respective areas of work
- Established and maintained good contacts with suppliers, government offices, UN agencies and other NGO’s with regard to logistical matters
- Prepared reports as per management’s requirements on all logistics activities.
Administration and Logistics Officer
AGA KHAN EDUCATION SERVICE
06.1999 - 02.2005
- Supervised and managed of 32 Support Staff including, Admin and Logistic Assistants, Office Boys, drivers and Security Guards
- Supervised movement and maintenance of 28 vehicles and 52 Motorcycles
- Ensured maintenance of Office premises across Gilgit Baltistan (11 field offices and Head office
- Procurement of various goods and supplies for various project including school construction projects across Northern Areas
- Logistic arrangements for meetings, workshops, training and special events
- Assisted HR in hiring administrative support staff
- Supervised and oversee travel arrangements for staff and visitors
- Ensured internal communication systems are working properly
- Prepared agreements/contracts for various supplies and services and lease agreements for office buildings
- Coordinated timely payments for administrative and logistic activities
Deputy Manager Administration
IUCN-THE WORLD CONSERVATION UNION
GILGIT
06.1995 - 02.1999
- As overall head of administration of regional office, I was responsible for the following tasks:
- Key results:
- Over all administration of Regional and Field offices of IUCN in Gilgit Baltistan
- Supervised 12 support staff both at regional and field offices
- Supervised and managed vehicle movement/maintenance
- Timely procurement of various goods and services for the project and regional offices
- Making logistical arrangements for meetings, workshops, and training
- Travel arrangements for staff and visitors
- Assist in preparation of budgets for various administrative activities
Education
MBA - General Management
Preston University
Bachelor of Arts - undefined
University of Karachi
Skills
Handled HR matters including processing of Group/Medical Insurance, maintaining leave records, assisting in recruitments and performance managementundefined
Accomplishments
- Human Resource, Administration and IT
- As Regional Operations Coordinator Sindh, effectively supervised all recruitments for both provincial and district offices, with a staff strength of over 120 people
- Provided guidance and led the hiring processes for various positions under DFID/AusAid funded project implemented by HLSP/Mot MacDonald’s
- Actively participated in restructuring of Oxfam GB Administration and Logistics Departments in line with programmatic needs and geographical locations under a changed management structure
- Led and carried out a need analysis of staff requirement and capacity needs for effective implementation of CORDAID mission in Pakistan, facilitated essential staff recruitment, establishment of field office in Mansehra
- Led and supervised establishment of 11 field offices under AKESP’s Northern Education Project funded by EC and worked closely with HR department for identification, selection and orientation of staff for operation support functions
- Actively involved in setting up a dependable IT environment, coordinated with IT team to prepare IT protocols and implementation thereof in Pakistan Reading Project regional office Karachi and five districts of Sindh
- Led the medium to large teams of administration with various organizations, including AKES, P, Oxfam GB, Cordaid, Creative Associate International and JHCCP
- Effectively managed administrative functions including travel, transport, leases, facility management, event management
- Successfully negotiated and Coordinated with vendors for long term contracts relating to staff accommodation, air travel, security services, and other supplies of various types
- Procurement
- Actively involved in multi-million dollars national/international tenders for different missions including Oxfam GB, JSI-PAIMAN, Cordaid and Creative Associates-Pakistan Reading Project
- Introduced and implemented supplier prequalification for entire missions and projects to reduce delivery lead-time, avoid leakages and maintain quality standards
- Prepared procurement plans in coordination with program teams and in line with annual work plans
- Successfully managed and carried out International/National procurement of different goods and commodities including hospital equipment, vehicles, ambulances and construction material
- Effectively managed and completed contracts for services including short and long term technical assistance, local consultants, and service providers
- Led emergency procurement teams for sourcing of Food and Non-Food Items for 2005 earthquake affected communities in Pakistan
- Executed national tenders for Construction of schools in KPK under Cordaid mission in Pakistan
- Managed third party contracts for Trucking, Consultants, vehicle rentals, property leasing and IT
- Conducted need assessment for refurnishing and renovation of 29 Community Midwifery Schools and hostels across Pakistan under USAID funded JSI PAIMAN project
- Supervised supply of various furnishing and school supplies to CMW schools and hostels, improved the living conditions by renovating the school and hostel buildings
- Supply Chain Management
- Led teams of emergency response in conducting assessments in AJK and KPK earthquake affected communities
- Facilitated and designed supply chain as well as conducted post distribution assessments
- Strengthened operations department for different organizations to efficiently and effectively deliver the operational support to programs by introducing systems and procedures
- Established warehouses at various locations during emergency and led the team which actively engaged in distribution of emergency aid development initiatives.
Interests
Timeline
Procurement Consultant
JSI Research & Training Institute Inc, JSI
10.2019 - 06.2021
Procurement Specialist
US Pakistan Centre For Advance Studies In Energy
07.2018 - 01.2019
Administration & HR Manager
Johns Hopkins-Health Communication Project, Pakist
10.2015 - 03.2018
Operations Coordinator
Creative Associates International, Inc
08.2013 - 10.2015
Director Logistics & External Affairs
American Institutes for Research
2010.09 - 2012.10
Manager Operations
MOT MACDONALDS PAKISTAN, RESOURCE FACILITY
07.2010 - 09.2010
Logistics Officer
JSI RESEARCH AND TRAINING INSTITUTE INC
04.2008 - 07.2010
Senior Logistics Officer
03.2007 - 03.2008
Administration/Senior Logistics Officer
Oxfam GB
03.2005 - 02.2007
Administration and Logistics Officer
AGA KHAN EDUCATION SERVICE
06.1999 - 02.2005
Deputy Manager Administration
IUCN-THE WORLD CONSERVATION UNION
06.1995 - 02.1999
MBA - General Management
Preston University
Bachelor of Arts - undefined
University of Karachi
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