Usha Ching Marma
Admin and Procurement specialist at Helen Keller International- Claim this Profile
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Bio
Credentials
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Procurement and logistics certificate
DisasterReadyMar, 2020- Oct, 2024 -
Fraud Awareness
USAID - Office of U.S. Foreign Disaster Assistance (OFDA)Dec, 2019- Oct, 2024 -
Usaid rules and regulation
Helen Keller InternationalJan, 2018- Oct, 2024
Experience
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Helen Keller Intl
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United States
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Non-profit Organizations
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500 - 600 Employee
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Admin and Procurement specialist
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Sep 2021 - Present
Administration:Office support:• Provide logistical and administrative support and supervision of general office support services, facilities management, security and logistics for smooth functioning of Bandarban office.• Assist supervisor with management of general office support services, facilities management, and logistics for smooth functioning of the Bandarban office.Inventory:• Implement effective inventory (consumable office supplies) systems in Bandarban office and keep updated regularly.• Keep the asset inventory list updated regularly or whenever asset relocated/shifted or new asset merge.• Update inventory management files and prepare monthly inventory report on time for Supervisor`s review and onward submission accordingly.• Visit Upazila Offices and Warehouses (if any) as and when required and spot check and verify that all assets and store items are being properly recorded in the inventory register. General Administration:• Update vehicle log, correspondence register, attendance register, receiving furniture and equipment, etc.• Maintain orderly filing system of all admin, operations and procurement related documents.• Ensure that the inward & outward mails or pouch system register are handled properly.• Handle Petty Cash in compliance with HKI policy.Procurement:• Preserve all the approved PRs sequentially for record and reference.• Draft Request for Quotation (RFQ)/Request for Proposal (RFP) as per approved PR, and send to Field Operations Manager for review and next course of actions.• Coordinate the process of opening the responses to the RFQ/RFPs in presence of the Procurement Committee as applicable.• Draft, compile and verify all required documentation such as, requisition forms, RFQ/RFP, Bid comparisons and Purchase Orders (PO) are received from field and/or other and signed copies are scanned and filed in both hard and soft copy. Show less
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Admin and Procurement officer
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Oct 2016 - Aug 2021
Role and Responsibilities: • Review Purchase Requisition Forms (PRF) and assign tracking number, record each PR in the procurement status log.• Preserved all approved PRs sequentially for record and reference.• Draft Request for Quotation (RFQ)/ Request for proposal (RFP) as per approved PR and send to Operation Manager for review.• Draft all required documentation such as RFQ, SBA by Best value matrix and issued PO after proper review and finalization by operation manager.• Provide logistic and administrative support and supervision of general office support services, security and logistics for smooth functioning of Bandarban office.• Implement effective inventory and allocation of pool vehicle as per VRF Form in Bandarban office.• Keep the store and asset list updated regularly and prepare monthly inventory report on time for Supervisor`s review and onward submission accordingly.• Assist Supervisor to organize the yearly physical count of assets by a team of HKI staff excluding members of administration and operations.• Ensure proper office key management system maintaining register for the security of office and assets as well.• Prepare daily schedule and allocate vehicles to facilitate safer staff travel in accordance with the approved vehicle requisition forms.• Assist supervisor with management of general office support services and logistics for smooth functioning of the Bandarban office.• Establish fuel registers for motorcycles and generator for Bandarban office.• Supervise driver, support staff and security guard.• Maintain orderly filing system of all admin, operations and procurement related documents.• Establish adequate and appropriate office security system and ensure safety and security of staff and organizations property..• Handle Petty Cash as petty cash custodian in compliance with HKI policy. Show less
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Integrated Development Foundation
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Bangladesh
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Non-profit Organizations
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1 - 100 Employee
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Manager ( Finance & Admin)
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Nov 2011 - Sep 2016
Role and Responsibilities: Finance: - • Assist the Finance Assistant in preparing monthly cash expense reports and arranging payments to vendors and other parties. • To operate ERP Software including Accounting, Monitoring and HRM, that is provided by Fine BD Software Company. Software Access URL Link: http://116.193.216.115/idfsolar/ Software company Fine BD URL Link: http://www.finebd.com/ • Monitoring in preparing cashbook, general ledger and monthly financial report. • Assist the Finance Assistant in calculating employee salaries, deductions and contributions • Preparing monthly fund demand for fund approval including salary sheet and regular petty cash expenses of all branch. • Preparing budget planning and monitoring report including sales target, achievement, overdue of all branch. Admin • Verify timesheets and hours worked. - Revise and maintain the leave and compensation time management system. • To prepare salary sheet of 101 branch. • To give approval by proper checking of expenses such as voucher and quotation verify. Logistics and vehicle maintenance. • Procure equipment supplies and other materials as required. • Monitoring procurement and verify attachment of proper document and quotation. • Store and monitor project supplies and equipment, predicting office needs. • Provide logistics and administrative support for trainings, meetings and other required activities. - Vehicle repairing and maintenance, recommending for fuel bill after checking log book of vehicle. Program: • Support the Program Coordinator in preparation of project reports. • Compile and maintain all project-related materials including curricula, program data, reports and other documents. • Support the organization of program activities including trainings, workshops and site visits Show less
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Education
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2007 - 2008
University of Chittagong
Master of Business Administration - MBA, International management -
2003 - 2007
University of Chittagong
Bachelor of Business Administration - BBA, Management studies
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