Noor Noor

COMPANY'S ORDERS: • Receive and Process Orders: • Coordinate with the procurement team to gather and confirm the details of company orders, including the items, quantities, and specifications. • Ensure that the order is entered accurately into the company’s procurement system. • Order logging on online portals. • Cost Benefit Analysis. LETTER OF CREDIT (LC) OPENING: • Submit a request to the bank to open the LC once the order has been confirmed by the supplier. • Ensure that the terms and conditions of the LC are aligned with the supplier’s requirements and the company’s contractual obligations. • Preparing documents for opening LC. • Coordinate with the bank to ensure that the LC is opened in a timely manner and all the correct details (such as payment terms, shipment terms, and product descriptions) are included. • Also ensure that the LC is communicated to the supplier in a timely manner, allowing them to prepare for shipment. COORDINATION: • Coordination with company customers, forwarders and distribution. • Follow up from suppliers regarding the orders. • Coordination with the bank for LC (Letter of Credit) opening. RECORD KEEPING: • Manage and maintaining all procurement records in hard and soft form. • Making Documents File at the end of the month. • Documents Scanning, Printing, Photocopying, Tagging. OTHER TASKS: • Other (Tasks) Specs Verification of items which were received by the logisticians to confirm that the items sent by the supplier were matched against the order of the customer.

PAYMENTS: • To ensure that payments to all relevant bases are up-to-date. • Review payments for each region (KP, Sindh, Balochistan). • Verify that payments match the amounts outlined in contracts or agreements. • Check if any outstanding payments are pending and follow up accordingly. • Update payment status in record sheet. CASH BOOK: • Maintaining cash book accurately, recording all incoming and outgoing transactions. • Check receipts and payments to ensure they are properly recorded. • Reconcile the cash book at the end of the month. • Ensure any discrepancies are addressed promptly. • Making payment vouchers of base office and field offices. • Making cash request voucher if extra cash is needed for the activities. • Maintaining Cash Payments. BANK BOOK: • Maintaining Bank Payments according to the budget. • Updating, finalizing and Reconcile bank book at the end of the month. • Keep the bank book up to date, and perform monthly reconciliation to ensure all entries match the bank statements. • Verify entries: Check that all transactions in the bank statement appear in the bank book. • Resolve Discrepancies: Investigate any discrepancies (e.g., missed entries, unauthorized charges). • Prepare Reconciliation Report: Documented reconciliation process, and make sure any adjustments (e.g., fees, errors) are reflected in the updated bank book. • Ensure all transactions are categorized correctly (e.g., vendor payments, income, internal transfers). • Finalize and prepare the Bank Book for reporting. Making cheques and deposit in Banks: • Issue Cheques: For outgoing payments (e.g., vendor payments, employee reimbursements), write cheques and ensure they are signed and authorized according to internal processes. • Make Deposits: Deposit any incoming funds (e.g., client payments, refunds) into the bank. • Ensure that deposit slips are correctly filled out and filed. • Record Each Transaction: Keep a log of each cheque issued and deposit made. Record the transaction in Bank Book immediately. • Making fund request if extra amount is needed for the activities. IRV Sheet Update • Update the IRV (Invoice Receipt Voucher) sheet regularly. • Track all invoices that have been received. • Update the IRV sheet with details such as the invoice number, date, amount, and vendor. • Make sure any payments made against these invoices are also recorded. Employee Advances Sheet Update • Keep track of any advances given to employees and ensure that they are properly recorded and repaid. • Review all outstanding employee advances. • Update the sheet with any new advances granted or repayments made. • Ensure that the advances are being repaid according to the agreed terms. • Making Internal Order Requests for the organization internal requirements. REPORTS: • Making reports, project reports for donors which include all the expenses of the month. COMPLIANCE: Reviewing Documents (including Internal Request Order, Internal Request for Validation (IRV), Purchase Order (PO), Good Received Note (GRN), Work/Service Note, Payment Invoices and Payment Vouchers) of base office as well as field offices of KPK. RECORD KEEPING: • Manage and maintaining all records of base office and field offices in hard and soft form. • Organize physical documents by category and store them in a secure location. • For digital records, ensure that all documents are backed up and easily accessible. • Regularly update both hard and soft copies to ensure no documents are lost or out of date. • Documents Scanning, Printing, Photocopying, Tagging. OTHER TASKS: • Prioritize tasks based on deadlines or importance. • Use templates where possible (e.g., for IRV sheets or Employee Advances) to streamline updates. • Set regular reminders to check for updates and follow up on payments. • Use software for record-keeping (Excel, Google Sheets) to automate as much as possible. • Field assessment for Ramadan Food Packs distribution project. • Door to door assessment for Eid Gift Distribution project. • Field duties during distribution at targeted locations.

Payments & Disbursements: • Processed per diem payments and meal reimbursement claims in compliance with organizational policies. • Managed vendor payments, ensuring accuracy, proper documentation, and timely disbursement. • Verified supporting documents and approvals before processing financial transactions. Cash Management: • Maintained and reconciled the cash book on a daily basis. • Managed physical cash, ensuring proper custody, security, and accurate record- keeping. • Conducted periodic cash counts and resolved discrepancies. Financial Reporting & Compliance: • Prepared donor financial reports in accordance with grant requirements. • Assisted in the preparation of periodic financial statements and internal reports. • Ensured compliance with internal controls, financial policies, and audit requirements. • Supported other finance-related tasks as assigned by management.

I have 2 years’ experience in online working. I have been working as a virtual assistant. As a virtual assistant, I was involved in a wide range of activities, from managing inquiries and troubleshooting issues to providing product/service information and handling complaints. • Worked with Upwork and hub stuff Clients. CUSTOMER SUPPORT: • Respond to customers emails. • Handling customer’s queries. • Handling products related issues. • Follow up from customers regarding the orders. • Marketing Campaigns. • Product Listing. RECORD KEEPING: • Maintained order sheet on the daily basis. • Maintained follow up sheet on the daily basis. • Maintained dispute and refund sheet on the daily basis.

PIPFA

Pakistan Institute of Public Finance Accounting