Admin and Procurement Department

Administration Department

Overview

Administration is the mainstay of any public sector organization. At Punjab Education Foundation, Administration Department is responsible for provision of support services in order to strengthen effective organizational functioning thus performing multitude of administrative roles for sustainable development of the Foundation.
Under visionary leadership of Managing Director PEF Mr. Asad Naeem, the role of Admin department is now more than just providing support services to departments and programs of the Foundation. Current management has extended employee welfare schemes through Admin Department comprising canteen establishment, fire safety training, office cleaning & Anti dengue activities, implementing SOPs for Covid-19 prevention and Daycare Center facility for married female staff.
Snapshot of some key interventions is given below:-

EMPLOYEE WELFARE AT PEF

For the first time in history of PEF a canteen serving lunch, snacks and light refreshments has been established for facilitation of PEF employees. This canteen runs on self-contribution/non-profit basis.

VALET PARKING

Admin department is rendering valet parking facility to staff of Foundation who arrive in private cars. Besides car parking, drivers also provide assistance for cleanliness and routine maintenance of these vehicles.

FIRE SAFETY TRAINING

PEF management attaches great value to the safety of PEF employees and their personal valuables. To meet any eventuality, Admin Department in collaboration with Civil Defence Department of Punjab regularly provides fire safety training to its employees covering basic fire prevention, safe housekeeping and risk awareness.

OFFICE CLEANING & ANTI DENGUE ACTIVITY

Admin Department periodically carries out massive cleaning of office premises and carries out anti-dengue activities on daily basis. Report of these activities are uploaded on anti-dengue dash board and a weekly compliance certificate is also furnished to Punjab Anti Dengue Database of PITB.

IMPLEMENTING SOPS FOR COVID-19 PREVENTION

Similarly, Admin Department took very effective measures against spread of Covid-19 and strictly enforced social distance policy. Admin department actively dealt with purchase, store, issuance and control of hand sanitizers, face masks, thermal machine gun, and antiseptic liquid, etc. for prevention of COVID-19

DAY CARE CENTER

Female staff of the Foundation is valuable resource and establishing day care centre for married female staff is key initiative of management. For this purpose, Admin department plays its role in day care administration at PEF head office.

ADMINISTRATIVE SUPPORT SERVICES -FIXED ASSETS AND INVENTORY MANAGEMENT

Admin department has systematic control over assets through tags verification, keep record of issuance or transfer of asset among departments and perform verification of assets each year for inventory management.

TRANSPORT

Transport service at Foundation has deep impact on sustainable performance of other departments. Admin department is responsible for management of official vehicles fleet, their fuelling, repair & maintenance and their allocation to entitled staff on need basis.

SECURITY AT PEF OFFICES

The security of office premises, safety of PEF staff, assets and other material resources through trained ex-servicemen is another key role of Admin department. Admin department is responsible to ensure safe, secure and healthy working environment at PEF office premises through its dedicated team and to extend administrative support on need basis to different departments of PEF.

EVENT/ ACTIVITY MANAGEMENT

Admin department is responsible for arrangements of official Events/DCMs/Trainings/ Board Meetings at PEF office or some external venue. Some regular events that Admin department arranges are mentioned below:-

• Training session for Monitoring and Evaluation Officers (MEOs) and Master Trainers (MTs).
• In-house arrangement for marking of QAT papers which enabled QAID to complete marking of QAT papers in limited time.

DAAK & PRINTING PRESS

Admin department has pivotal role in centralized DAAK management of the Foundation. Besides, Admin department manages printing press and photocopying services in-house to cater the need of bulk printing.

AUCTION OF REDUNDANT ASSETS

Admin Department successfully auctions old, redundant and unserviceable assets which become obsolete and complete their useful life. Old Quality Assurance Tests (QATs) papers and old reading material are also auctioned.

Procurement Department

Overview

Procurement department is the backbone of Punjab Education Foundation as it plays the pivotal function of meeting the procurement requirements of different departments. This task is accomplished by identifying better sources of supply and procuring goods/services at the best value for the money spent and at the right specifications that meet the departmental needs.

Functioning of Procurement department

Procurement Section is being headed by Deputy Director under the umbrella of Director HRM & Admin. Different methods of procurement are used like single quotation, three quotations and tender purchases. The cases of three quotations and tenders are finalized under the supervision of Procurement Committee of PEF. The department issues Invitations to Bid, Requests for Proposal, and Requests for Quotation and issues Contracts. It is very conscious of its responsibility and accountability in the expenditure of public funds. Therefore, a competitive bidding process in accordance with the PPRA Rules is maintained.

Procurement Team adds value to identify opportunities by the evaluation and selection of suppliers and acts as the primary contact with the supplier. The team follows the approved rules of Punjab Procurement Regulatory Authority (PPRA) for procurement processes. The transactions are conducted in such a manner that quality, safety, and cost-effectiveness are achieved and full and open competition whenever practicable is applied. It works with the objective of eliminating the possibility of corruption and unethical practices in the procurement process. The Annual Procurement Plan of all the departments is uploaded every year at the website of PEF as per Rule 8 of PPRA.

The EOIs/Tender notices are uploaded at the website of PEF for all the procurement of goods/services/works