OVERVIEW

Comprehensive procurement management process requires proper planning, administration and efficient records management.

Procurement logistics determines the total cost of procurement process.

Each job plays a critical role in cost management and control.

through this course particiants will learn the basic principles of procurement, administration, and records management.

COURSE OUT COME

After attending this course, participants will be able to understand and apply : –

  • The terms in procurement
  • The need to procure
  • The need for planning
  • The need for recording each process and transaction
  • The need for time management
  • How and why to manage records
  • The need for effective communication
  • Organizing tasks

COURSE CONTENT

Day 1

The assistant success tool box

  • Basic modern office etiquette
    • Telephone etiquette
    • Email etiquette
    • Effective communication
  • Event planning and execution
    • Preparing for meetings and conferences
    • Major event planning elements
    • The event tool box
  • Team and leadership skills
    • Team formation stages
    • Situational leadership

Day 2

People, responsibilities and information awareness

  • Psychology of filing
  • Accountability
  • Communication and collaboration
  • Creating the information management message
  • Knowledge transfer
  • Developing the education package
  • Sponsorship and guidance from senior management

Planning and action

  • Information management strategy
    • Development of a plan to deliver document and records management
    • Policy and guidance writing
    • Information asset register
    • Document control and records management process plans
    • Change management
  • Risk and recovery: Disaster prevention and continuity planning
  • Education program
  • Creating an action plan

Day 3

The efficient and Productive Administrator

Administrator challenges of the 21st century

  • Being a talent
  • The changes in the psychological contract
  • Seeing through obstacles
  • Adaptability and change
  • Gaining credibility
  • Taking the initiative
  • Embracing a positive attitude
  • Customer relation

The productivity equation

  • Productivity definition
  • Effectiveness versus efficiency
  • Signs of inefficiencies at your office
  • Simplification of work processes
  • Best practices to be more productive

Day 4

Outbound Activities Aimed At Improving:

  • Communication
  • Teamwork
  • Confidence
  • Motivation

Day 5

Administrator soft skills

  • Self-leadership
  • Personal SWOT analysis
  • Reactive versus proactive
  • Effective communication:
    • Types of communication
    • Communication barriers
    • Listening skills
  • Time management:
    • Time wasters
    • Setting priorities
  • Solving office problems (and turning them into opportunities)
    • Types of problems
    • Problem solving techniques
  • Working as a Team

Day 6

Technical competencies of the modern administrator

  • Criteria of an administrator
  • Competency explained
  • Core competencies versus technical competencies
  • Administrator’s technical competencies:
      • Task planning
      • Organizing work and meetings
      • Information management
      • Utilization of office technologies

Efficient business writing skills

  • Definition of business writing
  • Setting emails, letters and memos in context
  • Applying modern writing techniques
  • Responding to different email/memo scenarios
  • Promoting clarity in writing and avoiding any miscommunication

Day 7

A. Document control and record management

The principles of managing information

  • The organization: How your information is managed today
  • Definitions: Understanding what the information terms mean
  • Document control and records management: Similarities and differences
  • Your organization
    • Identifying its type
    • Identifying its staff
    • Identifying its information
  • Defining information goals for the organization
  • How to achieve information goals

Day 8

Mastering data management, indexing and archiving

Mastering filing systems

  • Five secrets to organize files better 
  • Electronic archiving

Records management

  • The records and information cycle
  • Common problems in records management
  • Rules for indexing personal and business names
  • Cross referencing personal names

Document control and records management process

  • Business case
  • Defining the purpose
  • What to include
  • Objectives of the case
    • Document Control specifics
    • Records Management specifics
  • Records review
    • Identification of documents and records
    • Critical information, documents and records
    • Electronic and physical formats
    • Storing records

Day 9

Characteristics of a document control and records management program

  • File plans
  • Challenges and problems
  • Classification of records
  • Retention and disposition
    • Laws, regulations, standards and business requirements
    • Developing a retention schedule
  • Privacy and protection
    • Transparency
    • Integrity
    • Security
  • Business, historical and preservation archives

Day 10

Introduction to Purchasing Procedures

  • Introduction to Purchasing
  • Importance of procurement
  • Total Cost of Acquisition (Cost vs. Price)
  • Material Requirements Planning (mrp)
  • Identifying the need for procurement
  • Stock Replenishment Tools
  • Specifying the need
  • Categorizing the spend
  • Appraising the supplier
  • Selecting the “right” supplier

WHO SHOULD ATTEND

  • Project of officers
  • Administration staff
  • Receiving clerks
  • Inventory assistants
  • Purchasing assistants
  • Account assistants
  • Secretaries
  • Other interested

METHODOLOGY

  • Face To Face
  • Role playing
  • Post session assessment
  • Video presentation
  • Case study

PERIOD

10 working days

LANGUAGE

  • English
  • Indonesia