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 participants will learn the basic principles of procurement, administration and records management.

OBJECTIVES

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 filling 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
  • Tetun
  • Indonesia