MAJOR JOB DUTIES NMS TEAM AT THQ/DHQ HOSPITALS
Primary and Secondary Healthcare Department Govt. Punjab
NMS TEAM
1. ADMIN OFFICER
2. HR & LEGAL OFFICER
3. BUDGET & FINANCE OFFICER
4. PROCUREMENT OFFICER
5. IT OFFICER
6. LOGISTICS OFFICER
7. AUDIT OFFICER
8. QUALITY ASSURANCE OFFICER
9. ASSISTANT ADMIN OFFICER
Admin Officer Major Job Duties
1. Duties/tasks related to administration e.g. Cleanliness Security and Safety etc.
2. Outsourced services contracts enforcement e.g.
Janitorial services
Security & parking services
MEP
Horticulture
Generator Maintenance
Laundry services
3. Overseeing Civil Work in Hospital
4. Develop & Maintain Log book for electro-medical & electrical equipment.
5. Preparation of PC-1 and other Planning Documents.
HR and Legal Officer
1. Issuance of Joining and Reliving reports of the newly appointed and reliving employees respectively.
2. Issuance of Monthly and special duty roster and ensuring the implementation accordingly.
3. Maintains Daily attendance and leaves records.
4. Issuance of internal transfer orders with in hospital.
5. To Manage and resolve issues/conflicts of HCE employees in addition to daily tasks.
6. Personal File management and record of fall enquires of employees of hospital
7. Litigation/ legal issues of hospital (shall ensure all court cases are well attended and all legal matters of hospital
are well taken care of).
8. Ensures legal compliance by monitoring and implementing applicable human resource federal and provincial
requirements; conducting investigations; maintaining records; representing the organization at hearings.
Budget and Finance Officer
1. Prepare budget, forecasts and estimates for annual and quarterly budgetary requirements.
2. Periodical financial forecasting in liaison with all the respective Departments including procurement officer to
cater the periodical financial needs.
3. Comply with all the requirements of SDA One line non salary budget and utilization and Health Council budget
and utilization issued by the P&SHD.
4. Prepare the financial forecast at the start of the year to be forwarded to PMU containing the service wise and
month wise expected expenditure of outsourcing contracts.
5. Handling of all financial matters of DHQ / THQ Hospital including but not limited to
Keep accurate records for all daily transactions.
Prepare balance sheets.
Reconciliation of statement and vouched account.
Process Bills/Invoices.
Record accounts payable and accounts receivable.
Update & Maintain financial record.
6. Prepare monthly, quarterly and annual budget utilization reports.
7. Accurately calculating the penalty required to be deducted under the outsourcing contract as per the
information available to him or the information/ record provided by the respective departments.
Procurement Officer
1. Procurement Planning and implementation in liaison with All HCE Departments and ensuring that PPRA Rules &
Processes are fully complied.
2. To make sure daily tasks of HCE are not affected regarding procurement of day to day needs of the hospital.
3. All Procurement related tasks to HCE, such as local purchase, three quotation, petty cash, tendering etc.
4. Drafting and implementing procurement strategies and PUC, noting, implementing/outreach.
5. Forecasting & Managing procurement needs.
Develop Monthly, Quarterly & yearly plans.
Develop and ensure the activity map.
Manage and coordinate local Petty purchases, local purchase through quotations, Medicine (in
coordination with DDC/Pharmacist), disposables and allied store.
Responsible to manage all tendering procedures as per PPRA rules 2014.
Purchase of Imported items through Letter of credit.
Opening and maintenance of WEBOC account with FBR.
6. Preparation of PC-1 and other Planning Document.
7. Plan on hospital budget, purchase plan.
IT and Statistical Officer
1. Generating reports, patient data entry and smooth functioning of PITB, resolving and improving anything
related to IT.
2. He shall be responsible for IT support and all IT interventions in the hospital.
3. He shall be in liaison with PITB for proper reflection of hospital record on PITB dashboard.
4. Ensure that District Health Information System (DHIS), Overview of Data and Data Management,
Monitoring & Evaluation System, QMS and EMR Management System, Quality Control System (ISO), Basic
Networking/ LAN Concepts, Citizen Feedback Model, Advance MS Excel, Data Backup and Preparation of
Apps. Moreover, he shall be responsible for functionality of all IT equipment in liaison with admin officers.
(Biometric machines, computers etc.)
5. Outsourced interventions like QMS/EMR he shall be responsible for enforcement of contract and in case of
violation shall ensure action has been taken as envisaged in the contract.
6. Shall be responsible for Citizen Feedback Model functions.
7. Shall be responsible for electronic record keeping of HCE.
8. Ensure generation of all types of reports/information required of hospital by District
Government/P&SHD/any other authorized Public agency.
LOGISTICS OFFICERS.
1. General Store Management and provision of day to day logistics to the concerned departments.
2. Assesses and organizes logistics in terms of transport requirements, receipt, handling, storage and
distribution of items and establishes proper warehousing and recording systems including assets;
3. Establishes a detailed procurement programme plan to determine appropriate specifications of required
items, according to established guidelines and procedures and in coordination with Supply Management
Service (SMS) at Headquarters;.
4. Carries out regular trips to ensure that material forwarded to projects has been received and properly
accounted for at their destinations, and in case of loss or damage follow up with clearing agents, shipping
and insurance companies in liaison with SMS
5. Devises methods of stock control, closely monitors warehousing management, and regularly submits
situation reports on stocks, equipment and prepositioned goods;
6. Ensure accountable, timely and cost-effective release of peacekeeping cargos along with personnel.
7. Develop and execute logistics support policy, processes and methodologies to general benefit of all mission
units.
AUDIT OFFICER
1. Per audit of all transactions (including per disbursement audit) being incurred in the hospital on day to day
basis.
2. Ensure that all application rules and regulation including guidelines and instructions have been complied
with true letter and spirit.
3. Ensure that all the bills regarding the outsourcing accompanied by all the necessary documents/reports by
respective department required under the contract and the penalty is accurately deducted.
4. Plan and execute the internal audit on quarterly basis.
5. Submit the quarterly internal audit report containing the observations / shortcomings, risk to the
observation highlighted and recommendation to resolve the issue
6. Liaison with external audit teams for smooth conduct of external audit.
7. Preparation of replies of audit paras, working paper for Departmental Accounts committee. Departmental
Accounts Committee & Public Accounts Committee meetings.
QUALITY ASSURANCE OFFICER
1. Ensuring good quality non-clinical services like infection prevention, security, diet etc.
2. Ensuring clean surroundings, OPD Areas, Wards, Labour Room, OT and Patient amenities and outsourced
services
3. Periodical assessment of hospitals on quality check list and arrive at a score for the facility
4. Ensuring that the hospital meets all regulatory compliances such as BMW, Blood Bank/Storage license,
AREB regulations, etc.
5. Keep a record of non-functional equipments and time line for its repair along with AMC for all equipments;
6. Strengthen of District Hospital MIS, KPI and report actions taken.
ASSISTANT ADMIN OFFICER
1. Duties/tasks related to administration e.g. Cleanliness Security and Safety etc.
2. Outsourced services contracts enforcement e.g.
Janitorial services
Security & parking services
MEP
Horticulture
Generator Maintenance
Laundry services
3. Overseeing Civil Work in Hospital
4. Develop & Maintain Log book for electro-medical & electrical equipment.
5. Preparation of PC-1 and other Planning Documents.
