Hi, my name is Anita am a young hardworking lady eager to face the challenges ahead with enthusiasm and willingness to learn and improve. With admirable administrative skills and a determination to be productive and progressive in all spheres beginning with ardent responsibility to all duties discharged to her care, an asset to any organization.
Over 7 years of experience in EPC and Construction Contracts of On-shore Structural, Mechanical and Piping projects in the Oil and Gas Field specifically in Cost control, Cost Estimation, Sub Contract Invoice certification with significantly moderate exposure in Procurement.
Hi, my name is Anita am a young hardworking lady eager to face the challenges ahead with enthusiasm and willingness to learn and improve. With admirable administrative skills and a determination to be productive and progressive in all spheres beginning with ardent responsibility to all duties discharged to her care, an asset to any organization.
Over 7 years of experience in EPC and Construction Contracts of On-shore Structural, Mechanical and Piping projects in the Oil and Gas Field specifically in Cost control, Cost Estimation, Sub Contract Invoice certification with significantly moderate exposure in Procurement.
Executive Summary:
Introduction:
1) Lack of Training on System of Record:
2) Separation of Duties
3) Discover card Convenience Checks:
4) Rubber Stamping:
5) Lack of Audit:
While Joe
Body
The
This is part of the fraud investigation report and below individuals were interviewed.
Procedures:
In addition to conducting interviews, the fraud investigation team reviewed the current procedures in the areas procurement and payroll.
Procurement:
1. Supervisor completes Purchase Order including the following required information and sends to Accounting Technician for processing:
a. Recommended Vendor
b. Description of item (s) or services required.
c. Quantity
d. Estimated price per unit
e. Budget/Accounting Code
f. Signature and date
2. Accounting Technician
a. Receives Purchase Order
b. Enters Purchase Order Number and date into Purchase Order Journal
c. Determines Verifies inventory isn’t sufficient to meet request
d. Determines purchase process
i. Small purchase under $100 – Non-competitive local purchase
ii. $100 - $499 – Documented price comparison
iii. Over $500 – Financial Manager approval to solicit at least 3 formal competitive bids.
iv. Financial Manager approval signature on Purchase Order
e. Orders item/service via copy of Purchase Order
f. Receives supplies and initials packing slip.
g. Accepts services as completed and initials vendor invoice
h. Files all paperwork in individual vendor file
i. Notes items or services received on office copy of Purchase Order.
3. Posts Accounts Payable
i. Credits account Payable
ii. Debits Asset Account
4. Processes Invoice
a. Compares invoice to packing slip/purchase
b. Processes electronic payment or cash payment (Petty cash fund)
c. Debits Accounts Payable
Credits Cash
(Field Offices require prior approval to use local checking accounts.)
Payroll:
1. Employee completes time sheet
a. Name
b. Employee Number
c. Date of work charged
d. Organization Code
i. 000 –Headquarters
ii. 001 – 010 Region Number
iii. 01 – 052 – Field Office See Organization Manual
1. Note Wyoming is 050
e. Activity code
i. 0001 –Administration – fill out time for administration
ii. 002 - Vacation
iii. 003 - Sick Leave
iv. 004 - Comprehensive Leave – paid by more time off they will 90 hours per week and they wont work on summers
v. Survey
vi. Design
vii. Construction
viii. Other – Explain in comments section on back
f. Comments: Add comments including name/location of training
g. Signature and date submitted to supervisor
2. Supervisor
a. Sign and date
3. Accounting Technician
a. Review for completeness
b. Enter into Payroll System
c. Initial and date
d. Prepare ad hoc payroll reports as requested
Results
Procurement:
Payroll:
Follow-Up Recommendtions:
Conclusions in Report:
Joe’s Engineering, LLC
Payroll Procedures
1. Employee completes time sh ...
Having 26 + years in shipping and logistics experience in a multinational organizations in Dubai - UAE worked all divisions like Finance / Operations / Administration & Marketing. Please go through my resume arrange to provide me an opportunity, I shall do my best to your expectations.
1. • Operation procedures are necessary
for smooth and effective operations
• It define company service levels
which is important to customers
• It help to define individuals job
profiles & KPI of employees and
department
• It is the process to divide works
effectively and assign particular jobs
to employees
• Smooth operations are necessary
and play vital role in success of
branch.
• Systematic working is necessary to
fulfill government procedures like
ISO etc.
• It help employees prioritizing and
organizing work according to
importance of work.
3. • Customer Services held responsible for planning &
Booking of the cargo with carrier as well as for informing
Customers/overseas and carriers for changes or deviation.
• Pricing shall be taken care by Customer services on
Discussion with LOP Head or as decided by management.
• Below works would come under customer services
A. Docket opening
B. Passing paper to concerned for Shipping bill generation.
C. Taking approval of shipping bill from customer.
D. Booking to carrier and customer information.
E. Resolving customer or carrier related issues.
F. Ex-Delhi Departure of the shipment.
4. Dockets must be maintained and below documents
must Be kept in dockets by Customer services.
1. Invoice/packing list or other customer documents.
2. Booking confirmation from carrier/ Else buy/sell must be
Mentioned on/inside docket.
3. Customer agreed quotation or rate approval email.
4. Any important approval or communications.
5. First Booked flight details must be mentioned on/inside.
6. Charges related to Fumigation/Forklift or any others must
Be mentioned inside the docket.
7. Any other important documents.
5. 1. Shipping bill must be generated same day of paper receipt.
2. Checklist must be sent for approval within 1-2 hour of
Docs receipt.
3. AWB must be executed one day prior of shipment execution.
4. Clearance set must be prepared proactively for clearance.
5. Executive/Senior Executive must be responsible for AWB
Execution and bunch preparation and must follow shipment
Till it get h/over to carrier.
6. Custom clearance related works would be taken care by G
Card holders and Post shipping documents must be given
To operations very next day of shipment H/over.
7. Executive/Sr. Executives shall responsible for docs
segregation & post shipping docs preparation with help of
Field boys or helping staff.
7. Exceptions are acceptable depends on customer/shipment
Urgency.
6. 1. Operations shall be responsible for daily tracking
& updating customers day to day tracking status till
arrival/delivery vice versa.
1. Debit notes must be prepared within 48 hrs of departure.
2. Debit notes must be dispatched within 72 hrs of departure.
3. Accounts or any dedicated staff would be responsible for
Timely billing & dispatches with supervision of customer
Service so that debit note of all customers would be
Dispatched on time over email & Hard copy both.
4. Cost sheet must be prepared within 2 days of debit note
Preparation and a copy of both debit note/cost sheet must be
Present in docket for final GP report.
7. 1. Job Description sheet would be prepared and assigned to
Individual with discussion to Manager/Branch manager.
2. The sheet required to be signed by Individual for
acceptance.
3. The employee would be held responsible for assigned
duties & works.
4. Managers must take care to assign job according to
eligibility of the employee based on individual skills and
expertise.
5. Next level employee would be responsible for
Supervision/Verification of their junior staff.
6. Helping each other in their works if you have completed
yours must be always done as a good team player.
8. 1. First follow up must be done by operations at their end.
2. Sheet to be prepared mentioning credit period to the
customer.
3. Second follow up would be taken care by LOP head or
Accounts.
1. Daily DSR – Must be updated on daily basis for tracking,
Shipment details/Shipping bill numbers etc. Tracking
must be updated in same sheet on daily basis.
2. GP report – GP report must be prepared on/before 5th of
Every month.
