Sultanat Naqvi has over 10 years of experience providing administrative and operational support to development organizations. They have worked for UNICEF India country office and regional office, supporting administration, logistics, and communications. Their experience includes managing office operations, organizing events, maintaining databases, and coordinating travel. Currently they work as an Administrative Officer/Programme Coordinator for Speak for Change Foundation, providing administrative support and coordinating partner meetings, media events, trainings, and field visits.

1. Sultanat Naqvi
23-B, Second Floor, Noor Nagar, New Delhi – 110 025
Mobile: 8510807860; E-mail: khansultanat@gmail.com, sunaqvi@gmail.com
• More than Ten years of experience in development organizations providing operational support for
administrative and finance functions.
• Four Years and Two months with UNICEF India country office as Communications Assistant supporting
Administration and logistics for national and state level advocacy and partnership initiatives and with
UNICEF Regional Office for South Asia (ROSA) as Communications Assistant supporting administration,
web and logistics
• Ability to deliver effective client-friendly services to internal and external customers (experience in managing
office front desk and travel desk).
• Technical proficiency in computer applications – database management, web based technologies.
• Consistent demonstration of planning and organizing skills, enthusiasm, and willingness to learn new work
processes.
PROFESSIONAL EXPERIENCE
May 2015 – till date: Administrative Officer/ Programme Coordinator, Speak for
Change Foundation/ AROI and UNICEF
Scope of Work:
Key Responsibilities
• Provide administrative support to the Director.
• Act as a first point of contact for the Director and coordinate meetings.
• Focal point for coordination with the Radio Jocky’s, Programming Heads and CEOs of
leading Private FM Stations and All India Radio Journalists
• Draft concept notes, correspondence, minutes of the meetings of various partner
meetings and prepare power point presentations
• Assist the Director in her absence for assessing priorities and re-directing calls,
enquiries and requests as necessary.
• Effectively manage the Director‘s calendar and appointments, ensuring effective use
of time and prioritization of complex scheduling.
• Maintain database, telephone numbers and address of partner organizations, NGOs
etc.
• Organize internal and external meetings, various media events, celebrity events,
trainings and workshops at State level
• Timely collation and circulation of minutes of meetings.
• Regulary update and monitor organization’s social media pages and blog
• Provide support for production of videos documentaries
• Supervise interns and support staff.
• Coordinate field visits and travel to different states alongwith Media Journalists for
programme activities.
April 2014 – August 2014: Sr. HR & Administrative Officer, Infinite Training & Services,
Noida
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2. Scope of Work:
Human Resources
 Responsible for recruiting of staff
 Supervise and monitor daily attendance of staff
 Timely disbursement of salaries to all staff
 Circulation of new policies and regulations
 Maintain leave and travel records
Administration
 Organize seminars and media events for the company
 Process travel advance for staff members
 Coordinate procurement of office supplies like furniture, printing materials, IT equipments, stationery items
 Receive quotations/ bids from vendors and prepare Purchase Orders
 Liaison with vendors and suppliers
 Scrutinize bills/ vouchers and approve payments for vendors
 Follow up with suppliers and printers
 Supervise staff members
May 2012 – December 2013: Communications Assistant, UNICEF Regional Office for
South Asia, New Delhi
Scope of Work:
Assist in executing a regional communication and advocacy strategy on key issues affecting children in the
region
Support in implementation of advocacy strategy
• Monitor expenditure and provide budget updates to the Chief.
• Process invoices, claims and other financial documents for payments.
• Prepare all contracts for the section including technical service providers for media activities, individual
consultants.
• Organize data and information, prepare and maintain files, reports, records, documents and control plans
for the monitoring of project/ programme implementation.
• Scrutinize and execute operational plans, exchanges of letters, facilitates contracting processes, travel
requests and monitor budget expenditure.
• Take appropriate follow-up action. Maintain files, monitor budget expenditure, prepare TAs, travel and
leave plans, ToRs and perform VISION based activities like raising contracts, making payments and other
requisitions
• Provide support to the section to procure office supplies and equipments for the section according to
UNICEF policies.
Administrative and Operational Support to the Section Chief
• Assist in organization of regional and global high profile events and initiatives such as media briefings,
conferences and workshops
• Organize workshops, events and meetings for Communications in India and in South Asia, which involves
identification of venue, visiting the venue, negotiation, preparing and sharing admin note with participants.
• Receive and scrutinize hotel bills before sending to finance section for payment process.
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3. • Coordinate with participants and get their travel information to share with the hotel for timely check-in and
check-out.
Updating and Maintenance of Digital Platforms and Media Monitoring
• Update and maintain the ROSA website and provide support to countries updating their website.
• Update and maintain the ROSA Facebook page
• Perform media tracking on daily basis on thematic issues like, health, nutrition, sanitation, protection, HIV,
youth and share with ROSA network.
• Update South Asia RO photo database with the latest photos from across the South Asia region
• Compile the shot list of videos and films
Provide support to India Communications for organizing high profile celebrity events and media events
in coordination with the respective communication specialists
• Organize and manage event venue, participation, display and other administrative requirements for
national level media and advocacy initiatives of UNICEF India like launch of annual State of the World’s
Children (SOWC) report.
• Maintain database of all key UNICEF stakeholders including government, NGOs, media and donors.
• Draft official correspondence for UNICEF communications section. Oversee mailing and dispatch of all
communication materials across all of intended audiences.
• Support travel and logistics for media related work – UNICEF staff, journalists, government counterparts.
• Support India Country Office Front office which includes backstopping the Representative’s office, Deputy
Rep programmes and operations office.
Highlights of Achievements:
 Successfully organized and managed a very high profile event in Mumbai of Sachin Tendulkar who signed
with UNICEF as the Regional Ambassador for South Asia with more than 50 media journalists (print, and
TV) and excellent media coverage in Indian, Regional and International newspapers, TV Channels.
 Successfully organized and managed a Regional Media Meet on Innovations in New Delhi with good
coverage in the newspapers.
 Efficiently organized Regional Communications Team Meeting in Colombo, remotely from New Delhi for
eight Country offices including the Regional Office and organized their travel and logistics in coordination
with the Sri Lanka Office.
 Prepared an effective database with all the updated contacts of government counterparts, NGO
counterparts, diplomatic officials and UN counterparts which is used by the Representative’s office and by
the office.
 Migrated to the latest version of UNICEF website with latest features and updated website on daily bases
with latest information on Human Interest Stories, Press Releases, Innovations Videos, Launces etc.
 Successfully managed the video shooting during the Second High Level Meeting Organized by Government
of India in coordination and partnership with UNICEF and share the videos across the region.
 Successfully procured the State of the Art equipment for the section for video shooting and data storage
 Efficiently sent press releases to the Regional Media for timely coverage in the newspapers, magazines and
news channels
 Efficiently backstopped the Representative’s office, the Deputy Representative Programme and Deputy
Representative Operation’s office during the leave period of the respective Executive Assistants.
October2009 – April 2012: Communications Assistant, UNICEF, New Delhi
Key Responsibilities
Provide the following support to the communications section for the completion of programme activities detailed in the
annual work plan:
Administration and Logistics
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4. • Ensure timely and appropriate mail management Prioritize to bring important matters to the attention of the
Section Chief.
• Take necessary action, using discretion, on routine matters and, in the absence of Section Chief, deal with
matters of urgent nature, in consultation with the Officer-in-Charge. Obtain signatures of Section Chief or O-
I-C on various documents, after ensuring accuracy and appropriateness.
• Take follow-up action with other staff in the section for timely submission of reports/documents and
response to queries, both internal and external and to ensure that deadlines are met.
• Arrange appointments, schedule travel as required, travel documents for the Section Chief and attend to
other administrative duties including drafting letters, memos, e-mails etc.
• Schedule meetings for the Section Chief with senior government officials, donor agencies, NGOs, other UN
agencies, visitors etc. and provide support through data gathering, arranging background materials and
taking necessary follow-up action as directed.
• Maintain Section page, calendar of activities etc. on UNICEF India Intranet
• Responsible for keeping up-to-date the UNICEF field directory, as well as list of holidays.
• Maintain confidential, policy and general management files; responsible for filing/retrieval and reminder
system in the section. Undertake searches for technical extracts from Intranet and Internet, as required by
Section Chief. Maintain and monitor reference material for the section.
• Maintain section document repository and intranet portal.
• Prepare quarterly travel and Leave Plans for the section, ensuring strong back-up system in the Section.
Maintain leave records of the Section and ensure timely recording of leave and attendance in VISION.
Prepare monthly leave and attendance reports for submission to HR. Prepare quarterly leave and
attendance reports for staff self-audit and validation.
• Co-ordinate timely completion of KRAs, Mid-year performance reviews and end-year PAS for the Section
and timely submission to HRS, ensuring completeness of documents
• Co-ordinate training needs and schedule for sharing with HRS and Maintain records of training undertaken
during the year by staff in the section.
Event Management
• Organize high profile events, office events venue, national level media and advocacy initiatives of UNICEF
India like launch of annual State of the World’s Children (SOWC) report.
• Support in identification of the event venue
• Make logistical arrangements for the event
• Coordinate with the event management agency and execute the tasks efficiently
• Support state offices in organizing state level meetings/ workshops.
Procurement and Distribution
 Coordinate procurement of small value office supplies for the section according to UNICEF policies.
 Provide support to the section in printing of greeting cards and calendars.
 Organize dissemination of cards and calendars in the sections and to the state offices.
 Coordinate and follow up with the printers for the deliverables.
 Organize dispatch of printed materials to government counterparts, state offices and other partners.
Database, Web and Media Management
 Maintain database of all key UNICEF stakeholders including government, NGOs, media and donors.
 Assist in web-based research for media monitoring on issues concerning children.
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5.  Update the communications section web page on UNICEF India Intranet.
Contract Management
 Manage all contracts with third party service providers for the section including technical service providers
for media activities, hotels, individual consultants
 Follow up with translators and designers regarding communications material production.
Highlights of Achievements:
 Successfully organized high profile celebrity events like signing ceremony of Priyanka Chopra as a National
Ambassador supporting Adolescents
 Successfully organized Aamir Khan signing ceremony as a Goodwill Ambassador for Nutrition programme
 Successfully executed official events like network meetings
 Effectively updated and maintained the contact database for office
 Prepared a database of contacts of the communication colleagues from state office, country office and
regional office
 Effectively and efficiently organized distribution of greeting cards and calendars to the respective state
offices, government counterparts and sections in office
 Efficiently managed the leave record of staff members and kept the file updated for Human Resources
April 2009 – September 2009: Executive Assistant to CEO
International Development Enterprises-India, New Delhi
Scope of Work:
 Received, and screen incoming mail, including e-mail, for the attention of the CEO
 Prepared related background papers where appropriate.
 Brought urgent or important matters to the immediate attention of the CEO and maintain confidentiality.
 Arranged and keep track of appointments, meetings, other important events for CEO;
 Monitored deadlines where necessary.
 Collated and organise data and information.
 Typed/drafted of standard correspondence, reports, matrix, statements etc. Prepare presentations, graphs
 Organised workshops & provide full logistic backup during meetings.
 Organized and maintain the filing system
 Took notes, prepare minutes of the meeting and summarise discussions
 Maintained and update on regular basis electronic data mailing lists of Donors, NGOs and print out
addressee labels.
 Made travel arrangements
 Liaised with Field Offices for follow up on visit arrangements
 Supported CEO in preparing background material for meetings and seminars.
 Maintained a proper filing system
 Provided support to communication section in editing the lyrics of the programme based movies as and
when required.
 Prepared the visa related letters and documents for the issuance of visa for international travel.
 Prepared donor reports, grant proposals, case studies in consultation with the supervisor
 Attended meeting on behalf of the CEO as and when required.
Highlights of Achievements:
 Organized electronic filing system
 Successfully organized donor visits (Bill & Melinda Gates Foundation, Ford Foundation )
 Efficiently organized Regional Coordinators Meeting for about 100 participants
 Prepared and maintained a database of donors, and NGO partners
 Maintained an effective calendar of events for the office.
March 2009: Administrative Associate and Executive Secretary
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6. Forum for Integrated Development, Hyderabad
Scope of Work:
Operational Finance
 Proper control of the supporting documents for payments and preparation of payment requests.
 Maintained internal expenditures control system - Presentation of information on the status of financial
resources as required.
 Keep detailed records of all project expenditures
 Maintained proper filing system for finance records and documents. Liaise and coordinate India budget with
the Finance and Administration team
 Maintain financial data and transactions in accounting package
 Maintain financial records (including records of receipts , vouchers, bank transaction , tax remittance,
pension funds, staff salaries etc.
 Ensure regular and timely release of funds
Human Resource
 Provided effective support in the recruitment and selection process of the manpower
 Conducted Interviews
 Supported in publishing the advertisement in the HR related websites
 Supported in shortlisting the CVs
 Maintained a database of the CVs for future reference
Administrative and Logistical Support
 Assisted in the preparation of TORs and /or Specification for procurement of consultants services or goods
for the office and individual consultants
 Prepare draft contract, letter of agreements for individuals or institution /agencies companies reflecting and
travel requirement and estimating costs and follow up implementation once approved
 Supported to organization of procurement processes
 Provided administration and logistic support to the day to day operation of the project office
 Organized events and managed logistics (venue catering, transportation, lodging etc.)
 Monitored staff movements (duty travel and leave dates) leave cards and entitlements
 Assisted the Advisor in the timely preparation of relevant papers and documents for meeting, seminar,
workshops and conference and in finalization of related reports.
Office Maintenance and Assets Management
 Responsible for developing and managing office Fixed assets register , manage inventories exercise and
maintain updated management system of all assets and ensure timely reporting of office inventories
 Perform other duties as required.
Highlights of Achievements:
 Successfully shifted the office to a new location
 Successfully procured office furniture and organized setting up of office
 Ensured smooth function of new office with all the facilities
December/2004 –February 2009: Secretary, WES cluster& Receptionist cum Travel Desk
Assistant, UNICEF Office for Bihar, Patna
Scope of Work: Receptionist
 Managed the front desk, Operate EPBAX System
 Generated monthly statement of State Trunk Dialing (STD) Calls made by Staff Members and distribute the
list to Staff Members for reimbursement
 Ensured safe custody for external telephone lines to prevent misuse and check telephone bills
 Received visitors, check appointments, answer routine queries, provide publicity material on request
 Responsible for upkeep of reception and visitors lobby, Responsible of upkeep of office conference room
and booking
 Maintained and keep up to date directories of official contact including state and district officials, NGOs and
list of list of all important and essential contact in the field office
 Responsible for receipt/logging/sorting/distribution/dispatches/deliveries of postal mail / domestic &
international courier / UN official pouch mail (incoming and outgoing)/ parcels, distribution of fax messages,
certification and timely dispatch of pouch mail. Logged incoming and outgoing mail, mailing of outgoing
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7. letters and maintaining postage account,
 Maintained register for courier services and check courier bills
 Coordinated with the designated courier agencies, both, domestic and international for regular daily pick-up
of the official documents including dispatch of UN Passports, on-line tracking of the shipped documents,
processing of monthly bills for payments. Supported the office for any queries towards courier issues.
 Monitored and co-ordinated contracts for mass-mailing, courier services, etc. and processed payments
 Provided secretarial support on requirement and perform other duties as assigned by supervisor.
 Prepared a database of telephone bill, entitlement of uniforms for drivers, taxi bills, air/train ticket bills etc.
Provide support to Admin & Finance Section in preparation of cheque transmittal memos, bank
reconciliation etc.
 Actively participated in organizing Staff Association Badminton Tournament, 2008, Made logistics
arrangements for the Japanese NATCOM Visit and other visits.
 Booked flight tickets through Target Travels on receipt of travel approval. Ensured SM signs/initials the bills
on receipt of tickets,
 booked train tickets on receipt of travel approval. Ensured staff member signs/initials the bills on receipt of
tickets, made taxi arrangements on receipt of requests for local trips (in Patna) through travel agency and
outstation taxi arrangements/airport or station pickup & drop for SMs/ office visitors/Consultants/Govt.
Counterparts/programme workshops etc., on receipt of manual requisition or email requests, entered details
in the Travel Monitoring
 Support Area Security Coordinator to prepare Daily Security Report and shared with UN Agencies
 Distributed duties to the office Drivers on rotation basis for office as well as visiting Staff members, updated
flight schedule received information on new flights/packages.
 Sent the updated flight schedule to staff members /consultants via email on a fortnightly basis, prepared
statements for bills of (Air tickets) and (taxi and train tickets) on a fortnightly basis and sent to Finance Desk
for processing, maintained a complain register for the vehicles not functioning properly as well as the drivers
who are not performing the duties well.
 Actively participated during the Flood Mitigation programme in Bihar. Coordinated with the SMs visiting
Bihar from different state offices and made travel/ stay arrangements accordingly. Maintained a tracking
/monitoring system for the visitors/staff members travelling to the flood affected districts and updated on
regular basis.
 Backstopped Finance Assistant in writing cheques/ preparing transmittal memos, petty cash vouchers etc.
Prepared a database for the number of cheques dispatched, on daily basis.
 Prepared the letters for packing and transfer for personal and household effects of arriving and departing
staff members.
Scope of Work: Secretary
 Provided timely and accurate secretarial and administrative support to the WES Cluster.
 Actively did correspondence with regard to Programme Management through letters, e-mails etc.,
 Provided documentation support to the Programme Specialist including preparation of Donor reports,
Project Cooperation Agreements, Small Scale Funding Agreements, Note for Records, etc.
 Responsible for Documentation of the workshop.
 Prepared of Power-point presentations and graphs, compilation of data, etc.
 Organized workshops/seminars/trainings which includes: procurement of stationary, negotiation and
finalization of venues, registration of participants, preparation of kits for the participants, arrangements of
logistics, designing of banner and backdrop, documentation of the events, etc.
 Participated in the workshop as a resource person from the section
 Coordinated recruitment of consultants and field coordinators for WES programme, which included
coordinating advertisement, receiving applications, short-listing with the programme specialist, preparing
list of the short listed candidates, drafting interview call letters, inviting the candidates personally (if asked by
supervisor), provided them personal history form, provided travel claim form, received the claim from and
coordinate with cluster programme assistant for settlement
 Coordinated with district coordinators for Sanitation and Hygiene related programme
 Prepared media related notes in coordination with the supervisor
 Organised Sanitation and Hygiene Workshops for district coordinators and government counterparts in
coordination with the Government of Bihar
 Coordinated with the Government counterparts for placement of the consultants/ district coordinators, etc.
 Maintained inventory and effective distribution of IEC materials as per the distribution strategy,
 Liaisoned with the Government Counterparts whenever instructed by Supervisor,
 Maintained files and reference materials in a systematic manner.
 Supported the State Operations Officer in preparing cash advance letters, handing over the cheques,
maintain record of all the cheque deliveries, incoming and outgoing mail, bills for telephone and other bills,
database management e.g., business contacts, General support to Assistant Controller and Events
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8. Assistant.
 Provided need based secretarial and admin support to other clusters.
 Provided backstop support to Reception Desk and Travel Desk as and when required.
November 2003 – December2004: Counselor and Lab Instructor
Informatics Computer Institute
 Handled front desk and responsible for the administrative arrangement, handled electronic data processing
works of the institute
ACADEMIC QUALIFICATION
• 10th
(CBSE) from Notre Dame Academy.
• 12th
from St. Michaels High School (NIOS).
• Graduate in Information Technology from Allahabad University.
• Pursuing MBA from Sikkim Manipal University
TECHNICAL QUALIFICATION
• Proficiency in MS Office applications
• Certification in Computer Applications& Programming (CCAP) from Informatics.
• C++ Programming from Informatics.
• Advanced Diploma in Information Technology (ADIT) from Informatics, Singapore
LANGUAGES
• English (Read, Write, Speak)
• Hindi (Read, Write, Speak)
• Urdu (Read, Speak)
• Arabic (Read)
PERSONAL INFORMATION
Date of Birth 24 February 1986
Place of Birth Vellore, Tamil Nadu
Marital Status Married
Nationality Indian
Hobbies & Activities Singing, Swimming, Cooking, Sports activities, Participation in Social activities
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