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Administration SOP : - Coggle Diagram

- - - - The Admin department ensures that the new hire is enrolled in biometrics.
  - - - RFID card is issued and activated to the new hire.
  - - - The Team lead/supervisor ensures that the new hire is added to the Whatsapp group by the Admin.
  - - - The HR department ensures that onboarding kits are handed out to the new hire. Examples of items that can be found In the Onboarding kits are:
        
        Stationary (pen, paper, etc.)
        
        T-shirts
        
        Mugs
  - - - The Supervisor/team lead allocates seats and workstations to the New hire.
  - - - The HR department sends an email to the new hire that contains links to the company policies and employee handbooks that explain company operations.
  - - - The supervisor/team lead introduces the new hire to the team/department and shares a plan to enable the new hire to settle down in the company environment.
  - - - Step 1. Arrange Farewell on the last working day (Team Lead)
        
        On the last working day of the employee, the team lead arranges a get-together for him/her to formally announce to the team members that the employee will no longer be working with them.
    - - Step 2. Facilitate a smooth exit (Team Lead)
        
        The team leader ensures that his role has been assigned to someone else to ensure a smooth handover.
    - - Step 4. Removal from WhatsApp Groups (Team WhatsApp Admin)
        
        The WhatsApp Admin removes the employee from the Whatsapp group.
    - - Step 3. Receive Rfid/Bag/Internet device (AdminTeam)
        
        If the employee was given any of the items listed above, the Admin department receives them and ensures it is in a good condition.
    - - Step 5. Access Point Removal (Admin Department)
        
        The IT department ensures that the employee is removed from the access point.
- - - - The Petty Cash Custodian ensures that he/she pays for Tea and lunch for Management.
    - - Step 2. Refreshments for L 10 /D10 Credo Session. (Petty Cash Custodian)
        
        The Petty Cash Custodian ensures that he/she pays for refreshments for the staff attending Credo Sessions.
  - - - Cash should be dispensed for fuel for outdoor work.
  - - - Ensure that cash is dispensed for refreshments for guests and vendors.
  - - - Ensure that fund is reimbursed to employees for expenses via Zoho ticket.
- - - - The HR department ensures they write and send the Visa recommendation letter for the executives.
  - - - These steps can be followed to book rooms for accommodations:
        
        Search corporate rates for the best value stay
        
        Make corporate hotel reservations quickly
        
        Make payments.
  - - - Ensure that the official driver is made available at the airport to pick up the executives and drop them off at the Hotel.
  - - - The Admin Department ensures that any other thing the executives will need to make their business trip easy is made available.
- - - - The Company Business Attorney renews PSEB using Documents from Bank and Company.
  - - - The attorney meets with the EOBI representatives to manage the portal for monthly payments.
  - - - Arrange Documents from Bank And Company to renew KCCI.
  - - - The Admin meets with Professional Tax Representatives for Yearly Challenges.
- - - - Follow these steps to schedule a meeting Via Calendar:
        
        Select Calendar.
        
        Select an open time on your calendar.
        
        Add the details of the event.
        
        Add invitees to make it a meeting.
        
        If you want to add more info, select More options.
        
        Use the calendar to find some free time. Green means everyone is available. You can also select a Suggested free time or use Scheduling Assistant.
        
        Add a Suggested location or Browse more rooms to use search to find the right spot.
        
        If you want, make it a Teams meeting.
        
        Add any more details and select Send.
  - - - Draft a training session containing this important information:
        
        Date of the training
        
        Title of the training
        
        Location of training
        
        Duration of the training
        
        Start and end time of the training
  - - - You can make it a Microsoft Teams meeting, Zoom meeting, or find the perfect meeting room in your organization.
- - - - What are the Bank Works Activities?
        
        The admin team assists Accounts Department with banking needs. The Accounts team does not go out of the office, the admin team takes care of those actions whenever required.
  - - - Any out-of-office work related to Executive Management can be a personal or business need. The Admin team assists in this regard.
- - - - Step 1. Manage Inventory of Stationary (Admin)
        
        Office supplies are easy to use and easier to run out of. Paper, pens, inks, toners, staples, tape, paper clips, and more are all important but can become a hassle if they aren’t monitored. Here are steps to follow to manage the inventory of stationery.
        
        Limit access to supplies.
        
        Organize what you already have.
        
        Use it up first, then buy more.
        
        Strategize when to reorder supplies.
        
        Keep an inventory log.
    - - Step 2. Manage Inventory of Tea and Coffee (Admin)
        
        Keeping close tabs on your tea and coffee inventory can help reduce food wastage. Below are steps on how to manage the inventory of tea and coffee.
        
        Take inventory by hand.
        
        Assign the same staff to track inventory ie limit access.
        
        Keep a consistent schedule.
    - - Step 3. Manage the Stock Report of Water Can (Admin)
        
        Keeping close tabs on your can water inventory can help reduce water wastage. Below are steps on how to manage the inventory of supply.
        
        Take inventory by hand.
        
        Assign the same staff to track inventory ie limit access.
        
        Keep a consistent schedule.
        
        Strategize when to reorder supplies.
    - - Step 4. Manage Stock of Vending Machine (Admin)
        
        You can check the total of all the missing products by counting and replenishing them.
- - - - The Custodian will ensure the timely Opening of the Office.
    - - Step 2. Janitorial Staff Engagement (Janitor)
        
        The janitorial staff must complete the following tasks:
        
        Emptying Dust Bins
        
        Mopping
        
        Dusting
        
        Cleaning
      - Step 3. Check all Equipment (Admin)
        
        The Custodian will routinely check all equipment including ACS, Lights, Switches, etc.
        
        The Third Party Company must refill the Vendi/ Coffee Machine.
        
        Office Closure
        
        Step 4. Ensure the Morning Shift Resources are in the office (Front desk)
        
        The front desk person calls the Morning Shift Units to join the office and check for lifts.
        
        Step 1. Janitorial Staff Engagement (Janitor)
        
        The janitorial staff ensures that all used cups, glasses, and plates are collected from the whole office.
        
        Step 2. Turn off Electrical Appliances (Custodian)
        
        The Custodian staff must complete the following tasks:
        
        2 more items...
        
        1 more item...
- - - - The Office Assistant ensures that team lunches are served. This helps improve communication, productivity, and morale in the workplace.
    - - Step 2. Dish Washing (Kitchen Janitor)
        
        The Janitor ensures that all dishes used for lunch are washed clean.
      - Step 3. Facilitate Procurement Department (Procurement Officer)
        
        The Admin Officer facilitates the procurement department on Weekend activities in these steps :
        
        Identify the requirement for goods or services.
        
        Identify and evaluate a list of suppliers.
        
        Negotiate the contracts with the selected supplier.
        
        Raise a purchase requisition and release the purchase order.
        
        Step 4. Tea/ coffee break for Managers and Executives (Office Kitchen Assistants)
        The Office Assistant serves tea to Managers and Executives in their rooms.
        
        Step 5. Fill Water Bottles for (Custodian)
        
        The Custodian ensures that all empty bottles are filled for the fridge.
        
        Step 6. Refill of tea/coffee materials (Custodian)
        
        The Custodian ensures that tea/coffee materials are refilled in the coffee machine.
        
        Step 7. Snacks Arrangements for Meetings (Office Kitchen Assistant)
        
        Snacks are arranged by the office assistant for quarterly/weekly meetings.
- - - - Step 1. Manage Tickets for Attendance Discrepancies (Admin Department)
        
        Ensure that the attendance discrepancies for employees who forget to swipe their cards or miss out on marking either his/her IN or OUT are filled and closed.
    - - Step 2. Weekly list of latecomers (Admin Department)
        
        The weekly List of latecomers is compiled.
    - - Step 3. Complete the Missing attendance of the team ( Finance and Admin Department)
        
        The finance team and HR Department ensure that the missing attendance of the team is completed.
    - - Step 4. Apply for Leave for Janitorial Custodian Staff (HR Department)
        
        The HR Department ensures that they apply and approve leave for Janitorial Custodian Staff that wish to go on leave.
- - - - Facility cleaning includes everything from regular cleaning of the place to the maintenance of the property and management.
      - Below are the cleaning and maintenance activities that should be carried out in the Cooperative Computing facility:
        
        Sweep the main floor And rooms.
        
        Dust off the main floor And rooms.
        
        Clean the chairs.
        
        Empty the dust bins.
        
        Dust all room's glasses.
        
        Put air fresheners on the main floor.
        
        Mop the cafeteria floor.
        
        Dust the cafeteria table.
        
        Dust the kitchen slabs.
        
        Deep clean the washroom.
        
        Waste disposal.
        
        Clean the basins.
        
        Clean the mirror.
        
        Mop on Single-Use.
        
        Refill the tissue, hand wash, and tissue roll.
        
        Vacuum the green spaces.
        
        Vacuum the wall greenery.
        
        Dust the bean bags.
        
        Wash the table plants.
        
        Cleaning the AC filter.
        
        Clean the outer part of the AC.
        
        Mop the building corridor.
        
        Clean the cigarette ashtray.