Checklist for Administration Audit:

Sl.
No.

Question

01.

Will you please explain us the responsibilities of your

department?
-

02.

Understand very clearly what is within their purview

and what is not (In some organizations maintenance of
IT infrastructure like UPS etc may be within their
purview and some organizations it may not be In
some organizations Purchase function may be the
responsibility of the Admin and in some it may be the
part of Finance and in some there may be a separate
Purchase function)

Will you please show us the records of fixed assets?

-

Check for the fixed assets register Verify whether the

fixed assets are appropriately labelled Verify whether
the recently purchased fixed assets are part of this
register Verify whether the written off items / lost
items are still part of this register

Check whether the periodical stock taking of the fixed

assets is carried out and any discrepancy has been
brought to the notice of the Management

If import of items as per STPI, check for proper

maintenance of bond register and the corresponding
STPI records

Check whether there is a system of control (like Gate

Pass) on the outgoing material from the organization
Check whether such gate passes are signed by only
authorized personnel of the organization Check
whether the item is a returnable or non-returnable
item is mentioned therein without any ambiguity
Check for the return of the returnable items sent out of
the organization for repair / other purposes

Check whether there is a system of control over

incoming materials - their recording their handing
over to the corresponding department - Check for the
effectiveness of the same

Check as to how the personal belongings like USB, CD

etc are controlled in the organization Check for the

Covered
(Yes / No)

effectiveness of the same

03.

04.

Will you please explain us as to how the organizational

infrastructure is maintained?
-

Check for the records of infrastructural equipments like

UPSs, ACs, DG Sets, Water Purifiers etc and see
whether they are under warranty / AMC

Check whether contracts / agreements / purchase

orders clearly mention the terms and conditions of
preventive maintenance / maintenance

Check whether the preventive maintenance schedule is

up-to-date and the schedule mentioned therein is as
per the terms of the contract / purchase orders

Check whether the preventive maintenance is carried

out as per the schedule

Check for the maintenance records from the suppliers

and see whether there are any serious issues If so,
check for the actions taken

Will you please explain how the physical security in your

organization is handled?
-

Check whether the records of the security personnel is

available

Check for the records of the background verification of

the security personnel

Check whether the access control system is

implemented effectively whether it is implemented in
all the floors whether it is working whether the
badges are issued to all the employees / contractors
whether badges of the persons who left the
organizations disabled whether the loss of badge is
informed and the lost badges are disabled whether
the physical HID cards held by the department are
matching the total HID cards purchased minus actual
HID cards issued

Observe whether the access control system is utilized

effectively by the staff members

Check whether all the restricted areas have restricted

access and check for the existence of such access to
only authorized personnel

05.

Will you please explain us as to how your organization is

protected from calamities like Fire, Floods etc?
-

06.

Will you please explain us as to how travel arrangements are

made by you and local transport service to the employees is
provided by you?
-

07.

08.

Check for the existence of appropriate number of Fire

Extinguishers of appropriate type are available Check
whether they have been inspected as required Check
whether they are in useable condition Check whether
the security personnel / others are aware of the usage
of the fire extinguishers Check whether security
personnel are aware of the evacuation priorities in case
of fire emergency Check whether any fire drills were
carried out Check for effective working of smoke
detectors if they are installed

Check for the effectiveness of the system

Please describe as to how the housekeeping function is

carried out in your organization?
-

Check the housekeeping checklists

Make a physical walkthrough along with the

department functional and check for appropriate
housekeeping

Interview the housekeeping personnel and check

whether their understanding is in sync with the
expectations from the department

Will you please explain to us as to how do you get to know

the complaints on your department and how do you track
them to closure?
-

Check whether there is an effective system, to track

complaints and close them is available

Check whether proper analysis of these are carried out

so that their recurrence is avoided

09.

How is the performance of your department measured

quantitatively (functional objectives)? How is your
departments performance reviewed by the senior
management?

10.

(If the department handles Purchase function):

Will you please explain us your purchase procedure?

Check as to how the purchase requisitions are made to

the department Check for the origination and
completeness of these requisitions

Check as to how the suppliers are identified and

evaluated Check for the evaluation records

Check as to how the department ensures complete,

correct description of the items to be purchased and
terms & conditions in the Purchase Order

Check for the up-to-date maintenance of Approved List

of Suppliers

Check for the records of incoming inspection

Check for the performance tracking of the suppliers

and records of periodical re-evaluation of suppliers