NAME: Warda Khawar

BBA 8B

ROLL NO: 80

SEMESTER: 7TH

ORGANIZATION: Health Service Academy, Ministry of Health,

Islamabad

12th July, 2010 8:30 am – 4:30 pm:

Today I was asked to arrange the trip of Executive Director to Cairo, Egypt. The
ED is going to Cairo for attending a seminar. The passport was already in the
office with the visa stamped on it. The task for me now was to ask about the
details of his stay in Cairo (The place where he will be staying and for how many
days, charges etc). The documents whose original copy I was supposed to give
to the Executive Director and whose copies were to be kept in the records were
as follows:
• No Objection Certificate certifying that Mr. Assad Hafeez has been
nominated by HSA and that the Ministry has no objection to his
proceeding abroad during the said period.
• The schedule of the Seminar that is to be attended by the ED.
• Note Verbale by the World Health Organization
• Passport
• Ticket
• Other necessary documents related to the meeting.
After completing this task, I was asked go to the Admin and Finance Department
to ask if the documents were ready. These were the documents that were to be
added in the folder and had not been submitted by these departments yet. The
documents were not ready and I could not work on this today.

13th July, 2010 8:30 am – 4:30 pm:

Today I sat at the place of the operator for two hours and then I was asked to
visit the day care center to check if the things were alright for the kids and if there
is some sought of cleanliness problem.
I went to the day care and kind of inspected the things. I asked the maids there if
they are having some problem related to the clean water or electricity etc. They
told me that every thing is very good but last day when there was an electricity
load shedding for 3 hours, the generators were not switched on and the kids had
to sit without the air conditioners and fans.
After this when I went back to the office I was given the task to sit with the
Librarian and see how the things are done there. I sat there with the librarian
whole day long. The work which I did was to put the books returned back into the
shelf.

14th July, 2010 8:30 am – 4:30 pm:

Today I went straight to the library as I was supposed to sit in the library today.
When I reached there I sat at the place of the librarian (Ms Ashifa Yaqoob). I was
instructed as to how I am supposed to enter the details of the books that were
issued or returned. And then how I will shelf the books returned so that they are
in the same order as they were before the books were issued.
Then the librarian asked me to write down some of the rules that should be
followed in the library. I wrote down some of them and went to her for approval.
She liked my work and added two more things in it.
After that I started picking up the books that were left on the table by the doctors
and students after they left the library and shelved those books. Side by side I
also tried to correct the order of the books already shelved according to their
numbers.

15th July, 2010 8:30 am – 4:30 pm:

Today I was asked to sit with the Deputy Project Manager to see how she
prepares the time sheet. Time sheet is basically a requirement of USAID in which
the employees employed by USAID note down their daily activities and the time
spent those activities. This is not a requirement of HSA but as Deputy Project
Manager is hired on contract by USAID, she is supposed to submit it after each
month ends.
The time sheet contains the following:
• Name of the activities performed
• Total time spent of each activity
• Portion of time spent on each activity each day
• Total time worked each day which should not exceed 8 hours
The Project Manager already had the hand-written list of the activities and the
time she spent on each at different days of the week. This list was of around 18
days. So I was given the task to make the entries into the timesheet.
I started the work. I made the entries of the fifteen activities as it was first time for
me that I was working on the Microsoft Excel. I entered the details of the time
spent of around 10 entries for the whole month of June.

16th July, 2010 8:30 am – 4:30 pm:

Today I continued my work on the time sheet that was to be submitted by the
Deputy Project Manager to the USAID office. After the entries of a total of 15
days I turned back to the Project Manager. She kept on telling me about the
activities she performed on the rest of the days of the month of June and I made
the entries to the time sheet.
After that she sat with me and told me the details for making the entries of the
time spent on each activity in total and the time spent on each activity each day. I
made the entries. It took us the whole day as there were so many activities and
the time division was not clearly written down by Ms. Amna because of her busy
schedule. She kept on checking different time tables and the dates of the
meetings or different activities held and found out what was required to be
entered in to the time sheet well on time.

Reactions and Feedback:

This week I learned a variety of different things as I did a diverse set of activities.
Versatility was so far best seen in this week.
I can confidently say that I will be able to arrange the trip of my seniors well if I
will be given this type of task in my Professional life.
Another thing that I learned was that keeping the things organized is very
important for daily and professional life. I learned this from working in the library
and from working with the Project Manager (PM). The reason I have mentioned
PM here is that when the data was required to be entered in the time sheet, she
was able to find the things quickly as she had kept them so organized that she
had apparently no problem in locating the things.
Moreover, now I can say that I can do some work on Excel? Though USAID
has provided the format of the timesheet but still working on excel was a good
experience.
I also learned that the things do not go well if you keep on thinking about
one issue. I learned this when I was asked to visit the Day Care Center. HSA
takes its Day Care Center as one very important aspect of the organization. This
is because it leads to the employee satisfaction of the employees whose kids are
at the day care center.
Now the seniors are trying to rotate me to as many different places as possible. I
had been rotated previously as well but now I am learning the type of things I did
not expect I will ever learn. For example, I visited day care center to see if the
things were fine, I sat in library, etc. These things gave me a very different
learning experience.