PAKISTAN OILFIELDS LIMITED

ORIENTATION REPORT

ADMINISTRATION KHAUR
(March 26, 2007 to March 27, 2007)

Submitted To

CHIEF EXECUTIVE
(POL) Through Maj. (R) Mr. Muhammad Jamshed Assistant Manager (Admin.Khaur)

Submitted By Aamir Rafiq Ch. Senior Management Trainee (Geophysics)

Orientation Report For Administration Department, Khaur.

Acknowledgement

All praises to almighty Allah, the creator of the universe, who blessed and enabled me to complete this report. I am especially indebted to Maj. (R) Mr. Muhammad Jamshed (Assistant Manager Admin. Khaur), Mr. Usman Slam (Senior Executive Admin) and also POL for giving me inspiring guidance and dynamic supervision. I also wish to acknowledge with thanks Mr. Pervaiz Akhtar (LRO) and Mr. Nadir Ali Khan (Executive Trainee) for help and coordination by sharing their knowledge through the whole period of my orientation in Administration Department Khaur.

Zakiullah

Orientation Report For Administration Department, Khaur.

INTRODUCTION

Administration Department of an organization is involved in making policies & ensures its implementation (control, monitor) for the smooth operation of company & to achieve the set targets. Top Management: Set the task or goal to achieve for company prosperity & smooth running of operations. Middle Management: This managerial staff device the ways (road map) to achieve easily & effectively set targets using available resources. Front Management: This level of management ensures the implementation of the defined road map to achieve the goal. The central administration Department P.O.L Khaur is generally known as record office which maintains the documented record of administrative affairs of all the fields.

Employees Staff: 1) SMS (SINIOR STAFF MANAGMENT) 2) JMS 3) JO (JUNIOR MANAGMENT STAFF) (JUNIOR OFFICER)

4) NMS (NON MANAGMENT STAFF)

Orientation Report For Administration Department, Khaur.

Administration Hierarchy Diagram

Maj (R) Muhammad Jamshaid Deputy Manager(Admin)

Mr. Shahid Idrees Executive (Admin)

Mr. Khurram Shah Labour Relation Exec. (LRE)

Mr. Taimoor Asst. Admin Officer

Mr. Ghazanfar Supervisor

Mr. Saqlain Supervisor

Mr. Tasneem Supervisor

Mr. M.Hamesh Supervisor

Mr. Asmat Nawaz Jms Trainee

Orientation Report For Administration Department, Khaur.

BASIC WORK OF THE ADMINISTRATION

1) Make good and better policies to run the administration. 2) Employee Personal File. 3) Insurance Policy. 4) Loan Policy. 5) Policy of Gratuity. 6) Transfer of employees. 7) Record of EOBI. 8) Medical Policy. 9) Record of fair price shop. 10) Motor Shed Record. 11) Record of allowances. 12) Making of the strength report.

Policies: It is reponsibity of administration to make the good policies for company which play important role for achieving a goal. Strength Report: This report shows the current position of the employee present in different fields. This report is made by administration record office. Employee Personal File: Every employee has its own personal file, which is placed in administration office. Personal file contain the data about employee for example his transfer chit, his medical fitness status and technical status.

Orientation Report For Administration Department, Khaur.

Insurance Policy: Insurance is an amount paid to a registered employee of an organization in compensation of injury during duty or off hours & paid to employee ancestors in case of employees death.

Insurance Claim Procedure. Injury report from attended medical officer to Sr. Manger (Fields). Assessment statement forwarded to Deputy Chief Executive by Sr. Manager (Fields) with attached medical injury verification report. Assurance claimed from insurance company by Head office. Final settlement of accident claim. Record office deals in the insurance cases of N M S staff only.

Insurance claimed is based on % formula based on status of injury or accident determined by Medical officer of claiming company & verified by Medical officer of insurance company. Consent of two parties determines annual insurance amount paid to insurance company. Insurance amount is 200,000 for NMS staff, in case of loss of life.

Orientation Report For Administration Department, Khaur.

Loan Policy: Company gives loan to his employee. Employee can take loan of his eight basic pay and employee return this loan within two years on equal installment. The employee is eligible to take next loan only when he clears his all installment of the previous loan. How To Take Loan: Applicant will fill the prescribed form duly approved by Head of Department. Application is forwarded to Asst. Admin Officer who checks employee company biodata (loan history, service No, date of Birth etc). Application is moved to finance Deptt. Khaur which checks applicant Provident fund to ensure that it is sufficient to recover the loan in case applicant fails to adjust the loan payments. Application is returned to record office for approval of Sr. Executive Admin & thereafter Sr. Manager (Fields). Finance Deptt issue loan to applicant & deduct installments from his salary every month. Policy of Gratuity: Lump sum amount of money paid to employee by a company at the time of retirement. Different organizations determine different methods to award gratuity fund to its employee. According to POL gratuity awarding rule, if an NMS employee serves 35 or above 35 years, he will be paid gratuity fund at following formula: 35 basic salaries at time of retirement If served for 10 years then, 10 basic salaries at time of leaving the company

Orientation Report For Administration Department, Khaur.

Transfer of Employees: Head of Department raises transfer of companys employee from one field to another according to personnel need at various fields. When admin transfers any employee, he must fill up the EMPLOYEE TRANSFER RECEIPT. Admin send one copy of the receipt to finance office, one copy to the place where employee is transferred and one copy is attached to employee personal file. Record of EOBI. (Employee Old Age Benefit Institution): According to EOBI act 1974, if an organization comprises more than 10 persons, it is necessary for the company to register its employee with EOBI. In 1974, only non management staff was entitled to contribute towards EOBI but by amendments in law in1995, senior management staff (SMS) were also privileged to contribute towards EOBI. Both employee and company contribute in EOBI fund. According to EOBI laws, if an employee salary is 4000 or above, company will contribute Rs150 per month & the contributions will be 6%of basic salary. Employee contribution is a fixed amount of Rs 40 for NMS. If an employee age is below 35 years, he will have to contribute for 15 years to be eligible for EOBI fund, if above 40 & below 45 then 7 years to contribute and if above 45 years, employee must have to contribute for 5 years. EOBI regional office is in Hassan Abdal. HABIB BANK, KHUAR branch, receives EOBI fund of POL retired employees. Medical Facility: Medical facility is also provided to every employee of the company. Administration check the medical bill received from the hospital and enter this bill in the medical register. How To Avail Medical Facility: Company employee, his wife & children are entitled to avail medical facility at company hospital free of cost. In case of unavailability of particular facility at company hospital or complication of disease, if medical officer refer the patient to other hospital or Doctor, the patient will submit expenditure bills to R.M.O or S.M.O who prepares medical chit & forward it to Sr. Manager (Fields) for approval via Asst. Admin Officer. Finance Deptt pay the expenses to patient.

Orientation Report For Administration Department, Khaur.

Fair Price Shop: Fair price shop is that from where company employees purchase the basic utilities such as flour, oil soaps dals, sugar etc. at the rate which company acquires from factory, in other words no profit basis. It should be mentioned here that only non management staff buys things from the fair price shop. Employee should have fair price shop card to buy things from the shop .This card is issued at the beginning of the year. Employee can purchase things on two optional basis. Cash purchase Basis Credit purchase Basis Atta shop: Atta shop ensures smooth & subsidizes flour supply to non-management staff. The entitlement is based on the number of persons in the family as: Employee Himself: Other Family Members: Canteen: Canteen offers lunch & tea for NMS staff at subsidized rate, every day. Canteen issues food coupons & prepares food on the basis of number of coupon issued. Fuel Allowance: NMS employee not occupying company residence is entitled to get fuel allowances (Kerosene Oil, wood, LPG gas cylinders). Employee can get allowance in cash or in material form. The entitlement varies with the grade & category of NMS. Kerosene Entitlement Supervisor cadre Labor Free (liters) 13 -doon payment (liters) 38 19 14 Kg/month 8 Kg/months

0n payment, fuel is provided on refinery purchase rate.

Orientation Report For Administration Department, Khaur.

Traveling Allowances: Employee himself, his wife, three children below 18 years (in case of unmarried daughter no age limit) can avail traveling allowance. Distance between working place & hometown as shown in company service record is more than 10 miles.

Land Department:
Land department deals in acquiring and hiring land as per company policy, for any purpose which ever required by the company. Main purposes; 1) For pipelines. 2) For drilling. 3) For plants. 4) For any construction. 5) For production facility. Land Acquiring System: For all these purposes and any other, land department deals with the owners of the required lands and negotiates with them and tries to settle the matter. If the matter is not settled by the land dept. employees then they request to the land controller to intervene and settle the issue. The land controller then gives auction notice in news papers and sale the land and collects the revenue in his office for the land owners. Rates of Hiring: Land department deals with the union of land owners (Dhun kissan) for the rent of various types of land. Dhun kissan and POL land dept. has an agreement for three years for the rent. After every three years Dhun kissan and POL will settle new rents .The current hiring rates per kanal for 2003-2006 are as under: Kind of land 1) Maira 2) Lass/Barani. 3) Hail/Lapara 4) NFA 5) Banjar Qadeem 6) Chahi 7) Ghair Mumkin 8) Poles Rates w.e.f 1-1-2003 to 31-12-2006 (RUPEES) 2000 2800 3100 4000 800 5600 400 400/pole

Orientation Report For Administration Department, Khaur.

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Motor Shed Record: Motor shed Department controls & allocate vehicles to various Department on demand or need on daily basis. Motor shed has single & double cabin cars, picks Ups, Light vehicles, wagons & tractors. Basic work of motor shed: 1) 2) 3) 4) 5) 6) To provide convenience for the required department. Keep attendance record of the drivers. Keep the record of fuel. Repairing of vehicles. Mileage statement. Send request to store for spare parts.

Mileage Statement: Mileage report contains the record that how much vehicle is used by different departments and this statement is made after a month. Record of a vehicle mileage is observed from log book. Motor shed arrange vehicles in two ways: Company own vehicles. Vehicles hired from contractors for miscellaneous uses on daily rent basis or monthly basis. Types of agreements with contractors: Monthly based Daily based Kilometer based

Orientation Report For Administration Department, Khaur.

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