NAME: Warda Khawar

BBA 8B

ROLL NO: 80

SEMESTER: 7TH

ORGANIZATION: Health Service Academy, Ministry of Health, Islamabad

21st June 2010 9am- 4:30pm

My transfer to the Student Affair Department was canceled as the Minister gave
the date 2nd July for the next BOG meeting and I had been working on BOG
meetings in the previous week. I attended the meeting on the BOG with the
Assistant Director as I developed the Matrix that was to be discussed. Director
asked me to continue working on developing the matrix which I had been
developing previously.

I completed that work before doing other things. Other than this I wrote an
Executive Summary on 6th Meeting of BOG that is scheduled to be held on 2nd of
next month. I also prepared the appendix that was to be attached to the letters of
invitation. I prepared the new agenda of the 6th BOG as per the direction of Mr.
Nadeem Kiyani which was to be approved by the Director before dispatching
them to the members of the Board of Governors.

22nd June, 2010 9am- 5:30pm

The agenda was revised today as per the instructions of Mr Assad Hafeez
(Director) and the new agenda was to be presented to him the next day. I also
did the work of the operator. I was made to sit at the place of the operator,
entertain the calls and transfer them to the departments. I had to contact different
people to confirm that they will attend the meeting the next day.

Other than this I dispatched the letters of invitation to the members of the Board.
For this I had to prepare the sets which contained a letter, an agenda, an
executive summary, list of the composition and the powers of the Board of
Governors. Each individual item of the set was prepared by me. After doing this I
made a file to be kept in the record of HSA. This file contained the letter to the
Health Minister to get permission for the meeting, agenda, and letters of invitation
to the members of BOG, ordinance, composition and powers of the Board of
Governors.
23rd June, 2010 9am- 4:30pm

Today I started my work by writing a letter. Mr Nadeem Kiyani dictated me a

letter related to the Economy measures which HSA is about to undertake. After
the dictation, I made a soft copy of it and sent it to Mr Kiyani for approval. After
he approved the letter, these letters were sent to the respected departments.

Then I was asked to follow up and make a list of the BOG members to whom I
sent the letters yesterday and write down the delivery status of them. I prepared
and submitted the required table after sometime. As I made a table of the BOG
last week, it made my assignment easier.

After this, I made five folders for the meeting of the executive committee which
was to be held at 12:30pm today. The revised agenda was presented to the
director for approval and is not yet returned.

I am now asked to continue my work on the working papers on the 6th meeting of
BOG. Assistant Director told me some details of the agenda items before the
meeting of the Executive Committee and by the time he returned I was ready
with the hardcopy of it which he will check tomorrow and we will revise it if
necessary. Moreover the details of the other agenda items will be given to me
tomorrow and I l start working on it then.

24th June, 2010 9am- 4:30pm

Today I was given the assignment to write down the minutes of meeting of the
executive committee. For which I collected the details as to who attended the
meeting and what points were discussed there. I came to know that the agenda
items of BOG meeting were discussed. After I wrote down the issued that were
discussed in the meeting of the Executive committee, I went to Assistant Director
to ask about the recommendations of the Committee related to the agenda items.
He told me about the approvals and recommendations given about each agenda
item. It took me much time to write down the minutes of the meeting as I was
asked to go through the files and check out different formats of the minutes that
can be used.
After I completed this assignment I started making some changes in the agenda
of the 6th meeting of the BOG as recommended by the committee. It did not take
me much time as the changes where to be made in the order of the items listed
in the Agenda.
HAS also decided to launch its new program in the same meeting so I was given
the responsibility to co-ordinate the activities with DR. Shafqat Shehzad who is
launching the program with her team. She wanted to invite more people and the
task to gather the contact information, email and postal addresses of the new
guests was in my hand now. Dr Shafqat Shehzad had the list of addresses and
contact information of 23 people. I was given the name of 38 people and their
respective organizations. I was to find their phone numbers then gather their
email and postal addresses for the purpose of dispatching invitation letters. I was
able to collect the information about 29 people today.

25th June, 2010 10am- 5:00pm

Today as I came to the office I continued my work which was left incomplete
yesterday. Today I contacted rest of the 9 people and then took their email and
postal addresses. Then I prepared a list of the invitees along with their phone
numbers, postal addresses and email addresses.
After this I had the task to write down the invitation letters for all the invitees.
Total letters which I typed, including the letters for the members of BOG and the
other guests, were 61. This took me the whole day as the number of the letters to
be typed was big.

Reactions and Feedback:

This week, like the previous one, was hectic. I feel that now I am being
overburdened but still I have not yet rejected any of the assignment as I am
enjoying the new challenges.
I had food poisoning on Friday and still I received a call from the office and was
asked to come to office. So, Friday was a difficult day for me.
On Thursday, Student Affair Department complained to the Project Manager,
Assistant Director and the Director that the internee has not been sent to their
department. The decision that the director took after the argument b/w Mr
Nadeem and Mr Bashir (Student Affair) was that I will be sitting for two hours in
the student affair department and the rest of the day with the Assistant Director
and the Project Manager.
One thing that I did not like was that Miss Shafqat Sehzad left the office after
assigning the work. But I am happy that this thing was taken into notice and a
special instruction was given to the mentors that they will guide the internees
instead of leaving the office.