Forman Christian College

(A Chartered University)
Need Assessment Questionnaire- Proposed Position
Internal Audit Office

Please fill in the questionnaire below and elaborate wherever viable. You are also requested to
provide documented evidence where possible in support of the proposed position which would
in turn help us in reasonably rationalizing your position through a comprehensive report which
is presented to the higher management.
Please note that this questionnaire though provides an insight into the needs of the department
and its current structure, but as every department functions in a different manner as compared
to others, therefore the need assessment conducted by the Internal Audit is unique to that
department. It is therefore that additional queries may be raised, and documents requested.

Name of Department: Advancement & Alumni Office

Required Position: Alumni Relations Assistant for Alumni Welcome Window

Number of Positions Required: 01

1. Total number and details of the current staff at your department (Please add to the rows if
required)

Sr. No Employee Name Designation Hiring Date

Alumni Relations Assistant
for Alumni Welcome
01 Mr. Kamran William Window 02nd August 2023

2. What are the circumstances that have given rise to the need for the proposed position?
The Advancement & Alumni Office diligently oversees all alumni relations throughout the
year. Many of these alumni are donors and actively participate in various departmental
activities. To accommodate this commitment, we find it necessary to assign dedicated
personnel to ensure their welcome at the main entrance.

The Internal Audit Office

1
 3. Would the proposed position perform a completely new task, will it assist the current staff,
or will it perform a blend of both?
He is currently interning with us, and we would like to integrate him into our department as
a full-time team member. This transition involves merging responsibilities, as security
initially managed this, and now it will be incorporated into the Advancement & Alumni
Office.
i. In case of a new task, describe how such a responsibility blends in with the departmental
roles and responsibilities.

- Dealing with the alumni coming to the campus with welcoming attitude
- Providing information to the alumni regarding alumni card, alumni events and other
alumni related information
- Solving entry related problems of the alumni
- Record keeping and filing
- Coordinating with advancement and security office proactively

ii. In case of a new function being introduced under the Head of Department, the following are
required:
a. Approval for the creation of function from the Supervisor.

b. How the new function fits in departmental/organizational strategic plan

c. The Anticipated number of new hirings eventually apart from the proposed position to
meet the objectives of the new function.

iii. If the proposed position is either blended (in the context mentioned above) or will be
providing assistance to the current staff, please enlist the areas where the workload of your
current staff has increased.
He is responsible for maintaining records of alumni entries. These records help us track the
reasons for their visits, such as using library facilities, department visits, meetings with
teachers, or attending events. Additionally, this record-keeping process aids in maintaining
separate records to assist the security office. This position will involve the daily logging of all
alumni activity, and the logs will be shared with his immediate supervisor.

The Internal Audit Office

2
4. Will the new position be hired on a temporary or regular basis?
That would be on a regular basis.

5. Please mention below the tasks to be performed by the Proposed Position as per the job
description, accompanied by the purpose of those tasks and their benefit to FCCU. The
format is provided below for your convenience. Please add to the rows if need be.

Tasks as per the Job Brief Description of

Sr. No Description the Responsibilities Purpose Benefit to FCCU
1

6. What is the expected salary of the Proposed Position?

That would be decided as per the HR policy of FCCU.
7. Briefly describe how you will accommodate the proposed position at your office in terms of
his sitting arrangement (separate office, separate workstation, or shared workspace).
A separate office with a dedicated workstation has already been established, and he is
carrying out his tasks in his cabin located at the main entrance for welcoming visitors.

8. In your opinion what should be the exact nature of the qualification, technical skills, and
experience of the proposed position.
Minimum Education and Experience:

*12 years equivalent education with 5 years relevant work experience

*14 years equivalent education with 3 years relevant work experience
*16 years equivalent education with preferably some relevant experience

Skills:
The Internal Audit Office
3
- Fresh graduates are encouraged to apply
- Good oral and written communications skills
- Experienced speaker
- Command on English language
- Telephone etiquette and filing principles
- Efficient in using electronic gadgets
- Good command at MS Office
- Excellent attention to detail and ability to take quick decisions
- Good coordin1ation skills
- Record Keeping
- Problem Solving

The Internal Audit Office

4